Want to plan an event for your team but don’t know where to start? Don’t worry! Arts and Events is here to help you. We're also keeping a list of virtual and in-person engagement event ideas for you to try with your team.
Once you have an idea for your event, start planning.
Start Here
First, decide when and where you want to host your event. 
1. Select the event date/time.
2. Create a budget. Don't forget to include supplies, food, rental fees for venues. List of eligible and non-eligible expenses.
3. Select the event location and make a reservation.
- Special use and classroom space (which are often available at no cost) can be reserved in 25Live (MyAccess required); or UCSF Conference Services has an array of spaces, which can be reserved in EMS (MyAccess required) for a fee. Department COA required.
4. Decide on the invite list.
- Create Qualtrics RSVP form (see notes) - customize as need be
- Track RSVPs (either through Qualtrics form or Excel - based on personal preference)
5. Send calendar invite to attendees:
- Date
- Time
- Meeting location or Zoom link
Plan the Event
Decide on elements that will make your event successful.
1. Place the food order through America To Go (MyAccess required). If you're with UCSF Health, call the caterer of your choice to provide a COA for this service.
2. Understand what your venue offers before you order but be sure to know about furniture needs. If your venue doesn't offer furniture in the rental, contact Facilities. Remember to have enough trash/compost/recycling bins available.
3. Decide on in-person activity, if any.
4. Get supplies (cups, plates, utensils, giveaways, and activity materials).
5. Do you need volunteers? Create a sign up list and get enough people to help for the day of event and planning of the event.
Day of Event
This is your time to shine and put all the prep work together.
1. Ensure facilities order has arrived – call the support line at 415-476-2021 if there are any issues.
2. Adjust the placement of tables/chairs (if needed).
3. Accept food order and set it on facilities tables.
4. Set up activity supplies.
5. Greet your guests and have fun!
6. Monitor food tables.
7. Clean up post-event.
8. Please be sure that facilities and caterers break down according to your order request.
Toolkit for planning accessible events by the UCSF Office of Disability Access and Inclusion.
