Event Planning FAQs

When should I start planning my event?

We recommend starting the planning process as early as possible. As a general guideline, standard events should begin planning at least one month in advance, while larger or more complex events may require several months of preparation.

Certain event elements—including permits, outside vendors, extensive setups, or specialized campus services—may require significant additional lead time. For instance, if your event needs a permit, it is advised to start planning at least 12 weeks in advance. Starting early gives you the best opportunity to secure your preferred date and location and allows adequate time to coordinate with campus partners and obtain any necessary approvals.

For additional guidance, review the Event Planning Guide and Event Planning Checklist.

What are my next steps after my event has been approved in 25Live?

Once your event is confirmed, it's time to begin coordinating the details that will bring your event to life. Review the Event Planning Guide and Event Planning Checklist to identify your next steps and recommended planning timeline.

Depending on your event, this may include coordinating with campus partners, developing your budget, arranging catering and audiovisual support, planning parking and transportation, securing vendors, requesting equipment or facilities support, developing communications, and preparing for event-day operations.

Remember that a confirmed space reservation does not necessarily mean that all other event-related approvals or arrangements are complete.

How do I know which approvals I need to receive or which campus departments I need to involve?

Every event is different, and the campus partners and approvals required will depend on your event's size, location, activities, audience, and logistical needs.

After your event date and location have been confirmed, review the Campus Partners & Forms reference guide. This will help you identify which departments may need to be involved and which forms, permits, or approvals may be required.

We recommend reviewing this resource early, as certain approvals and permits require significant advance notice.

When do I need to coordinate parking for my event?

If your event requires reserved or dedicated parking, we strongly recommend submitting a Parking Reservation Request as soon as your event has been confirmed.

Parking requests require a minimum of:

3 business days' notice for reservations of 1–9 spaces.
6 business days' notice for reservations of 10 or more spaces or requests that may require towing.
Requests submitted after these deadlines cannot be guaranteed. For larger events or those with significant guest attendance, begin coordinating parking as early as possible to allow time to develop an appropriate parking and transportation plan.

What details are commonly overlooked when planning an event?

Even small details can have a big impact on the success of an event. Some commonly overlooked considerations include parking and guest arrival instructions, directional signage, accessibility needs, setup and breakdown time, dietary accommodations, audiovisual requirements, event staffing, trash cans, vendor access and deliveries, photography, and weather contingency plans for outdoor events.

Before your event, review the Event Planning Checklist for a quick overview of important planning considerations and the Event Planning Guide for more detailed guidance.

Can I bring in an outside vendor?

Yes. Outside vendors may be used when needed; however, additional University requirements may apply depending on the vendor and services being provided.

As a starting point, we encourage you to review the Recommended Vendor List, which includes vendors that have successfully supported previous events on campus.

Keep in mind that some vendors—such as food trucks and tent providers—require additional permits, forms, and coordination.

Who is responsible for event cleanup?

Event organizers are responsible for ensuring that their event space is left clean and returned to its original condition following the event. This includes removing trash, food, decorations, signage, personal items, and other event materials.

If Facilities Services provided furniture or equipment for your event, those items may remain for scheduled breakdown by their team. Be sure to coordinate setup and breakdown arrangements with Facilities in advance and allow adequate time for both when reserving your space.

What should I do if I need to cancel my event?

If you need to cancel an event, notify the University Scheduler at scheduling@pepperdine.edu as soon as possible so your 25Live reservation can be cancelled and the space released for other users.

You are also responsible for cancelling any services or arrangements associated with the event. Depending on your event, this may include notifying Facilities Services, Public Safety, catering, audiovisual support, parking and transportation, outside vendors, speakers, and other campus partners.

Be sure to review applicable cancellation policies or deadlines, as some services or vendors may assess fees for late cancellations.

How do I know if I need a permit for my event?

Permits are typically required for:

All tents or canopies with a covered floor area larger than 120 square feet. Multiple tents less than 20’ apart are considered a single tent.
For tents that exceed 4500 square feet, structural calculations and plans, including a complete plan check, may be required (and usually is) prior to issuing a permit. An Inspector or Plan Checker may require engineering for tents less than 4500 square feet, at their discretion.
All platforms, grandstands, or other structures intended to support live loads that are more than 30 inches or more above grade (measured 36” from the edge on all sides). (Stages entirely supported by and on top of truckbeds are exempt.)
A Structural Observation Form may need to be completed, and the structure inspected, by a licensed structural engineer once the structure is erected and before it is approved for use. That inspection must be documented prior to the County Public Works inspection.
All structures over 12 feet in height, such as speaker supports and structures with suspended video screens, require separate permits. Any structure over 6 feet in height will require staking, ballast, or other means to resist winds, and may require a High Wind Action Plan (HWAP) with details specified by the engineer or manufacturer and submitted to the County together with a letter from Pepperdine POC indicating the actions to be taken by event managers and/or vendors to ensure compliance. Any structure over 8 feet in height will require engineering design and calculations to be submitted to the County. The HWAP must be implemented by the event-sponsoring department.
Temporary plumbing, electrical, and mechanical installations associated with events typically require separate permits and inspections, regardless of whether or not they are installed in conjunction with temporary structures (e.g., generators, tent air conditioning).

Please reach out to POC at poc@pepperdine.edu at least 12 weeks in advance of your event to inquire about permits for your event.