Event Coordination

Institutional Advancement offers advising and training in event protocol, facility use, concept design, event marketing, media and community relations, and tours.

If you are planning a college-related event, feel free to contact Lora Lassitter to walk through logistics and promotion.

MCC hosts many different types of events on campus. Certain protocols and guidelines apply to each event. Please review the links below for more information.

Many events are planned several semesters in advance so the earlier the request is submitted, the better. Please check with District legal for additional information including the restriction of any alcohol sale/consumption, or the use of tobacco in any indoor or outdoor facility. Contact Student Life for additional vendor visitor information.

Special Events Checklist

Selecting a Date

  • Check MCC’s Calendar of Events for potential conflicts. Also search for events such as religious holidays and major sporting events.
  • Consider audience availability (e.g., travel time, class schedules).
  • If you would like MCC’s President or Vice Presidents to attend, give remarks, moderate a discussion, or participate, please submit the administration appearance request form at least three weeks in advance.

Budget

  • Draw up an estimated budget and record actual spent. What to include: venue rental, catering, linen, AV or other equipment, artwork or printing, advertising, signage, insurance, event personnel and entertainment.
  • Identify source of funds and follow necessary budget procedures. See MCCCD website for policies/procedures under Fiscal Management.

Space Reservation

  • MCC has art venues, conference rooms, state-of-the-art classrooms, athletic fields and an award winning Rose Garden available by reserve and rental by employees, community and private groups. To reserve a space contact Event Scheduling.
  • Rentals for these venues are scheduled at Facility Rentals.

Event Protocol

Contact Public Relations and Special Events, [email protected] or (480) 461-7475 to discuss set-up and protocol for your event. Things to consider:

  • Catering: On-campus contact Sedexo, [email protected] or (480) 340-9916.
  • AV equipment sound needs: lectern, microphone, computer and videography. Contact Media Services, [email protected] or (480) 461-7687.
  • Room set up: chairs, stage, pipe/ drape, tables, linen and types of configuration (see diagrams).
  • Signage: upon request, you may request campus poster boards from Student Life, (480) 461-7282.
  • Public Safety: Notify campus security of your event and familiarize yourself with the emergency response procedures and accident/injury reporting requirements. College Police.
  • Invitation/website verbiage for accommodations: "We strive to host inclusive, accessible events that enable all individuals, including individuals with disabilities, to engage fully. To request accommodation or for inquiries about accessibility, please contact (name) at (phone and email)."

Advertise Your Event

Contact Media Relations, [email protected] or (480) 461-7892 to discuss audience, goals of event and appropriate media outreach. Media Relations can advise you with the following:

  • Get the Word Out request (instructions for both are located at the link) to share your news.

Graphic Design

Contact Graphic Design [email protected] or (480) 461-7795 for design, marketing, communication and print efforts.

  • Invitations, brochures, event collateral, posters and promotional items
  • Graphic standards and guidelines

Speaker/Performer

  • Assign primary contact for the guest.
  • Contract: All contracts should be reviewed by District Office. General Counsel, (480) 731-8878.
  • Honorarium: For payment procedures contact Fiscal Services, (480) 461-7400.
  • Obtain background information: e.g., curriculum vitae/resume, photograph for publicity, title of lecture.
  • Secure travel itinerary and accommodation.
  • Arrange ground transportation with local car/taxi service.
  • Identify person to introduce guest at event.
  • Follow-up on payment.
  • Send a thank you.

Additional Considerations

  • Event Risk Assessment. Contact Event Scheduling.
  • Inclement weather planning.
  • Exhibits, displays and signage.
  • Parking.
  • Mailing lists and target audience contact information.
  • Consider accommodations: Dietary sensitivity and disability resources. Disability Resources and Services.
  • Language for invitations: "We strive to host inclusive, accessible events that enable all individuals, including individuals with disabilities, to engage fully. To request an accommodation or for inquiries about accessibility, please contact (name) at (phone and email)."