Event Planning

Complex - Funding and Food

Have a tasty idea that will bring people to your event?  Do you know a wonderful speaker or performer who can bring to life the topic you're teaching?  Interested in connecting the EMCC students to a content expert (performer, speaker, exhibitor, keynote, etc.) and you're not sure how to begin?  Events requiring funding for professional services and food require several steps and approvals.

Visit the Event Planning Process link on the left for more detailed steps on securing funding for professional services and purchasing food for your event.  PLEASE NOTE:  Any events where food and/or drinks are being purchased require an Official Function Form.

First, discuss your idea with your Supervisor or Division Chair.  They may have additional ideas or connections to help make your idea a success.  Also work with your Supervisor or Division Chair to determine what, if any, additional approval is required before moving forward with planning your event.

When considering the date/time/location for your event, visit the common calendar to determine a few date/time options that do not conflict with other campus and/or academic events.  Work with your presenter to determine the best date possible for both the presenter and the campus. Then, use 25Live to schedule the space, include your request for facility and/or audiovisual setups as well as any additional public safety needs.

For speakers, presenters, performers or other professionals requiring payment for their time, work with your administrative support person to identify funding and request payment using the College Financial System.  For additional information regarding EMCC's purchasing policies, visit the Fiscal Services site.  

If your event includes catering, there are a few things you need to know.  Any event where food is purchased requires an Official Function Form.  Additionally, any food purchase over $100 requires a competitive bid from Chartwells.  Chartwells Catering offers a variety of menu options to meet all of you catering needs. They can provide everything from refreshments and snacks, to box lunches and hot meals. Chartwells currently has a contract with MCCCD which allows utilizing their catering services without getting additional bids from any other catering supplier.  

Contract for Professional Services:

A Contract for Professional Services requires the Supplier to adhere to the legal requirements of the document. The contract contains the dates of service, fee/payment for services, type of service and the legal verbiage that protects the college against abuse of the contract.

District Legal is the only authorized division that can sign on behalf of EMCC or MCCCD.  If a contract for professional services is required, please visit the Fiscal Services Contracts page for more information.  Please allow at least 6 weeks for contract processing.