You are here

Event Planning Tools

For faculty, students, staff of departments / programs of the Arts Division…

As soon as your event is confirmed, let us know about your performance, lecture, exhibition, or symposium:

click link >>  EVENT SUBMISSION FORM   <<

1. Confirm your public event with your department administration: title, date, time, venue, ticket prices?
2. Submit event details on the online submission form (link above).
3. Email us a high-quality, bold, compelling color image (non-copyrighted or with artist's permission) to represent your event. (Email instructions included in the online form.)

= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =
Confirm your event with your department administration, and then submit the form at least 10 weeks in advance if:
- You would like to request ticketing services…
- You would like to request house management services…
- You would like to request a professionally produced event program…
- You would like to request request paid advertising
These services require a MINIMUM of 10 weeks to plan and execute -- before your event. Please contact us with appropriate lead time if you will need any of these extended services.
= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =

- The Arts Division will provide basic online promotion for small, one-time Arts Division events when the Event Submission Form is completed and submitted at least 4 weeks in advance. Please do not submit an event if it occurs sooner than 4 weeks from today. Effective promotion allows the public time to learn about the event in advance.

- Events requiring more in-depth and advance promotion and marketing must be submitted *at least 10 weeks in advance.* Additional levels of promotion are determined by the marketing goals of the Arts Division, your event's marketing budget, lead time, and staff resources.

- Depending on the complexity of the marketing plan for your event, you should put your planning efforts in motion at least 4-6 months in advance. You and your team may need to start planning 12-18 months in advance if you will need to secure a venue, confirm artists' schedules, book travel, or reserve hotel rooms in Santa Cruz.

NOTE: As of September 2016, AEO no longer provides administrative or production support to symposia, workshops, and other special extra-departmental events.

Items You Should Consider in Your Preliminary Planning

  1. Do you need to book speakers or performers?
  2. Will you need to book travel and/or accommodations for artists / performers / presenters?
  3. Do you need to secure a venue?
  4. Which account (FOAPAL) will be used?
  5. Which Arts Division department or unit will guarantee payment of expenses?
  6. Have you budgeted for all realistic expenses?
  7. Will you need to hire artistic or administrative support staff?
  8. Will you be inviting the Chancellor's participation? The dean's?
  9. Will you need to reserve the services of a caterer or a graphic designer?
  10. Do you have the funding and the lead time required to achieve the results you want?
  11. Will an advance promotional / marketing campaign be part of your planning?
  12. Will tickets be offered (for sale or free distribution)?

= = = = = = = = = = = = = = = =