Guest Services - Event Planning

Transportation & Parking Guest Services provides critical support to University departments and non-affiliated organizations expecting visitors to a scheduled campus event.

We will work closely with your organization to ensure that your event is in compliance with University regulations and local ordinances. The services we provide range from parking permit sales to traffic control and signage. Our permit dispensers can handle up to 300 vehicles at any given time. Permit dispensers can be programmed with the name of your event, thereby making it easy for visitors to purchase their permits.

Our services (except core service) are fee-based. Click the “Event Fees” button at the bottom of the page to view our fee schedule. As stated below, an additional charge is incurred if we receive your request with less than TWO WEEKS notice.

Core service

Our core service provides University departments with up to two hours complimentary event staffing. As shown in this table, the level of service is determined by the number of expected visitor vehicles:

Level	Vehicles	Staffing
L1	1–50	1 student
L2	50–100	2 students
L3	100+	2 students, 1 career staff

Students assist with permits and parking; career staff provide traffic direction. This service is available only for University department events. Our Guest Services coordinator can tell you whether your event qualifies.

Signage

From digital signs at key locations to pedestrian way-finders, Guest Services will provide the signage you need.

Digital signs flash an event message and parking directions. Our recommended locations for digital signs:

East Gate/Route 217
West Gate (Mesa Road at Los Carneros)
El Colegio at Stadium Road
Mesa Road at University Plaza

Click to view recommended locations on the Interactive Map.

Road signs direct traffic to the parking lot designated for your event. Road signs are 24"x30" black-on-white poster board affixed to an A-frame support.

Lot signs identify reserved lots and reserved spaces within lots. Lot signs are identical to road signs.

Pedestrian signs direct your visitors from the designated parking lot to your event venue. Signs are 11"x17". Barricades and delineators may likewise be needed to block off roads and/or parking lots to inbound/outbound traffic.

Staffing

Guest Services reserves the right to stipulate the amount and kind of staffing needed to meet the demands of your event, ensure everyone’s safety, and comply with University policies.

Permit sales

Our student staff provides directions, sells event permits, and assists visitors with the permit dispensers inside the lot designated for your event. Permits are sold at the rates specified in the Short-Term Rate Table .

Traffic control

If you are planning a large event that requires traffic control, our enforcement officers will be on hand to assist with traffic direction. A large event is typically 250 vehicles or more.

Reserved parking lots

Specific lots or areas may be reserved for your event. See the Interactive Map for the names and locations of lots on campus. Please note that not all lots are available, and lot availability is subject to the requirements of concurrent activities on campus.

Our Guest Services coordinator will assess your needs and quote a price in advance of your scheduled event.

For more information