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Events & Seminars

SSHA Event Coordination


Click Here for the SSHA Event Support Request Web Form


The deadline to request support for events and guests for the Fall 2019 Semester was August 16, 2019.

Information about Spring 2020 Event Request Cycle is coming soon!

SSHA Events staff members are here to assist with arranging logistics for events including guest speakers, symposia and conferences. Event Support Requests must be submitted by the deadline in order to ensure your request can be supported.

Late Requests: If you are submitting a request after the deadline, please submit an Event Support Request Form and include a justification for the late request. If at any point you would like to organize an additional presentation or event, we would be happy to assist you; however, requests received after the deadline will be reviewed before approval taking into consideration capacity of workload, scope and date of the event


Blackout Dates:

Due to large campus events, SSHA Events will not be accepting requests for event support on the following dates:

  • Homecoming - October 19, 2019
  • Bobcat Day - April 18, 2020
  • Spring Commencement (dates TBD)

Contact: 

SSHA Event Staff:

Staff Functions:

Austyn Smith Jones

Events Coordinator

E: ssha.seminars@ucmerced.edu

P: 209-228-2280

  • SSHA Seminars E-mail Account
  • Event Requests and Coordination (Conferences, Seminars, Course-Related Events, Campus-Wide Events, Special-Request Events)
  • Event Consultation (Policies, Best Practices, Budget, Risk Management)
  • SSHA liaison to University Committees
  • EMS Room Reservations – Secondary Approver

 

 


What services do we provide?

  • Guest Services
    • Travel Preparation (Flight, Hotel, Rental Car, Reimbursement), Parking on campus
  • Space Reservation/Consultation
    • Reserve space on and off campus
  • Request Campus Services
    • Facilities, Transportation and Parking Services, UCM Catering, Event Security & Public Safety, IT support
  • Promotional Materials
    • Simple flyer creation & on campus posting, Happenings announcements, swag ordering
  • Special Request Processing
    • Alcohol Permit, Exception to Policy Requests, Performer Contracts, Honorarium Payments
  • Reimbursement Preparation
    • Guest Travel Reimbursements & Faculty Entertainment Reimbursements
  • Policy Consultation
    • Review policies regarding events with organizers (Entertainment, Risk Management, Procurement, Travel, etc.)
  • University-Wide Representation
    • University Events Council, Homecoming & Bobcat Day

Quick Reference Links:

Conference Room Reservations

Frequently Asked Questions

Seminar/Large Event Tracking Spreadsheet

UC Merced Lakeside Catering

Event Sign-In Sheet Template

Facilities Event Set-Up Request Form

SSHA Seminars Guest Travel Reimbursement Form

SSHA Seminars Guest Travel Guidelines

Entertainment Reimbursement Request Form

SSHA Seminars Faculty Travel Reimbursement Form

Office of Protocal and Special Events Planning Resources

Expenditures for Business Meetings, Entertainment, and Other Occasions (UCOP - BUS 79)

Travel Regulations (UCOP - G 28)