University of California, Riverside

Office of Event Management & Protocol

Event Planning Resources

event resources images

Resources for Helping You Plan the Perfect Event

The resources on this page can assist you in planning your event. For your convenience, the page is divided into three sections:

UCR Event Planning Guidelines

Scheduling the Chancellor
Website contains information on scheduling the chancellor and features links to the Chancellor’s Event Attendance Request Form and UCR Chancellor Briefing Template.

Visiting Dignitary Protocol Manual and Dignitary Visit Notification Form
The manual is to be consulted and the Visiting Dignitary Request form must be submitted and approved prior to a dignitary being invited to visit UC Riverside. Individuals who are considered dignitaries include heads of state, heads of government, United States Cabinet Officers, and other national and international high-level government officials whose presence demands heightened sensitivity to security and/or protocol issues.

UCR Printed Materials Review Process
All event-related printed materials that include the name of the chancellor, associate of the chancellor or the executive vice chancellor and provost require approval prior to publication and/or distribution. The Office of Event Management and Protocol coordinates this process.

UCR Invitation Style Guide
The design and content of event promotional materials bearing the chancellor’s, associate of the chancellor or executive vice chancellor and provost’s names must be approved by the Chancellor’s Office. Event promotional materials include print and electronic versions of, but are not limited to: invitations, save the dates, advertisements, websites, programs, citations, and commemorative plaques.

UCR Online Style Guide
To ensure a consistent browsing experience for visitors to UC Riverside Web sites, content developers are expected to follow certain institutional guidelines and policies. These guidelines range from theory behind content design to whether or not to capitalize a specific word.

UCR Identity Standards
The Identity Standards Manual lists and explains the importance of campus-wide standards governing the use of logos, as well as the various stationery formats for UCR. You can browse through an online version of the manual, or download a PDF suitable for printing.

UCR Campus Calendar
The Campus Calendar is a list of all scheduled events on campus.

UCR Guide to Healthy Meetings and Events
UCR Guide for Healthy Meetings and Events provides guidelines for nutrition, physical activity, and sustainability recommended for campus meetings and events.

Campus Service Providers

Audio-Visual Services

Multimedia Technologies
This team is responsible for audio and visual services on campus. The Multimedia Technologies Group provides and maintains presentation technology in support of instruction and special events.

On-Campus Caterer

Citrus Grove Catering
The experienced & professional catering team members are prepared to offer you the personal attention required in all aspects of your gathering.

Graphic Design

UCR Creative Design Services
Creative Design Services (CDS) can design and coordinate the print production of magazines, brochures, posters, newsletters, invitations, banners and flyers as well as original illustrations and drawings for publications and technical illustrations for graphs, charts, diagrams and maps.

Mail Services

UCR Mail Services
Mail Services provides cost effective solutions for all mass mailing needs. Services include: mail list maintenance, high speed labeling, ink-jet addressing, CASS certification, folding, inserting, and metering.

Physical Plant

Special Event Services — UCR Physical Plant
The Special Event Services unit coordinates all crafts for campus events, to ensure efficiency, cost effectiveness and timeliness of service. These events include not only normal campus activities, such as Homecoming and Commencement, but also concerts, seminars and receptions.

Public Safety

UC Police Department
UCPD is one of the departments that should be involved in the pre-planning and research of all major special events held on campus.

Environmental Health & Safety (EH&S)
EH&S supplies guidelines on venue capacity, venue set-up, fire safety, and first aid. They are also responsible for issuing food permits . You may also contact Campus Fire Marshal Scott Corrin by e-mail.

Risk Management
The department of Risk Management is responsible for the issuance of event alcohol permits, university insurance and losses and claims.

Publicity, Media Relations & Publications

Media Relations — Office of Strategic Communications
The Media Relations team of the Office of Strategic Communications promotes UC Riverside’s research, programs, and people. They provide media training to members of the UCR community, and can help publicize events through press releases and articles in campus publications.

Printing & Reprographics (P&R)
P&R provides full reprographics services to the campus population. P&R can consult on your project and offer cost-savings option and provide guidance while in the design stage.

Event Parking

Event Parking Services
Event Parking Services is the one stop place to meet all your special event parking needs. Whether it is a last minute visitor or a conference for two thousand, Event Parking can coordinate hassle-free parking for your guests.

Transit Services
The Transit Services Team provides safe, reliable and professional transportation services to the campus community. Contact Transit Services if you need shuttle services for your event.

UCR Venues

Alumni & Visitors Center
The Alumni & Visitors Center serves as the "front door" to the campus and offers an array of meeting and event space. For information on holding an event at the Alumni & Visitors Center, contact Hospitality Services.

Botanic Gardens
The Botanic Gardens provides a beautiful and serene setting for UCR campus activities. The Gardens' Conference Room and the adjacent patio and lawn area are available for rent for official U.C. Riverside campus activities; limited municipal, state and federal government functions; and official functions of other campuses. No private parties, weddings or receptions are permitted in the Gardens.

Culver Center of the Arts 
The Barbara and Art Culver Center of the Arts and the California Museum of Photography offer unique spaces for meetings, conferences, performances, film screenings, receptions, and special events.

General Assignment Classrooms  
General assignment classrooms are available for use throughout the UC Riverside campus. Contact Non-Academic Scheduling for more information regarding room size and availability.

Highlander Union Building (HUB)  
The HUB has a variety of spaces to choose from that are perfect for small meetings to large dinners and lectures. HUB facilities can be set-up in a multitude of ways to custom-fit your event.

Hospitality Services

Hospitality Services provides the campus and surrounding communities with a variety of services and venues for social events such as weddings, anniversaries and birthday parties, as well as corporate, cultural and educational.

Intercollegiate Athletics Facilities 
Intercollegiate Athletics facilities include the Riverside Sports Complex, the Amy S. Harrison Softball Field, the UCR Soccer Stadium, and the UCR Track and Field Complex. For information on renting any of these facilities, contact the Athletics Operations office at (951) 827-3261 or e-mail Joseph Erbland.

Outdoor Locations Event Scheduling 
There are a variety of outdoor locations available for event space throughout the beautiful UCR campus. Contact Non-Academic Scheduling to reserve space and receive important information on fire codes and set-up needs.

Palm Desert Center 
The Palm Desert Center provides a full range of meeting and event services to all UC students, faculty, staff, as well as the public. Whether you are planning a meeting, conference, retreat, workshop, film screening, press conference, or other special event, their professional staff can assist with all the details.

Student Recreation Center 
The Student Recreation Center has a variety of conference rooms, gymnasiums and fields that are available for registered student organizations, campus departments and non-campus groups. With over 155,000 square-feet, you can reserve a state-of-the-art training room for 20 people or host a graduation ceremony for up to 3,000 people in the gymnasium.

University Extension Center 
The University Extension Center is located in close proximity to the UCR campus and offers a variety meeting spaces. The Extension Center staff can tailor your set-up for your specific needs and provides in-house catering and AV support.

University Theatre 
The University Theatre is a single-floor auditorium that seats up to 484 people. This venue is ideal for lectures and ceremonies and includes an outdoor patio that can be used for receptions and gatherings. For more information please contact Jason Dunk  at (951) 827-3365. 

More Information 

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012