Planning, Logistics, and On-site Execution

Event Planning & Notification Form

A completed Event Planning & Notification Form must be on file for each and every event for which it is applicable at least fourteen (14) days in advance of the event.  The form is required when any one or more of the below statements are true:

  • The event is held on college-owned or controlled property ("College Property") and there is an anticipated attendance of 100 or more people
  • Tickets are being sold at the door or money is being collected at the event
  • Contracted services are included from off-campus vendors (equipment, services, food, etc.)
  • Special effects or hazardous materials will be included (fog, haze, fireworks, open flames, chemicals, etc.)
  • Alcohol will be included in the event.
  • The event is held at an off-campus site and the unit/department or organization will use either college or foundation resources or student fees to finance the event, or the unity/department/organization plans to advertise or promote the off-campus event using the name and/or resources of the College.

Sound, Lighting and Videography

Audio and visual support services are available to faculty, staff, students and outside organizations for special events that occur on campus. An authorized IDT, and a minimum one-week notice are required to reserve equipment and provide staffing. Some requests may need to be made further in advance due to a high volume of campus events.

Contact Audio Visual Events Support by phone at 843.953.6530 for assistance.

Rates of pay for technicians are as follows:

  • $10.00/hour, Monday through Friday
  • $15.00/hour, 5pm Friday through Sunday and Holidays
  • 4-hour minimum required for weekends and holidays

Event Staging and Furnishings

For specific information regarding furnishings and equipment needs such as tables, chairs, trashcans, lifts, and more, contact the Office of Facilities Planning by phone at 843.953.5550.


ARAMARK is College of Charleston's food service providor and has first right of refusal for all catered events held on-campus.  Anyone wishing to use an off-campus vendor must receive approval from ARAMARK's College of Charleston Catering staff prior to the confirmation of any food service contract.

Please visit College of Charleston Catering or call the Catering Coordinator at 843.953.5669 for more information regarding catering services.

Traffic Control

When planning an event, please contact the Department of Public Safety as soon as possible if you are requesting a street closure and/or special locations for parking service vehicles. The Department of Public Safety should also be notified if you are expecting any unusual traffic situations. The Street Closure Request must be completed and submitted at least fourteen (14) days in advance of the requested date.