Event Services Overview

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Start here – Introductory information to help you get started planning an event at CSU Stanislaus

The CSU Stanislaus 200-acre campus could well be the perfect place for your event; whether it is a corporate meeting, conference, retreat, quinceañera, wedding, etc. The beautiful park-like grounds, attractive facilities, and state-of-the-art technology will compliment any event. Nearby amenities include hotels, restaurants, shopping, and entertainment. Our professional Event Services staff can assist you in planning and making your event a success.

Our campus is centrally located with convenient day trip destinations like San Francisco and Yosemite National Park nearby. The Modesto airport and numerous rental car agencies ensure mobility for the more adventurous group participants eager to explore the agricultural and cultural diversity of the area.


Planning an Event

Planning is a key element in a successful event.  Major events require that thought and actions take place 6 to 12 months before the event.  Smaller events may be successful with a shorter preparation time, but will still involve the following basic planning components:

  • What are the goals and objectives?
  • What is the event's primary message and theme?
  • Is the event to be formal or casual?
  • How many people will be attending?
  • What is the budget for the event?
  • What is the event program?

CSU Stanislaus Event Services staff are experts in planning successful events on the Turlock campus.  They will assist you with all of the details.


Define Your Event – Weddings & Private Events

Event Date

If possible, identify more than one possible date for your event.  Reservations for CSU Stanislaus venues (outdoor ceremony and indoor reception sites) are often booked one year in advance.

Event Venue

Do you want an outdoor or indoor venue?  Weather conditions in Turlock are the best for outdoor events from early May through mid-October.  Weather conditions will more tentative on earlier or later dates.

Event Size

How many guests will be attending?  Knowing the approximate number of guests will be needed for choosing the best venue and in preparing your event budget.

Event Style

Do you want your event to be formal or casual?  Knowing the style of event will allow event planners to assist you in understanding what equipment rentals will be required and planning your budget.

Special Requirements

Events often have unique and specific requirements based on the reason for the event.  For example, weddings, quinceañeras, and bar and bat mitzvahs include ceremonies.  Birthdays may include activities such as bounce houses.  What special requirements do you anticipate for your event.


Define Your Event – Corporate Events

Event Date

If possible, identify more than one possible date for your event.  Reservations for CSU Stanislaus venues are often booked one year in advance.

Event Venue

Do you want an outdoor or indoor venue?  Weather conditions in Turlock are the best for outdoor events from early May through mid-October.  Weather conditions will more tentative on earlier or later dates.

Event Size

What is the expected event attendance?  Knowing the approximate number of attendees will be needed for choosing the best venue and in preparing your event budget.

Event Style

Do you want your event to be formal or casual?  Knowing the style of event will allow event planners to assist you in understanding what equipment rentals will be required and planning your budget.

Special Requirements

Events often have unique and specific requirements based on the reason for the event.  For example, conferences and retreats may include the need for overnight accommodations, break-out meeting rooms, and specific technology. Celebrations may include live entertainment requiring a stage and sound systems.  What special requirements do you anticipate for your event?


Event Budget - Weddings and Private Events

You want the special event you are planning to be fun and full of wonderful memories. To alleviate stress in creating a memorable event it is helpful to understand and plan for event costs. The Event Services staff has assisted in planning many weddings, parties, and other special events on the CSU Stanislaus campus. They can assist you at the beginning of your planning process in identifying expenses and assisting you in meeting your event needs at an acceptable cost. Your budget planning should include the following:

Facility Use Fee:

CSU Stanislaus has pre-assigned fees for all outdoor and indoor venues. The Event Services staff can assist you in determining which venue will best accommodate your event

Campus Services

CSU Stanislaus is a public (State funded) university and the campus service providers are required to charge and recover all costs for services associated with non-university events. The venue you select, the expected number of attendees, and event details such as the service of alcohol, will determine what campus services are required. The Event Services staff will be able to assist you estimating costs for the following campus services:

  • Facilities Services: Room setup (chairs, tables, etc.), custodial service, custodial supplies, special electrical and electrician services, special landscaping services for outdoor venues, etc.
  • University Police: Additional security personnel, (officer required at event if alcohol is served).
  • Risk Management: Event insurance to cover additional liability as determined from the Special Event Safety Plan.
  • Event Planning: Services provided by the Event Services office.

