Special Events

Planning an event? This resource is for you!

The Southwestern College Office of Advancement & Community Engagement (ACE) is responsible for ensuring that all district-wide events follow proper protocol when hosting and promoting events for internal or external audiences. Whether you’re hosting an event for students, welcoming the community at large, seeking participation in a community parade or external event—We ask that you begin by informing us. 

Beginning in the Fall of 2023, we ask that you begin to approach the planning of your events by including and informing ACE, prior to taking any steps–including selecting a date. We ask that you DO NOT select a date or move forward with any communications or commitments until you have first reached out to us. Remember, planning, hosting or participating in an event on behalf of Southwestern College, represents Southwestern College and the District, not only your specific department, program or organization. Any representation and messaging impacts the accuracy, image and voice of the college, which ACE is responsible for and required by Accreditation.

Revisiting these past practices is critical so that ACE is aware of everyone’s upcoming events, corresponding dates, and support needs.

Currently, ACE is compiling an Events Master Calendar to help capture all District-wide events—from student-facing internal events (end-of-year ceremonies, club events), to outward-facing events that reach our external community, such as Open Houses, Expos, Career Fairs, Parade Participation, Festival Participation, District Annual events, etc.

Keeping us informed will also assist us in how we collaborate and support the Office of the Superintendent/President. Including us in your planning will allow for the Office of the Superintendent/President to ensure the availability of the Superintendent/President and/or Governing Board Members (specifically for speaking engagements).

Working independently can lead to scheduling conflicts, limited event support, limited media coverage, impacted attendance, conflicting information, inaccurate and overlaying of communications, etc.

Although our office may not be able to assist you with every detail, we are here to provide guidance and assistance in those areas where we can help. Areas, where we may be able to support your event or provide guidance, are:

• Event Promotion
• Social Media
• Video Production
• Graphic Design
• Event Collateral and Signage
• Marketing
• Mascot appearances
• Logistics guidance
• Cost-savings ideas and resources
• Creative Direction
• Theme Selection
• Decor
• Loaning of floral supplies and more. 

Please keep in mind that our department works collaboratively with different departments for the planning and execution of events, including: Civic Center Leasing, Food Services, Southwestern College Foundation, and more. If a role does not pertain to us, we’ll point you in the right direction.

To help you get started, we have provided you with a Special Event Checklist to serve as a resource and guide. Note that this is not a request form–this is a Check-Off list to help you stay on track with planning your event. Printing and using this guide will assist you in planning ahead and ensuring that you are aware of potential support, and the approximate timeframes that are required for the execution of a successful event (projected required times may vary, dependent on projects which may be in the queue—planning ahead is key!) 

We thank you for your assistance with these efforts and look forward to supporting you!

For further inquiries, please contact: Brenda Mora, Creative Designer and Special Events Coordinator at bmora@swccd.edu.