Event Planning At Princeton


Event Planning at Princeton
A sample event planning process is outlined on this page for use by groups and
organizations using space at Princeton University. Individual events often have
specialized needs, this checklist was created to help you think about the types of things
that would be important to ensure success for your event, and a suggested timeline for
completing the identified tasks. (Web links highlighted in orange)
1 Year Out
site options
– schedule site visit
Check date for conflict with other major programs
Request space
via online web form
You will receive a response from the Office of University Scheduling within 3 business
days of request submittal. Upon confirmation of your event, should you need event
planning assistance, the Office of University Scheduling can assist in locating an event
planner for your event.
Once you have received confirmation of reserved space:
6 Months Out
Negotiate contract (as needed)
Schedule and complete site visit(s) if not yet completed
Contact Catering or other food service provider to ensure date availability
For student groups – contact advisor, ODUS or Graduate School Dean’s Office for
Event Registration Form
Complete application for Noise Permit (as necessary)
Decide on theme and start to plan/order decorations/entertainment/rental items etc.
Contact the following departments to ensure date and service availability:
Media Services
Facilities Event Support
for items such as tables, chairs, grills, platforms.
fencing, electricity and tents.
Parking Office
as needed
Ticket Office
if ticketing services required.
Advertise event
Apply for noise permit from Princeton Borough if an outside event with amplified
3 Months Out
Contact Catering again, select menus.
Forward updated audio visual needs to Media Services
Forward updated rental items and support needs to Facilities Event Support.
Continue to meet as necessary with your event planner as needs and requirements


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