Equipment Rentals

Weddings and parties usually require renting tables, chairs, table clothes and napkins, dance floors, specialized food serving equipment, specialized activity equipment, etc. The Event Services office can assist you in locating equipment rental companies and estimating costs.

Catering and Beverage Service

Events on the CSU Stanislaus campus are required to use the contract foodservice provider, Chartwells. Chartwells staff are experienced in assisting with planning and cost estimates. Costs for catering and beverage services will depend upon the number of people to be served, the chosen food and beverage menu, dining and foodservice setup, the number of waiters, etc. The Event Services staff can assist you in menu planning and working with Chartwells catering staff.

Design and Décor

Your event style (formal or casual) will be a factor in estimating décor costs. Your décor may include special linen choices, special chairs or chair covers, table decorations, and floral arrangements. The Event Services staff can assist you in in locating décor design specialists and floral companies.

Photography and Videography

The CSU Stanislaus campus offers many beautiful settings for your wedding photographs.  Your budget should include pre-wedding photography as well as photography and videography at the ceremony and reception.  The Event Services staff can assist you in in locating reputable and cost-effective photographers and videographers.

Entertainment

Most weddings and parties include music.  You will need to plan for the costs involved with hiring musicians/entertainers, disc jockeys, bands, sound systems, equipment, and possibly a stage.  Our Events Office staff can advise you on what works well at each of our campus venues.

Printed Materials

It is likely that your event will include some printed items; from simple invitations to full wedding packages (save the date, invitations, confirmation cards, maps, and table assignments).  When you are planning your event budget, it will be helpful to schedule the printer as one of your first steps.

Postage and Mailing

With the regular increases in postage, the cost of mailings has become a significant budget item.


Event Budget – Corporate Events

The CSU Stanislaus campus is an ideal location for large or small corporate events.  Event experiences on campus include:

  • Multi-day festival of music and speakers for several thousand participants
  • Boy Scout jamboree
  • Cheerleading camps and state competitions
  • Music, athletic, and youth fitness camps
  • Major private corporate dinners with entertainers such as the Beach Boys, Jay Leno, Huey Lewis & the News.
  • Business and organization board meetings, conferences, retreat, and banquets.

The event size, duration, and type of activities will be major factors in preparing an event budget.  However, the following budget components are standard to any event:

Facility Use Fee

CSU Stanislaus has pre-assigned fees for all outdoor and indoor venues.  When planning a major event that may utilize multiple campus venues it is important to work with one of the Events Services staff to discuss possibilities.  Some venues require blocking the use of adjacent venues from other users.  Event Services staff are able to develop custom pricing for multi-day and/or multi-venue events.

Campus Services

CSU Stanislaus is a public (State funded) university and the campus service providers are required to charge and recover all costs for services associated with non-university events.  The venue you select, the expected number of attendees, and event details such as the service of alcohol, will determine what campus services are required.  The Event Services staff will be able to assist you estimating costs for the following campus services:

  • Facilities Services: Room setup (chairs, tables, etc.), custodial service, custodial supplies, special electrical and electrician services, special landscaping services for outdoor venues, etc.
  • University Police: Additional security personnel, (officer required at event if alcohol is served).
  • Risk Management: Event insurance to cover additional liability as determined from the Special Event Safety Plan. Risk Mgt Event Insurance http://www.csustan.edu/RiskManagement/SpecialEventSafetyPlanning.html
  • Event Planning: Services provided by the Event Services office.

Equipment Rentals

The size and type of corporate event will determine what equipment rentals are likely to be needed.  If tickets will be sold to an outdoor event in the amphitheater, rentals may include fencing, as well as bleachers, portable bathrooms, and sound and light systems.  Dinners and corporate meetings may require renting tables, chairs, table clothes and napkins, dance floors, specialized food serving equipment, and even tents/canopies, etc.  Multi-venue events may require renting golf carts for transportation between venues.  The Event Services office can assist you in locating equipment rental companies and estimating costs.

