Greetings, Guest | Login
ASCIT Donut

Services

ASCIT

Publications

Committees

Caltech Club Resource Handbook

Event Logistics

A lot of administrative and logistical work goes into making sure an event is a success. When you start planning, you should take a moment to think of everything you might possibly need, and I mean EVERYTHING:

  • Venue?
  • Administrative favor?
  • Security?
  • Food, beverages, and related goods?
  • Music, equipment, and electricity?
  • Ubiqitous and unignorable publicity?
  • Assurance that your guests won't be homeless, stranded, or arrested?
  • Weather machine?
  • Legal provisions?
  • More time?

Event Registration

In accordance with the Student Affairs Policy,

"Any event sponsored by a Caltech organinzation or utilizing Caltech facilities (including Institute-owned off-campus houses) and having one or more of the following must be registered:

  • Alcoholic beverages will be served and more than 15 individuals will be present.
  • Alcoholic beverages will be served and underage students will be in attendance.
  • The event will be publicized to non-Caltech people.
  • Amplified music or a band will be used.
  • Construction will occur."

Fill out the appropriate form (below). The instructions on the paper form say that it needs to be filled out 2 weeks in advance, but you can expedite the process in an emergency by visiting all the offices in person.

If security is needed for the event, you will have to pay the associated fees.

Equipment (Sound, Lighting, and Projection)

If you're running an event that requires equipment, the easiest thing to do is to see if a larger office or department is willing to take care of you. If you are coordinating an activity with Caltech Public Events, they will provide and set up all equipment. If you're an academically-oriented club, you can usually borrow digital projectors from your affiliated academic department.

It's rumoured that ASCIT has a PA system for use at undergraduate events. Perhaps the GSC has one for grad events as well?

Caltech Audio Visual provides sound, lighting, and projection equipment at weekly, daily, half day, and hourly rates. Clubs, houses, and students get a slight discount. Renting some of the higher-end equipment also entails hiring a technician, which can be very expensive.

Outside Rental Companies

Most student musicians use their own equipment for non-CPE events. If you need to rent equipment, you can try an outside rental company such as:

  • Auntie Em Creative Consultants
  • 128 South Palm Avenue
  • Alhambra, CA 91801-3103
  • Phone: (626) 308-9774
  • Website
  • Dekarr Music
  • 1252 East Colorado Boulevard
  • Pasadena, CA 91106
  • Phone: 577-6511 or (888) 485-4230
  • Website
  • JD Audio Visual
  • 1713 E. Walnut Street
  • Pasadena, CA 91106
  • Phone: 792-6682 or (800) 532-8346
  • Website
  • rentals[at]jdav(dot)com

Food

Many restaurants in the Pasadena/LA area cater, and you can use the Technique or little t listings as a starting point for finding an appropriate restaurant. If you prefer to stay on-campus, try Caltech Catering and Dining Services. Many campus departments order their continental breakfast items, cookies, and pastries. They're a bit expensive, but once in awhile they have monthly specials on certain items.

Caltech Catering

Arrangements for Outside Guests

Registration and Security

Avoid having your guests booked by Security. Avoid getting yourself in trouble. Fill out the form before your guests arrive:

Parking

Parking permits are necessary if your visitors will be parked on-campus during the week. You should fill out a form for them in advance. You can then mail them the permit, or have them stop by the security office at the Holliston Parking Structure to pick it up when they arrive.

Directions

If you're going to invite guests, it's only polite that you tell them how to get here. Caltech Parking and the main Caltech site both have maps and directions if you're too lazy to write your own:

Accommodations

There are many hotels in Pasadena if your guests would like to stay at one. Check the Technique or little t for recommendations, or search online. Caltech has discount agreements with a few of the local hotels, so you should try mentioning it.

The Athenaeum is located on campus, and is often cheaper than other hotels in the area. However, only members may make reservations.

Alternatively, some organizations choose to host their speakers or guests at their club member's living spaces.

Followup Suggestions

If you used outside resources, it's always nice to send a thank-you card. It makes people more likely to help you in the future.