Steps to Plan an M-G CAFE Event

• Establish your event goals and objectives.
• Determine your budget.
• Choose your space.
  • Will your guests need parking?
    • See the map. For parking requests, contact Brandy Campbell in Transportation Services.
  • Will you need an indoor or outdoor space?
    • Indoor: Refer to list of campus indoor spaces.
    • Outdoor: Refer to list of campus outdoor spaces.
    • M-G CAFE-Specific Spaces: Refer to list.
  • Check availability and book on EMS.
• What type of set-up do you need? See examples.
  • Rental company options for tents, tables, chairs, linens and décor, if not provided by the facility, include Goff Tents, Bryant's Rent-All and Purdon Rentals.
• Do you need audio/visual equipment?
  • See list of approved vendors. Off-site vendors include Audio Visual Techniques and MSI Production Services.
• Will you be serving alcohol?
  • If so, EMS reservation has to have approval from University Events if alcohol is involved. An approved licensed caterer must provide and serve the alcohol.
• Will you be providing food?
  • Using a Caterer: See list of approved vendors.
  • Cooking or Grilling: You or someone in your group must have a food handlers permit.
• Do you need flower arrangements/decorations?
  • Contact Stems Florist at (859) 252-5601 or any florist you prefer – even Kroger!
• It is often a good idea to include the UK Police Department in the pre-planning of major events on campus. UKPD will dictate the required level of their involvement at a given event depending on several factors, including but not limited to:
  • Visiting dignitaries in attendance
  • UK President and staff in attendance
  • UK Board of Trustees
  • High-profile guest speaker or performer
  • Crowd size
  • Type of event

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.