Plan an Event

• Determine the Type of Event: Decide whether it's a meeting, workshop, performance, etc. Consider the specific needs and goals of your event.
• Consider Key Factors: Think about the date, time, location, number of attendees, room layout, and any technical requirements like audio/visual support and internet access.
• Choose the Venue and Secure: Decide if the event will be on or off campus.
  • On-campus events, contact VCU Event Services or VCU Athletics as needed.
  • Off-campus events, refer to the Hospitality Resource Page for venue options.
• Obtain written confirmation of your reservation, including dates and times. Ensure all details are accurate.
• Review/Confirm payment terms: The P-card should be the primary form of payment utilized when possible (including events over 10K). Be sure to raise limits and remove any Vendor restrictions on the P-card in advance by completing the Limit and Restriction Change Form
• PCARD POLICIES and EXCEPTIONS FORM INFO

• Identify Necessary Services: Determine what services you'll need, such as audio/visual equipment, catering, and parking, etc.
• Coordinate Services:
  • On-campus events, visit VCU Event Services and VCU Transportation and Parking Services.
  • Off-campus events, coordinate with the venue manager and refer to the Hospitality Resource Page for additional vendors.
• Confirm Services: Ensure all services and logistics are confirmed in writing. Review confirmations for accuracy. Engage Procurement Services for any required contracts and follow the Hotel/Event Contract Processing Guidelines.

• Review Plans and Budgets: Check your event plans and budgets for any last-minute changes or adjustments. Confirm all details a week or two before the event.
• Distribute Materials: Provide necessary materials (registration badges, show schedule, agenda, event handouts, etc.) to the event team or venue manager to ensure everyone is prepared.
• Day-of Execution: Arrive early to verify all services are in place After the event, inspect the space, avoid, excess charges, and conduct a post-event review to capture lessons learned.

Hospitality Resource Page

Pcard exceptions form