Event Planning Guide Texas A&M University - Corpus Christi University Center

Planning Your Event

There are several details to consider when creating the event you are envisioning. What kind of event are you hosting? How many people are you expecting to attend? What is your budget? The Texas A&M University - Corpus Christi University Center scheduling team is available to help you create the event of your vision. Our staff can accommodate a wide range of event details from banquets, conferences, meetings and more. We offer skilled audio/visual specialists to assist you with all of your technical needs. This guide is a step by step resource for organizing your event planning process and ensuring that nothing is missed along the way.

Event Planning Checklist

  • Making Your Reservation
  • Choosing Your Space
  • Audio/Visual Needs
  • Mapping out the little details
  • Vendor Relations
  • Restrictions

Making Your Reservation

Event Reservations can be made through the University Center Scheduling Office located in the University Center suite 218. Scheduling can be reached at (361) 825 - 5281 or via email at uc.scheduling@tamucc.edu. If you are a community organization or outside entity, the Office of Community Outreach can assist you with planning your event.

When planning your event, there are several details you will want to consider. Finding the best space for your event is a top priority. You will want to refer to the UC Scheduling capacities guide to determine which space(s) will best accommodate the needs of your guests.

Another important detail to consider is the layout of the room. Will you have a presentation? Will guests need to speak to one another or listen to a speaker? The right event set up can greatly enhance your event and bring your vision to life. To ensure that our clients get the best care, we offer unique event layouts specific to your event and can even create customized diagrams for all of your event planning needs.

The University Center can accommodate a variety of audio/visual needs. Our Operations team offers top notch audio/visual amenities. A/V needs can be booked with your reservation through our scheduling office. Many of our meeting spaces and ballrooms are equipped with or can accommodate projectors, podiums, computers, and more provided through our inventory. You can also request to have an audio/visual technician stationed in your event for monitoring and quality assurance.

Smaller Details

There are a few smaller details that you might want to consider when planning an event with the University Center.

  • Parking: Will you or your event guests need parking? There is a parking garage across the street that charges daily rates of $10 and hourly rates starting at $1 for an hour for visitors to campus. For more information on parking click here.
  • Client Access Time: Clients should note that when receiving an event confirmation, the time noted as event start time is when the client can actually access the room reserved. Plan accordingly to make sure you reserve your space far enough in advance for the necessary event setup.
  • Wi-Fi: All of the laptops available for use in the UC are connected to campus Wi-Fi. If you or your guests should need access to campus internet on personal devices, please contact Information Technology at (361) 825 - 2692 for help going through the process of getting registered for Wi-Fi access.
  • Forms: Should you want alcohol at an event, certain forms will need to be requested and filled out as part of your reservation. Make sure you discuss this with the scheduling staff during the process of booking your event. Several forms can be found on the Scheduling Homepage.

Vendor Relations

When planning your event, you may want to consider adding catering or custodial services should you want food or require trash removal/additional clean up post-event. All catering goes through Chartwells Catering located on campus. Chartwells can accommodate a variety of requests from quick bites to buffet style meals to plated meals. Chartwells' chefs cater a variety of cuisines and can accommodate varying party sizes.

If your event is held after normal scheduled custodial services, there may be an additional custodial fee. Our reservation specialists will notify you if your event may be subject to additional custodial fees and what those fees are prior to finalizing your reservation. If you are hosting any activities that will require additional trashcans or extra assistance for clean up, such as serving cake or using disposable dinnerware, please declare that when meeting with the scheduling team so that arrangements can be made with SSC Service Solutions.

If you are hosting an outdoor event requiring a large number of tables and chairs or outdoor trashcans or power, you will need to coordinate those details with our Event Coordinator and Facilities Services.

Restrictions

Please keep in mind that certain activities and items are prohibited in the University Center. You can find the description of what is restricted here.

Credits:

TAMU-CC Marcom and TAMU-CC Dining

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