Campus Event Planning Timeline

Booking Dates and Times

It is extremely important to reserve the dates for your event and rehearsals as far in advance as possible. With ballroom reservation dates in high demand and many events booked a year in advance, it is never too soon to plan annual events. In addition, technically complex events often require full dress and technical rehearsals. For these reasons, please contact the Student Union Events Sales and Scheduling team at studentunionevents@boisestate.edu as soon as you can to select a date and reserve an appropriate rehearsal time. Once a date is selected, plan to work with Student Union Events well in advance to ensure that all event details are complete, confirmed, and that everything is finalized at least ten days before the event date. This will ensure that there is adequate time to schedule the appropriate equipment and staff to bring your show to life.

At booking please be ready to:

• Request event date and venue
• Review Event Guidelines
• Confirm department billing reference for billing purposes
• Submit University Sponsorship Request (if applicable)

Six Month Deadlines

At six months please finalize event dates if your group has previously held multiple dates and spaces. At this time release spaces that will not be used.

One Month Out

In you are planning a major event, your Event Coordinator will work with you to plan a 30-days out production meeting with our audiovisual technicians and our operations team. This will allow our teams to listen to what your needs are, as well as work through pain points well ahead of your event. In our experience, this meeting is critical to ensuring your event is a success.

Deadlines at this time for all events:

• Submit Retail Sales Exemption Request (if applicable)
• Request catering and bar services Catering budget, menu, service type, estimated food count, or alcohol are all due at this time.
• Ensure External Caterer meets Boise State Dining requirements (only Campus departments and Student Orgs).
  • Please note a fee will be assessed for meals served by an external caterer for events categorized as major events in the Student Union. The fee will be $2.00 per estimated attendee per event day. This fee is necessary to cover the costs generated by catered meals.

10 Days Out

Depending on the nature of your event, your event coordinator may schedule a check-in to review the details and confirm outstanding services.

Deadline to:

Request the following services:

• Event parking services
• Custom parking signage
• Audiovisual equipment and services
• Personnel (audiovisual technician, labor or event management)

Must provide:

• Draft of event diagram (if applicable)
• Run of Show or Event timeline

Seven Days Out

Deadline to:

Submit your final catering count – at 10:00 am Any changes requested and approved after this deadline will incur a fee equal to double the rate of each requested service.

Submit your final event diagram (if applicable)

• Any substantial changes requested and approved after this deadline will incur a labor fee of $50/hr with a minimum of 2 hours. 
• Any equipment changes requested and approved after this deadline will incur a fee equal to double the rate of each requested item.

Three Days Out – All Presentation or Video Content Due

We prefer presentations to use a cloud format such as Google Slide Show or Canva so that you can continue to edit presentations, while we have the time to review large content to ensure it is ready for showtime.

Please send presentations and other media to avproductionservices@boisestate.edu no later than three business days before your presentation. If presentations are late or large changes are made past the due date, the audiovisual team is not responsible for the showtime issues.

Embedded video must be saved within your presentation and to your flash drive to ensure your video will play properly, not as links to online videos.

Event Day

Any substantial changes requested and approved after this deadline will incur a labor fee of $50/hr with a minimum of 2 hours.  Any equipment changes requested and approved after this deadline will incur a fee equal to double the rate of each requested item.

Substantial changes include:

• Addition, removal, or moving of:
• Any amount of Staging
• Two or more sections of Pipe and Drape
• More than 5 power cords
• Adjusting/resetting half or more than an original room set
• Any delivery of additional equipment/ 2nd delivery (add-ons)
• Setting up third party equipment/client’s equipment
• Air Walls
• 5 or more rounds for seating
• 10 or more 6’ tables for seating
• 50 or more chairs

Following the Event

14 Days Following the Event

Post-event summary emailed to reserving party contact from UESFinance@boisestate.edu.

21 Days Following the Event

Final invoice generated and/or IP processed

1 day prior to your Event or No Show

Cancelation of event reservations for internal groups will result in a “No Show” offense. After three offences, reservation privilage for internal parties will be reviewed by the Associate Director.

Day of Event

If cancellation occurs on the day of the event, the reserving party is responsible for paying 100% of the approved confirmation.