Meeting & Event Planning

Getting Started

The university's Event Resource Group offers templates and checklists for planning events and connects users to critical resources on alcohol permits, UAPD special event staffing, and equipment rentals.

Planning Universal Access for All Events

Guidance on planning universally accessible in-person, virtual, or hybrid events, training event staff, and universal design techniques for presentations.

Event Communications

Available for free to all U of A employees, Trellis Events allows you to create and manage websites, RSVPs, and promotion for free or paid virtual, hybrid, and in-person campus events.  

Zoom

Collaborate in virtual or hybrid meetings or webinars using U of A's enterprise tool for web conferencing.

Equipment Rentals

Do you need to rent tables, linens, poster boards, stanchions, easels, chairs or other equipment for your event? U of A Facilities Management has got you covered.

Catering Services

Be sure to check out U of A's catering policies. Food and beverage are allowed in select meeting spaces, provided all university policies are followed. You may need to arrange with Facilities Management for custodial service if serving refreshments.

Technology Needs

Do you need to borrow technology for the room you've reserved? U of A Libraries has projectors, laptops, cameras and accessories, PowerPoint remotes, microphones, cords and other equipment available for lending to employees.

Meeting Room Reservations

Many smaller meeting spaces can be reserved using the Outlook Calendar room reservation feature.

  1. When you are creating a New Meeting, click on the Location button to the left to select from a dropdown list of rooms.
  2. There are rooms listed in Forbes, ENR2, Saguaro Hall (called both Saguaro and FCS in Outlook), Marley, Shantz, Bio Sciences East (SNRE-BSE in Outlook), Animal and Comparative Biomedical Sciences Building (called VSM in Outlook), the Campus Agricultural Center, Maricopa Agricultural Center, and the Cochise and Yavapai County Cooperative Extension offices.
  3. You will be notified by email once your room reservation request has been approved.