Event Support Request Form (offline)

Fall 2021 Event Planning: Taking page offline 12.7.21 - Austyn Smith Jones

The Fall 2021 Event Support Request deadline was September 15, 2021. All requests received after this deadline will be reviewed for workload and capacity prior to determining the level of support available.

Please use the form below to complete your ideal planning request. As information arises and we better understand our restrictions and expectations for hosting events, we can adjust as necessary.

Seminar Series/Multiple Speaker Events - If you're planning a seminar series or event that has multiple speakers/presenters that will require travel arrangements, etc. please complete the excel spreadsheet and upload it below

Below please find suggested timelines and budget estimate information for services needed to support your events.

**Please note these estimates are based on pre-COVID rates; some rates may have changed**

Description Timeline Budget (if applicable)
Flights 6-8 Weeks Costs Range
Hotel 4-6 Weeks UC Rates: Courtyard Marriott $119.90; Bear Creek Inn is currently closed.
Rental Car 2-4 Weeks $35/day +gas
Mileage Reimbursement n/a $0.58/mile
UC Merced Parking 2-4 weeks $8.00 per space per day
UC Merced Event Parking 1-3 months $8.00 per space per day; signage ~$16/each
Room Reservations (on campus) 1-3 months Most conference rooms do not cost; California Room & other housing rooms do cost. Look for room options here.
Room Reservations (off campus) 2-4 months Depends on space; requires additional processing for Rental Agreement
UCM Facilities 4-6 weeks Depends on setup; can range from $100-$500 depending on needs
Honorarium Payment 2-4 weeks Depends on budget; non U.S. Citizens will require additional processing time

 

*Please note that SSHA Seminars does not provide funding for events. For questions, please contact ssha.seminars@ucmerced.edu
 

How this event or guest benefits the University. A business justification is required for all coordination that incurs fees/expenses.
Please list funding sources for your event(s), and indicate if they are confirmed or pending.
Upload funding approvals for each of your funding sources. For example, award letter/email from funding unit, e-mail confirmation from chair of the funding source, etc. Please compile all funding approvals into one file for proper uploading.
Files must be less than 128 MB.
Allowed file types: gif jpg jpeg png bmp eps tif pict psd txt rtf html pdf doc docx odt ppt pptx odp xls xlsx ods xml avi mov mp3 ogg wav bz2 dmg gz jar rar sit tar zip.
Please include an itemized budget for your event or event series and what funding source will be used to pay for each itemization.
If you prefer to use the spreadsheet to track multiple requests/speakers (download from the SSHA Events home page), please upload the file here.
Files must be less than 2 MB.
Allowed file types: pdf doc xls xlsx xml.
Please enter contact information for each guest speaker. You may use the seminar spreadsheet instead if you have multiple guests that will need arrangements.
You may use this to upload flight preferences provided by your guest(s) if needed. Please compile all files into one document for proper uploading.
Files must be less than 128 MB.
Allowed file types: gif jpg jpeg png bmp eps tif pict psd txt rtf html pdf doc docx odt ppt pptx odp xls xlsx ods xml avi mov mp3 ogg wav bz2 dmg gz jar rar sit tar zip.
Please complete the information above for each catering order you will be requesting; you may enter multiple requests in the box above. You will be responsible for receiving the catering order (including access to the event room/space) and any clean up from the event.
Please include your preferred room reservations for this event or events; room numbers or room name would be most helpful in identifying the space you need. If multiple rooms are needed, enter all your requests for the same event/events in the Box above. If no location is needed please just indicate N/A. Please include the times you will need the room(s) reserved for the event and please include set-up and take down times, if needed.
If yes, please describe needs in the area at the end of the form. NOTE: These services/equipment requests may result in additional costs.
Please describe any additional needs that you would like to request such as facilities set up requests or other items not covered above. A facilities request may need to be completed for assistance with set‐up or tear‐down of an event, rental of tables, chairs, podium, tablecloths, projector or other equipment. Facilities Management fees for these types of services generally range from $0 ‐ $500.00 but may be more depending on the request.
Files must be less than 128 MB.
Allowed file types: gif jpg jpeg png bmp eps tif pict psd txt rtf html pdf doc docx odt ppt pptx odp xls xlsx ods xml avi mov mp3 ogg wav bz2 dmg gz jar rar sit tar zip.
Files must be less than 128 MB.
Allowed file types: gif jpg jpeg png bmp eps tif pict psd txt rtf html pdf doc docx odt ppt pptx odp xls xlsx ods xml avi mov mp3 ogg wav bz2 dmg gz jar rar sit tar zip.
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