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Event Planning Checklist

Plan details before requesting a reservation

  • What group are you scheduling for?
    • Academic Class
    • University Department
    • Academic Club
    • SLAS Club
    • Ecclesiastical Group
    • Non-University Group
  • Designate primary contact for the event (name, position/calling, email, and phone no.)
  • Designate 2nd contact for the event (name, position/calling, email, and phone no.)
  • Event Date(s)
  • Location(s)
  • Event Start & End Time -When will the actual event start and end time?
  • Reserve Start & End Time
    • How much time do you need to setup?
    • How much time will you need to clean up?
  • How many people do you expect to attend your event?
  • Will there be food at your event?
  • Will your event's primary audience be minors (children and youth under the age of 18 years old)?
    • If it is, has all of your team members completed BYUH's Youth Protection Policy training?
    • Go to our website: Event Services & Outreach and scroll to the bottom to complete Protection of Minors Policy and Procedures training.
  • What resources will you be needing at your event?
    • FM Equipment: tables, chairs, etc.
    • Media Services: projector, screen, mic, etc.
    • Public Safety: road closures, Security personnel, etc.
  • LAST STEP: Go to and research if the location you want is available at the date and time you will be requesting.

When you have all this information, go ahead and submit your event request.

Review for accuracy

  • Verify confirmation for accuracy.
  • Review policy and guidelines at the bottom of the confirmation.
  • Keep event changes to a minimum. If changes are necessary, contact Event Services & Outreach.
  • No changes allowed within 48 hours (2 business days) of the event.
  • If the event is canceled, please notify Event Services & Outreach

Day of the event

  • Have a printed copy (or quick digital access) to your confirmation.
  • Conduct your event as planned and scheduled. Use only the space and resources you have requested during your scheduled time.
  • If you have issues with resources you requested, refer to your confirmation for contact information to directly contact the appropriate resource team.