Planning Guide

Planning an event on campus can be an involved process and there are several requirements to be aware of before planning can begin.

Baylor Event Organizers

Baylor Event Organizers must be one of the following:

The following groups/individuals cannot book space on campus:

Individual members of the Baylor community acting as individuals providing their name to a group simply to plan an event to use campus facilities.
Individuals who wish to use space for private events not related to university business.

Goals and Objectives: determine how the goals and objectives of the event align with the university’s mission
Budget: determine your budget for your event and submit to your department head or business manager if necessary
Timing: it’s important to consider the academic calendar and the university calendar when selecting a date for your event. Note that many spaces on campus are not available on gamedays, recognized university holidays and during finals. If you are planning a conference that will bring many guests on campus during class times (M-F 8 a.m.-5 p.m.) realize that you may need to adjust your expectations for space and parking as these things are limited during class time. Being flexible on dates and times for these sort of events early on in the planning process will allow for a better guest experience.
Policies: review Event Policies and Procedures

Review the Venue Reservation Guide page for information about the different spaces on campus that Institutional Events manages. Other spaces on campus must be reserved through individual departments.
If after reviewing the Venue Reservation Guide you find that you would like to reserve a space that is controlled by Institutional Events, submit an event request proposal.

Depending on the location and scope of your event you will either need to coordinate with the venue manager or your Institutional Events Assistant to finalize the different aspects of planning your event.