Event services

For event planning excellence, follow the Yellow BRiCk road

The overall focus of the BRC Event services is to help standardize procedures to ensure maximum service to departments, reduce UCOP costs and risks, and ensure compliance with UC Policy. Contact us now to get started.

Pre-event consulting

  • Develop scope of work for event
  • Assist in the development of a comprehensive event budget; preapproval process
  • Create detailed timeline leading up to event for planning purposes and review with department
  • Research possible event venues and make recommendations of venue, traveling for site inspection as requested (department to make decision on venue and will be responsible for any site inspection related costs)
  • Assist in negotiating and coordinating venue contract, signatures & PO

Event production (with departmental approval)

  • Order food & beverage within budget limits
  • Assist in negotiating hotel contract for room block
  • Coordinate department reports (updated attendee lists, etc) with venue
  • Assist in negotiating vendor contract for A/V needs
  • Monitor event budget throughout duration of planning process
  • Receive, audit, and forward all event related bills to department for approval
  • Provide periodic budget updates
  • Assist department in setting up online registration website (fee based)
  • Note: Departments are responsible for all content development/briefings, etc.

On-site management (if activities require O/T and/or travel, costs will be paid by department)

  • Coordinate and oversee on-site logistics including: A/V, meeting room reservations and set up, receipt of materials, food & beverage (snacks and meals)
  • Develop and provide a “Day of Production” timeline
  • Assist department with on-site registration support
  • Coordinate shipments of event materials to venue

Post-event follow-up

  • Review vendor invoices for actual charges; resolve issues with vendor
  • Coordinate return shipping of event materials back to department
  • Provide summary of event details including "Lessons Learned"
  • Prepare final budget to actual reports, track and account for all expenses
  • ESG will maintain electronic records of key event documents (contracts, agendas, attendee lists, menus, RFPs, etc.)
  • Conduct debriefing consultation with department