Event Planning Guide

»5. Facilities and Media Services Set-up

When reserving campus rooms through 25Live you may at the same time request specific set-up details from Facilities Management Event Support and Media Services for your event. This can be done under the "Resources" section of your event request form. Click on "Categories," then on "Set-Up: Equipment." Select the equipment you need and be sure to adjust the quantity. Your equipment will be confirmed/denied with the approval of your event, and you will be notified via e-mail. 

FACILITIES

Equipment Available:

  • Tables
    • 6 foot tables (72 x 30 inches)
    • 8 foot tables (96 x  30 inches)
    • 60 inch Rounds (8 person) - Kennedy Hall only
    • 72 inch Rounds (8-10 person) - Beckman, Conference Center & outside
    • 90 inch Rounds (10-12 person) - Argyros Forum only
    • 30 x 36 inch Rectangular Cocktail Tables - 12 available
    • Tall Round Cocktail Tables – 15 available
    • Short Round Cocktail tables - 20 available (4 chairs fit around them)
  • Chairs
    • Inside chairs – similar to cushioned classroom chairs
    • Outside folding chairs – 1300 available
      • Colors: black & chrome or all black
  • Podiums
  • Staging / Risers – 2 stages (8’ x 16’ max each, cannot be connected)
  • Dance Floor  - 1 floor (16’ x 21’ max size)
  • Generators  - Facilities discounted rental cost + additional cost for gas depending on length of use
  • Spider boxes (power)
  • Extension cords
  • Curtains – in Beckman 404 only
  • Easels – 25 available (can only be checked out by staff)
  • Flags of all countries (can only be checked out by staff) 

**Note: Also contact Facilities in regard to room layouts, electrical requests and/or sprinkler shut offs.

MEDIA SERVICES

Equipment Available:
  • Laptop computers
  • LCD projectors for video and data
  • Overhead projector
  • 35mm slide projectors
  • VHS and DVD playback equipment
  • VHS camcorders
  • Audiotape recorders
  • Audiotape and CD players
  • Microphones
  • P.A. equipment (not available for bands or DJs)

 Services Provided:

  • Video to DVD
  • Video recording
  • Video conference
  • Video streaming on the web

**Note: Event planners should contact Facilities and/or Media Services with all information pertaining to an event in a timely manner. Last minute requests are very difficult to accommodate. Also continue to follow-up directly with Facilities and/or Media Service to ensure all arrangements are scheduled and confirmed. 

OTHER ITEMS

  • Linens – contact Sodexo
  • Bar set up –contact Sodexo

NOT AVAILABLE ON CAMPUS - usually need to be rented/purchased

  • Sound system & microphones for bands or DJs
  • Tents
  • Lighting – except in existing theaters

**Note: Many times the band or DJ will have their own set-up, if not then a sound system must be rented. 

See Section 8 - Fire Prevention and Section 29 - Decorations & Themes for more information about event set-ups.

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Dindo Farol
Facilities
dfarol@chapman.edu
(714) 997-6658

Frank Warren
Media Services
mediaservices@chapman.edu
(714) 997-6808