UNIVERSITY OF MICHIGAN
UNIVERSITY UNIONS FACILITIES
COMPREHENSIVE EVENT PLANNING PROCESS
DESCRIPTION
Special events are an important part of campus life because they offer the opportunity for members of the
University of Michigan community to socialize, discover, and celebrate together. The hosting organization
members, organization advisors, and University staff share in the responsibility to ensure that these
activities are well planned, enjoyable, safe, and reflective of the tradition of excellence associated with the
University of Michigan. Event and attendee behavior should align with community values. It is expected
that all parties involved will give thoughtful attention to proper event planning and agree to take all
necessary steps before, during, and after an event to ensure its success. Failure to comply with specific
provisions as outlined may result in additional fees or sanctions for the hosting organization, such as
organizational discipline, financial repayment of damages, and suspended use of specific University
Unions (UU) facilities.
Information reviewed when determining if an event requires comprehensive support:
- Is the event starting after 5:00 pm?
- Does the event fit into one (or multiple) of the following event types:
- Dance Party
- Reception
- Program
- Performance
- Lecture/ Presentation
- Fundraiser
- Fashion Show
- Dinner
- Will alcohol be served?
- Cash bars must be included in event plan at least 30 days before the date of the event
- Is it a home football game day?
- Is there a heightened security concern?
- Does the expected attendance exceed 200 guests?
Events requiring additional support require a minimum of 10 business days advance planning from the
ticket date the event is scheduled to the event date. Events with alcohol will require a minimum of 30 days
advance planning time. This greater lead time is needed for appropriate planning and communication,
including events needing ticketing services for greater entry control.
Due to the complexity of these types of events, a pre-event meeting will be required. The pre-event
meeting will involve the hosting organization, staff from Conference & Event Services (CES), staff from
the Center for Campus Involvement (CCI), and other stakeholders.
The pre-event meeting (30 minute duration) is to be scheduled by the Conference & Event Services
Event Manager (CES) and is required to occur a minimum of 2 weeks prior to the event date for all
student organization sponsored events under tier 2 and 3 risk level. Tier 1 risk level events do not require
a pre-event meeting, however it can be a helpful option to event hosts if they would prefer.
COMPREHENSIVE EVENT SUPPORT RISK ANALYSIS
Day of Event Requirements
Day of meeting with stakeholders to include organization event planners, advisors for sponsored
organizations, Conference & Event Services (CES), Division of Public Safety and Security (DPSS),
Building Operations, and a member of the Catering team. This can be via zoom during normal business
hours if deemed appropriate. DPSS presence is required through the duration of the event dependent on
the assigned tier; student planners may request officers to be in DPSS uniform or in standard plain
clothes.
| Event planning resources will be shared with group |
Example |
|
The student organization Most student organization |
|
A weekend event where more than 30% of the total guests are students. Event guest count of less than 100. Cash bar will be available. |
|
A weekend event where more than 30% of the total guests are students. Event guest count is more than 150. Multiple cash bars present at the event. Previous event hosted had concerns communicated from the Event Manager |
SAFETY & SECURITY
In an effort to ensure the safety of all members of the University community and their guests, all events
will have specific measures in place intended to maintain a secure, safe, comfortable, and enjoyable
environment. All safety measures will be coordinated and provided by a combination of student event
hosts, facility management, and assigned Division of Public Safety and Security (DPSS) personnel.
EVENT PLANNING & MANAGEMENT
Student Event Coordinator
Throughout the event planning process, the Student Event Coordinator/s will serve as the primary
representative/s from the hosting organization. These individuals will act as the liaison between the
hosting organization, Conference & Event Services, Center for Campus Involvement, the facility
management, and any other associated advising departments.
Faculty/Staff/SSO Advisor
Faculty/Staff advisor(s) should participate in all aspects of event planning & execution, as their presence
provides additional support and perspective to the hosting organization. Sponsored Student
Organizations (SSO) must have a Faculty/Staff Advisor(s) at the Pre-Event Meeting. Depending on the
assigned tier, the SSO Advisor may be requested to attend the event. Voluntary Student Organizations
(VSO) are not required to have an advisor.
Event Manager
The Event Manager is the professional staff member identified by Conference and Events Services who
is assigned to this event. The Event Manager is responsible for coordinating the initial stakeholders pre-
event meeting as well as any additional event meetings required as necessary. In partnership with CCI
staff, the Event Manager’s role is to advise student organizations in the planning and successful
implementation of their events, work with the students to coordinate all aspects of the event from
beginning to end, and be a dependable resource for them.
Pre- Event Training Materials
The CCI Program Advisor is to send training materials, track completion, and inform Event Manager and
CES Assistant Director, and Building Operations team (uuoperations) when training has been completed
for all Tier 2 and 3 events.
Pre-Event Planning Meeting
In order to ensure a successful event, the Student Event Coordinator may participate in a Planning
Meeting (required for tier 2 and 3 events). The Planning Meeting will be an opportunity for the Student
Event Coordinator to meet with the Event Manager, Center for Campus Involvement, Building Operations
team (uuoperations) and DPSS to review a planning checklist. This checklist includes all necessary
information to plan a successful event, such as roles of individuals, ticketing information, DPSS staff
information and other needed support.
Day-Of Meeting
A day of meeting will take place involving all stakeholders and responsible parties for the event, as
determined by the Event Manager. Event entry cannot begin until this meeting is concluded. This meeting
can be performed via zoom during operating business hours if deemed appropriate.
Items reviewed during day of meeting:
- Introductions and contact information sharing
- Run of show (load in, event entry time, load out)*
- Safety Plan and on site contacts for concerns during event*
- Policies and procedures in regards to event elements (ie: under and over 21 drinking)*
- Expectations in relation to event load out and clean up*
- Questions from planners
Items with an *asterisk* should be discussed with your Event Manager during the event planning process.
Post-Event Meeting
The post-event meeting is optional, and will only be scheduled if issues occurred during the event that
need to be reviewed. This meeting will be set up by the Event Manager. Meetings should be scheduled
as listed below.
- 1st Post Con (Internal)- CCI representative, CES Assistant Director, and the campus partner who
shared concerns (Operations or Catering). - 2nd Post Con (External)- CCI representative, CES Assistant Director (and CES Associate
Director as deemed necessary), student organization planners, and advising faculty/ staff (if
SSO).
If the Post-Event Meeting does not establish a mutually agreeable solution to issues, the concerned party
shall reach out to the Center for Campus Involvement to engage in a mediated conversation facilitated by
the Office of Student Conflict Resolution (OSCR).
ADDITIONAL RESOURCES
Advance Sales (Ticketing)
- If ticket sales are needed, organizations are encouraged to use Michigan Union Ticket Office
(MUTO), particularly for tier 3 events - The hosting organization is responsible for ticketing fees.
ACRONYMS
A2C3- Ann Arbor Campus-Community Coalition
CCI- Center for Campus Involvement
CES- Conference and Event Services
DPSS- Division of Public Safety and Security
EM- Event Manager
MUTO- Michigan Union Ticket Office
SORC- Student Organization Resource Center
SSO- Sponsored Student Organization
VSO- Voluntary Student Organization
These policies shall be reviewed every two years by a review committee and chair appointed by the Senior Director of University Unions.
Updated and Approved, 2/1/2025