Catering and Beverage Service

Events on the CSU Stanislaus campus are required to use the contract foodservice provider, Chartwells.  Chartwells staff are experienced in assisting with planning and cost estimates.  Costs for catering and beverage services will depend upon the number of people to be served, the number of meals (breakfast, lunch, dinner, breaks), required setup, the number of waiters, the chosen food and beverage menu, the number of waiters, etc.  The Event Services staff can assist you in menu planning and working with Chartwells catering staff. (Catering Information)

Design and Décor

Your event style (formal or casual) will be a factor in estimating décor costs.  Your décor may include special linen choices, special chairs or chair covers, table decorations, and floral arrangements.  The Event Services staff can assist you in in locating décor design specialists and floral companies.

Photography and Videography

Depending upon the type of event, you may have the need to provide photos and/or videos of certain people and/or activities.  The Event Services staff can assist you in in locating reputable and cost-effective photographers and videographers.

Entertainment

Corporate dinners and parties often include music and/or other entertainment.  You will need to plan for the costs involved with hiring musicians/entertainers, disc jockeys, bands, sound systems, equipment, and possibly a stage.  Our Events Office staff can advise you on what works well in each of our campus venues.

Printed Materials

It is likely that your event will include some printed items; from simple invitations and marketing flyers, to full conference packages (programs, tickets, registration packets, name and tag holders, maps, and table assignments).  When you are planning your event budget, it will be helpful to schedule the printer as one of your first steps.

Postage and Mailing

With the regular increases in postage, the cost of mailings has become a significant budget item.


Campus Venues and Reservations

Based upon the academic year, facility availability may vary. The list below provides information on the campus facilities and outdoor venues available for events. Contact the Events Services staff for possible set-up plans and use fees.

  FACILITY Capacity
Conference Rooms Lakeside Room 50
MSR Conference Room 130C 20
MSR Conference Room 130B 10
Large Assembly Facilities Bizzini Hall C102 (amphitheater with technology) 144
Carol Burke Lounge 100
Demergasso Bava Hall P166 (amphitheater with technology) 100
Demergasso Bava Hall P167 (amphitheater with technology) 187
Event Center 350
Main Stage Theater (amphitheater) 300
Mary Stuart Rogers Education Services Gateway Bldg. MSR130 144 theatre style 72 class style
Snider Recital Hall (amphitheater with technology) 318
Theater Lobby 125
Dining Facilities Main Dining Room (weekends &after 3 pm weekdays) 450
Warrior Grill (weekends) 215
South Dining Room 140
Village Cafe 150
Faculty Development Center 80
Outdoor Facilities Amphitheater 10,000
Arts Patio 150
DBH Courtyard 200
Grassy Areas varies
Main Quad 200
Teague Park varies
Outdoor Wedding Sites Circle View Meadows -between reflecting pond and Arts Quad  
Gazebo-Sequoia Lake 300
Village Lake/ Pergola varies
Snider Fountain Courtyard  
Faculty Development Center 80
Athletic Complex Arena - Warrior 2,285
Locker Rooms/Showers  
Student Recreation Complex Intramural Fields  
Intramural Fields Football/Soccer Clubs  
Dance/Group Exercise Studio  
Stadium Restroom (Teague park adjacency)  


About Events Calendar

The campus Calendar of Events is on the CSU Stanislaus website.

When the 25Live calendar opens the non-class events for the current day are listed.


About Conferences at CSU Stanislaus

Looking for a location for your next business retreat, sport camp, summer academic program or other group event? Look no further.

California State University Stanislaus offers a wide array of summer facilities and services ideal for groups of all sizes.  With meeting and housing facilities to accommodate from 10 to 600 participants conferencing at CSU Stanislaus is your ideal location.

CSU Stanislaus conferencing is personal because we know it's personal to you.  Your goals are our goals, your comfort is our focus, and your satisfaction is paramount.  Because this is our attitude, you'll know that every detail and feature for your event has been planned, reviewed, and perfectly executed.  This is our commitment to you.

One call today is all it takes to begin planning your event.  The conferencing service staff will coordinate everything - meals, meeting rooms, and accommodations - ensuring a worry free and exciting event for you and your group.


About On Campus Housing

Campus Housing is available during the summer for conference and camp accommodations.

Contact Andrea Martin, Summer Conference Coordinator at (209) 667-3675 or by email at amartin@csustan.edu  to check available schedules.


About Off-Campus Housing and Restaurants

For a list and location map of Turlock Hotels go to https://www.google.com/#q=hotels+Turlock+ca

For a list and location map of Turlock Restaurants go to https://www.google.com/#q=Restaurants%20in%20Turlock%20ca