Steps to Planning an Event

Planning a successful event within the Martin-Gatton College of Agriculture, Food and Environment involves careful coordination and attention to detail. Whether you're organizing a small meeting or a large campus-wide celebration, following these steps will help ensure everything runs smoothly. Use this guide as a checklist to help you navigate the event planning process from start to finish.

1. Establish your event goals and objectives.

2. Determine your budget.

3. Choose your space.

• Will your guests need parking?
  See the campus parking map. For parking requests, contact Brandy Campbell in Transportation Services.
• Will you need an indoor or outdoor space?
  • Indoor: Refer to the list of campus indoor spaces.
  • Outdoor: Refer to the list of campus outdoor spaces.
  • Martin-Gatton CAFE-specific spaces: Refer to the college-specific list.
• Check availability and book your space through EMS.

4. Determine the type of setup you need.
See setup examples. For tents, tables, chairs, linens, and décor (if not provided by the venue), rental options include:

• Goff Tents
• Bryant's Rent-All
• Purdon Rentals

5. Consider your audio/visual needs.
See the list of approved vendors. Off-campus vendors include:

• Audio Visual Techniques
• MSI Production Services

6. Will you be serving alcohol?
If alcohol will be served:

• Your EMS reservation must receive approval from University Events.
• Alcohol must be provided and served by an approved, licensed caterer.

7. Will you be providing food?

• Using a caterer: See the list of approved vendors.
• Cooking or grilling: A food handler’s permit is required for anyone preparing or serving food.

8. Do you need flower arrangements or decorations?
Contact Stems Florist at (859) 252-5601 or choose a florist of your preference — even Kroger!

9. Consider UK Police Department (UKPD) involvement for major events.
UKPD should be included in the early planning phase for large-scale events. Their level of involvement will depend on factors such as:

• Attendance by visiting dignitaries
• Presence of the UK President, Board of Trustees, or high-profile guests
• Event type and crowd size

If you are hosting an event that you feel may have security concerns, please contact Andrea Higdon with your event details. For IT needs, contact the CAFE IT Team. For marketing and strategic communications needs, contact Marketing & Agricultural Communications. For any other special needs, contact Director of Events Carrie McIntosh for suggestions or recommendations.