Event Planning Process
Venue Confirmation
Once your event venue has been confirmed, the planning process can begin. Our team will work with you to coordinate next steps, identify event needs, and plan the space.
Venue Walkthrough
A venue walkthrough allows event organizers and University Events staff to review the space and discuss event logistics. During this meeting, we can assess the room layout, setup requirements, staffing needs, and other event-specific details.
Quote and Contract
After the walkthrough and review of your event requirements, University Events will prepare a quote outlining the anticipated costs.
Depending on your event needs, the quote may include:
- Venue fee: Costs to reserve and use the event space.
- Housekeeping fees: Cleaning services required before, during, or after the event.
- Additional staffing: Personnel needed to support event operations, which may include:
- TCU Police Department (TCUPD) officers
- Venue staffing
- Administrative and contract fee: Fees associated with event administration and contract processing.
Once the quote and contract are prepared, review the documents carefully and complete the required steps to finalize your event arrangements.
Week-of Virtual Touch Base
During the week of your event, University Events will coordinate a virtual touch base with the appropriate campus partners.
This meeting gives you a chance to review final logistics, confirm responsibilities, address outstanding questions, and ensure all involved teams are aligned before event day.
Event Day!
It’s time to bring your event to life! With planning and coordination complete, University Events and the appropriate campus partners will work together to support event operations and help ensure a successful experience.
We look forward to working with you to make your event a success!