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Event Scheduling

WE ARE YOUR ONE-STOP-SHOP FOR HOSTING EVENTS AT CSU PUEBLO

Welcome to Event Scheduling at Colorado State University Pueblo. We facilitate space reservations and manage the Event Management Software (EMS). CSU Pueblo hosts events for many different students, faculty, staff and external clients. There are many events held on campus that include meetings, guest speakers, concerts, weddings, quinceaneras and conferences. Space is limited so please click the link below to schedule your event.

CSU PUEBLO POLICY: EVENT SCHEDULING AND FACILITIES USE POLICY

Event Scheduling Directions

General FAQs

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    How can I make reservations for events and meetings at the Occhiato Student Center?

    We offer several ways to reserve space which include:

    • Online: You can request space online using the Room Reservation Request Form link. Please note, this is not a formal confirmation.
    • Phone: You can reserve space by calling us at 719.549.2484
    • Email: You can reserve space by emailing jenna.lovato@csupueblo.edu
    • In Person: Visit the Event Sales and Marketing Department, during our office hours (Monday-Friday from 8:30 am to 4:30 pm).

    As long as you provide us with the information that we need, we can process your request quickly and send you a confirmation.

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    What type of information is needed to make a reservation?

    Before contacting Event Planning please be prepared to answer the following questions when you are ready to book space in the Occhiato Student Center:

    • How many people are you estimating to attend the event?
    • What is the title of the event?
    • What is the date of the event? Do you have second or third alternative dates?
    • What is the exact event time? Do you need extra time before or after the event for set-up or clean-up?
    • Do you have an event agenda?
    • Do you have a room preference?
    • What is the purpose of the event?
    • What is the event type? (Meeting, Lecture, Dinner, Wedding, Reception, Seminar, etc.)
    • What type of room furniture set-up do you need? (lecture, theatre seating, round tables, classroom, conference)
    • What type of audio-visual equipment do you need? (microphones, LCD projectors, special sound systems)
    • Who is the sponsoring organization? Are you authorized to commit funds for the sponsoring organization?
    • Do you have the name, address, phone number, and e-mail address for the designated contact person or persons?
    • What type of audio-visual equipment do you need? (microphones, LCD projectors, special sound systems)
    • Will you be ordering catering?
    • Will tickets be sold at the event?
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    What type of facilities can I reserve in the Occhiato Student Center?

    We reserve space for the following venues:

    • 1 Grand Ballroom or it can be divided into the following sections:
      • North Ballroom
      • South Ballroom
      • West Ballroom
    • 30 Meeting Rooms
    • Outdoor Areas
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    When can I make reservations for the next academic year?

    • For Summer (Mid-May through Mid-August): Submit requests in January
    • For Fall/Spring Semester: Submit requests in March

    Requests are processed in the order they are received. Availability is subject to academic courses and room availability during the summer sessions and the spring and fall academic semesters.

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    How long will it take to receive my room confirmation?

    We process requests within 2 to 3 days for simple meeting spaces during the current academic year. It may take 2 days to process a request for a larger space (ballroom and theater) during the current academic year.

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    Can I bring in outside food and beverages for my event?

    Aladdin’s Dining Services has exclusive rights on all food and beverages served on campus. All catering needs, including alcohol service, must be provided by Aladdin, our Campus Dining Service. Please contact the Catering Director at (719) 671-6566 to order refreshments for your event.

    *Wedding cakes are the only exception.

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    Who do I contact on the day of my event for assistance?

    The Occhiato Student Center Building Supervisor is always on call when the building is open. They will unlock your room and assist with audio-visual connections.

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    How can student organizations make reservations?

    Students must be an officer in the club listed on the organization’s PackLink roster to make reservations for meeting, ballroom, and outdoor space.

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    What is the cancellation policy of the Occhiato Student Center?

    The Occhiato Student Center is our busiest location with multiple meetings and events happening at once. In order to provide space for all organizations, we ask that you be aware of cancellation policies. Ballrooms and room bookings must be canceled at least 30 days in advance to avoid cancellation charges. Meeting rooms should be canceled as soon as possible so that we can book the space for another organization.

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    How do I plan the perfect event?

    Plan Ahead

    It is best to contact an event planner 6-12 months before a large event, such as a wedding, banquet, dance, lecture, conference, or concert. Before you send out invitations or advertisements, contact your event planner and secure a space. The earlier you start, the more likely you are to secure your preferred venue and date. We book up very quickly during the fall and spring semester.

    Budget

    Events can be produced on all budgets. We can help you plan your event based on your budget, just be sure to have dollar figures in mind while you’re planning.

    Know the number of guests

    You don’t want your guests to be crowded, but you also want to adequately fill the space. Don’t forget about the activities taking place at your event and the space required. Discuss the size of your event with an event planner. Our professional staff can guide you in this process.

    Determine the event’s look and feel

    Ordering equipment and determining a room’s furniture placement will be simplified if you plan in advance how you want your event to look and feel. With your event planner, discuss what elements you want at your event, such as food tables, staging, podiums, sound equipment, and decorations.

    Be prepared if your event is outside

    Many extra considerations go into planning an event outside, including a backup plan in case of bad weather. Many times, extra equipment is needed, such as garbage cans, fencing, electricity, heaters, additional lighting, and more.

    Read confirmations carefully

    Event Planning Services will provide you with a confirmation sheet for your event. Read the confirmation carefully. If you don’t see something on the confirmation, chances are it won’t be at the event.

    Know the maximum capacity

    Before inviting guests, it is best to know how you want the space set up and what the maximum capacity is for that setup. Buffets, bars, stages, award tables, and more take space away from the room, which will affect how many guests the room can accommodate.

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    Why do I need security?

    When alcohol is served, security guards must be present. We contract with DC Security for all campus events at a cost of $42 per hour, per guard. We require one (1) guard for every 100 people. Security must be present the entire time alcohol is served. All service of alcohol will cease at 12:00 midnight.

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    Why am I charged for a building supervisor?

    A Building Supervisor fee of $27 per hour is assessed for on-campus groups or $33 per hour for external groups. The fee is charged for the entire time that someone from your event is in the facility. The Building Supervisor is our representative on duty and is responsible for assisting with all of your needs.

Questions?

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Auxiliary Services

Internal Events & Campus Scheduling

External Events & Conferences

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