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Campus Events Advisory Committee (CEAC)

CEAC is the primary resource on campus for event planning policies, support, and guidance.

Schedule a Meeting

The Campus Events Advisory Committee (CEAC) is a working group of campus resource providers that meets weekly (NOTE: summer meetings are held as needed). CEAC's purpose is to assist and advise event planners to ensure the smooth execution of on-campus events.

To schedule an appointment with CEAC, please email ceac@oxy.edu

Unified Event Workflow

CEAC has created the following Workflow Event Form to ensure a timely review of your event details and space/equipment requests. Please note the following best practices and policies:

The Process

  1. Currently you must request a room reservation through 25Live before filling out the Workflow Event Form. Submitting a request for an available space does not necessarily mean that you will get that space—others may have also requested it. When Master Calendar confirms your event, you will receive an email with your space assignments and booking confirmation code.
  2. Fill out the , referencing your 25Live booking confirmation code (please note that a booking confirmation code does NOT indicate that your room is reserved).
  3. The review process will begin with each subsequent step requiring approval from the previous. If there are any issues with your request, you will be notified via email and encouraged to reach out to the department contact listed below to resolve the issue before moving forward.

 

Information Review

  1. If you are a student group, your request will be reviewed by SLICE to ensure adherence to the Student Organization Handbook (gsalazar@oxy.edu).
  2. Your space request will be reviewed by Master Calendar (mastercalendar@oxy.edu).
  3. Your request will be sent to the Support Teams for individual review, dependent on the needs of your event (as indicated on your submission). These reviews run simultaneously and independently of one another. However, you must obtain all necessary approvals before proceeding to final completion. 
    1. Facilities: workorder@oxy.edu
    2. Hospitality: catering@oxy.edu
    3. AV/ITS: helpdesk@oxy.edu 
  4. If your event is deemed CEAC-Worthy, by SLICE, your request will be sent to Risk Management, Campus Safety, and CEAC to be scheduled for discussion during the weekly CEAC meeting. You will receive CEAC approval from Ginny Salazar or Marcus Rodriguez, pending all ongoing issues are resolved. 
    1. Criterion for CEAC-worthy events are assessed automatically by the form system and include: large number of guests, minors or non-Â鶹´«Ã½ guests in attendance, off-campus vendors, presence of alcohol, and use of grill or open flame.
  5. You will receive a final completion confirmation.

    Food and Catering
    Publicizing Your Event