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Step 1: Planning Your Event

1. Determine a date and time for your event.ÌýÌýis a great place to start forÌýon campus events.
2. Confirm travel dates and locations.
3. Anticipate your event production needs. You will want to consider for any venue if you will need a sound system, lighting equipment, microphones, staging, etc. Program Council can help provide these items and more!
4. Meet with yourÌýCSI liaisonÌýto discuss your event and funding needs. Your liaison will advise on any policies and procedures that will affect your funding – and can help you find the PC Production Request form in BuffConnect.

Step 2: Submit a PC Production Request

Starting Jan. 16, 2024, student organizations should complete the appropriate ´Ç²ÔÌý. You should receive confirmation from PC within three business days. If you have been waiting more than three days, please email our production director at PC_ProDirector@Colorado.edu to follow up on the status of your request. We encourage groups to submit their request as far in advance as possible and recommend at least six weeks in advance.

All other requests should be submitted via email to our production director at PC_ProDirector@Colorado.edu.

Step 3: Production Consultation Meeting

Program Council will review your production request and will reach out to schedule a meeting to discuss your production needs.

You can expect to hear from Program Council within one to three business days of receipt of your PC Production Request to schedule a production consultation meeting. We do our best to schedule production consultation meetings within five business days of our confirmation email.

You can prepare for your production consultation meeting by gathering the following information:

1. Event reservation confirmation
2. Event location
3. Rough run of day/show
   
   1. Tentative event start/end times
   2. Reservation start/end times
   3. Time that Program Council can expect to access the venue for set-up
   4. Times for any dress rehearsal, sound check, etc.
4. Tentative day of show point(s) of contact
   
   1. Name
   2. Email
   3. Cell phone number
5. Specific AV needs/production specifics
   
   1. This may include details like how large of a stage you need, number of microphones you need, types of microphones you need, specific lighting colors, etc.
6. Performance specifics and technical requests for performances
   
   1. This may include specific space dimensions, equipment, technical riders, etc.

During the production consultation meeting, you can expect Program Council to review the following:

1. Production request process including all deadlines/expectations
2. Equipment options
3. Unique needs for event

You can expect to receive your event quote within one to three business days of your production consultation meeting. Note:This quote is not a confirmation that Program Council will be staffing your event but to be used for the student organization funding request process.

Step 4: Obtain Funding

Meet with yourÌýCSI liaisonÌýprior to submitting a funding request – especially with all the sources, procedures and deadlines to consider. CSI knows that scheduling a meeting does not always fit everyone's needs, and so CSI hasÌýcreated this step-by-step funding guide to navigating the funding process.

Step 5: Confirm Event Details and Funding

Approximately three weeks prior to your event, a Program Council production manager will reach our to you for any updates about your event including the following:

1. Confirmation of funding (you may still be pending approval from a funding board)
2. Run of show
3. Updated day of contact for event
4. Venue contact for event
5. Any changes to the event
6. Copy of approved EMF (if required/applicable)

After you provide any updates to your event, and we have confirmation of funding for your event, you can expect to receive:

1. An updated event quote reflecting any changes to your event
2. A confirmation of staffing for the event
3. Production advance

If your event is canceled after this step, you may still be responsible for costs associated with your event up to the full quoted cost. These decisions will be made on an event-by-event basis.

Step 6: Final Deadlines

One week prior to your event, you must finalize the following details of the event with your Program Council production manager:

1. Finalized run of show
2. Finalized day of contact
3. Venue contact for event

Once we have your final event details, your Program Council production manager will provide contact information for the production lead for your event should you need to contact PC the day of your event.

Step 7: Your Event Happens!

Enjoy your event! Program Council will be on hand to support your event as agreed upon throughout the request process.

Step 8: Obtain Your Final Invoice

You should receive your final invoice for production services rendered within five business days of your event. If you requested last minute changes to service, these should be reflected on your invoice.

Step 9: Pay Your Invoice

To pay your invoice, please follow all steps as directed in the invoice, by the UMC finance team and CSI finance team. Generally, all invoices to be paid from student organization revenue accounts or from approved funding by a funding board should be submitted as a payment request through BuffConnect. You may review the BuffConnect Guide (starting on page 20) for instructions for submitting the request for CSI to issue payment.