Planning Your Event

At least 6 Weeks in Advance Choose a location, date, and time for your event. Begin the Room Reservation process. Reserve alternate study space as needed. Fill out the student room reservation form and subsequent EOL. At least 4 weeks in advance Contact caterer. Submit FSR number to Events Manager. Set up and send Invitations/Registration. Flyers submitted for approval. At least 1 week in advance Follow up with catering regarding any changes. Address any furniture or other facilities needs.

You must fill out the UCLA Luskin Events form for all of your events.

Internal Calendar

Major Events Calendar

Policies

  • When will your event take place (date and time). Make sure there are no conflicts with other events: Luskin Events Calendar
  • What is your expected guest count?
  • Is this a virtual, in-person, or hybrid event?
    • Virtual/hybrid: Which platform will you be using? (Zoom, Zoom Webinar, CVENT etc.)
    • In-person: Which venue?
  • What is the format? (lecture, panel, workshop, etc.)
  • What is your budget?
  • Who will be staffing your event?
  • Are you charging guests for this event?
  • Luskin rooms can only be reserved for Luskin classes, meetings, and events.
  • Luskin rooms are free to reserve.
  • Here is a list of available rooms, which includes room layout, capacity and AV specs.
  • Faculty should work with their department to reserve a room on SharePoint.
  • You must fill out the UCLA Luskin Events form for all of your events.
  • UCLA Zoom Meetings is free for all faculty and staff.
  • UCLA also has discounted pricing for Zoom Webinar.
    • Requires an annual subscription that can be pro-rated.
    • Zoom Webinar is recommended for events with large audiences that are not collaborating. Learn more here.
  • Do you have webinar needs that are not fulfilled by Zoom Webinar? Contact events@luskin.ucla.edu for additional options.
  • Will your event be livestreamed?
    • We recommend a third-party vendor to facilitate.
    • Where will your event be livestreamed? (Luskin website, YouTube, Facebook, Instagram Live, etc.)
      • Please work with Luskin Comms for events streamed on the Luskin Website or channels.
  • Where will the video live after the event is over (if at all)?

FSRs are required for events outside office hours. Create an FSR to:

  • unlock the building. Do NOT prop doors open.
  • unlock your space. You may request your department to unlock your space or have to create an FSR to have facilities open the space.
  • do a bathroom refresh.
  • pick up your trash, a must with catering. This will help deter pests and strong smells.
  • turn on HVAC, which is on only on Saturday, not Sundays. Create an FSR for Sundays and during the summer.

Evening and weekend event checklist.

  • Does your room have the necessary equipment you need? Check here.
  • You can rent A/V equipment from Luskin Events, including, but not limited to:
    • Speaker packages and projector
    • Webinar accessories (ring light, microphone)
    • Request items at least two weeks in advance via the UCLA Luskin Events form.
  • Consider using music during check-in and receptions.
  • Additional AV can be requested from an external vendor. Including:
  • Questions regarding AV should be directed to Christian Zarate via czarate@luskin.ucla.edu.
  • For a full list of Luskin event supply items available for free, email Jade Morris at jmorris@luskin.ucla.edu.
  • Submit a supply request via the UCLA Luskin Events form.
  • Any additional needs must be supplemented from an external vendor.

All Luskin events should follow UCLA’s Green Standard

Have questions as you’re planning your event? Reach out to Zero Waste at zerowaste@ucla.edu

  • A list of attendees must be submitted to your fund manager for events with catering.
  • Partial list of UCLA approved caterers
  • Order vegan option for at least 35% of guests.
  • Request green alternatives from your vendors. No single-use plastic.
  • Minimize food waste. Take into account the attrition rate.
  • If you’re serving alcohol, make sure you’re following UCLA’s policy.
    • A certified bartender must be hired. Faculty/staff/students cannot serve alcohol.
    • You must check ID. Guests under 21 are not allowed to drink alcohol.
    • Alcohol is limited to beer and wine.
    • One drink maximum per guest within a one-hour period. Consider drink tickets to monitor consumption.
    • Department faculty or staff must be present for student events.
    • How to Serve Alcohol
    • What is an FSR?
    • Submit an FSR
    • Each department/unit is responsible for submitting an FSR for their events.
    • Submit an FSR for clean-up and to leave compost/recycle/trash bins before your event begins
    • Submit an additional FSR for clean-up after the event.
    • A “Bathroom refresh” (cleaning and restocking bathrooms) is recommended for large conferences and weekend events.
    • Facilities Trouble Desk: (310) 825-9236
  • Luskin Comms is unable to support all requests, but they consider your request and will do their best to support your organization’s needs.
  • Please submit your requests to Stan Paul at paul@luskin.ucla.edu 
  • Post/email UCLA Luskin photo release language for events with photography:
    • By attending this event, you will be entering an area where photography, audio and video recording may occur. With your presence, you authorize UCLA Luskin and its licensees to photograph you, make sound and/or video recordings of you, and use the recordings for marketing, publicity and promotion of this event and UCLA Luskin generally. Please click on the link for the full UCLA Luskin Notice of Filming Release.