Event Countdown

Event Countdown

The goal of HCC’s Events Management team, to make sure your event runs smoothly from our first conversation until your event is successfully completed.

We need your assistance in meeting the following timelines so that your event is processed efficiently. Because of contractual requirements for events conducted at the college, processing must begin at least four weeks prior to your event.

The following timeline will assure we meet the requirements necessary prior to your event.

The college reserves the right to decline scheduling an event if there is insufficient time to complete the state required administrative paperwork. It also reserves the right to cancel an event when contractual requirements have not been met.

HCC reserves the right to co-sponsor events upon request.

Here are the timelines required for your event. You are encouraged to put your specific dates against the countdown schedule.

COUNTDOWN SCHEDULE

25 business days prior

Request space from HCC’s events management team. You receive your space confirmation and Facilities Request Form (FRF) from HCC events scheduler.

22 business days prior

FRF is returned to HCC.

20 business days prior

Contract is sent to the business office. 15 business days prior
Contract is sent to requestor unless requestor arranges a personal pick-up.

10 business days prior

Contract packet is emailed to HCC for review. The packet should include a Facility Rental Contract, Non-discrimination Form, Certified Resolution and proof of liability insurance.

9 business days prior

OPTIONAL pre-production meeting.

7 business days prior

HCC receives completed contract packet/payment (if not we reserve the right to cancel event).

7 business days prior

FRF is emailed to proper HCC departments with requestor copied.

2 business days prior

Contract is sent to requestor unless requestor arranges a personal pick-up.