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Event Coordination

SSHA Events & Seminars – Frequently Asked Questions

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, Commencement, Homecoming & Bobcat Day

I missed the deadline for Event Support Requests, how do I get support for my event?

SSHA Seminars & Events will do our best to accommodate requests received after our deadline. Please submit the Event Request Form and include a justification for submitting the event late; these will be reviewed to determine if SSHA Events staff can support the event based on timeline, complexity and current workload.


Where do I get funding to host an event?

There are many different types of funding sources on our campus from different research centers, Dean’s offices, campus initiatives and departmental funding. SSHA Seminars & Events does not handle funding requests and our support request form is not used in lieu of a funding request to any other funding source.


How do I reserve a parking space for a guest on campus?

Please complete the Event Support Request Form and our staff would be happy to help reserve parking for guests on campus; please note our deadline for event requests.


What local hotels are recommended for guests?

We work closely and most often with Bear Creek Inn, Serenity Gardens B&B and the Courtyard Marriott Merced. Each of these has their own UC rate for guests.

**Please note that Bear Creek Inn will be closed from January - July 2020**


How do I place a catering order with UCM Lakeside Dining?

If you’d like SSHA Staff to assist, please submit the Event Support Request Form with your catering request information; please note our deadlines for event requests.


What kind of services does UCM Lakeside Catering Catering offer?

Lakeside 2Go- This is a very casual service.  The food and drinks are both served in/on disposable/compostable ware.  Guests will have disposable plates, silverware, and drinkware.  There is no delivery fee for this choice, it also does not include any set up, clean up or linen service.  This service choice give the event coordinator the opportunity to setup the food and beverages however they see fit.  It is also the event coordinator's responsibility to dispose of anything remaining at the end of the event.

Casual Buffet - With this service, guests will use disposable ware; which includes plates, cups, and cutlery.  The food will be presented on the buffet line on china platters, chafing dishes to keep hot food hot, and beverages will be in temperature appropriate dispensers.  This service includes a pickup service at the end of the event for all equipment and linen used.

Buffet - This service will be presented on china platters and will have chafing dishes to maintain hot food hot, all beverages will be in temperature appropriate dispensers, and guests will use china tableware; which includes, plates, glassware and cutlery,  This service choice is provided for a per person fee of $2.99.  Service staff are available for busing and serving of the meal upon request.  This service includes a pickup service at the of the event.

Preset Meals - With this service, all food will be individually plated on china ware.  The table will be set with placemats, linen napkins, glassware, and the appropriate cutlery for the meal.  the Catering team will preset everything that has been ordered prior to guests arrival and will not be present during the event.  This service choice is provided for a per person fee of $2.99.  This service choice includes a pickup service at the end of the event.

Served Meals - With this service, table will be set with place mats, linen napkins an all tableware; which included plates, glassware, and the appropriate cutlery for the meal.  The meal will be served and bused by our highly trained staff.  This option has a per person fee of $2.99, along with the necessary service staff and Chef fee that will be determined by our team depending on the requirements of the vent.  Service staff will be on hand throughout the event for busing, refills, and cleanup of event.


How do I place a catering order with an off-campus vendor?

If you’d like SSHA Staff to assist, please submit the Event Support Request Form with your catering request information; please note our deadlines for event requests. Outside catering vendors are required to be an approved UC Merced Vendor; our staff can help to determine if a vendor is approved or not, and assist in adding new approved vendors.

If you’ve missed the deadline for events and do not wish to submit an Event Support Request form, you may submit a Service Now ticket to ACT for your outside vendor catering request.