Event Planning

Throughout the academic year, the Department of Physics hosts a variety of events. Below are some of the procedures for planning Department of Physics Events. These are to utilized after the proper approvals for the event have been obtained. 

Weekly Meetings & Small Group Events

Events organized on the weekly or group level are generally smaller and do not involve the need for Academic Team assistance outside of room and food procurement.
If you need a to reserve a space for your event please email John Carr or Joey Cambareri outlining the date, time, desired location and number of people for your event. 
In order to request food to be ordered for your event please follow the below steps:

  1. Review the CU Physics Approved Vendor List to choose a vendor for your event. 
    • PLEASE NOTE: Vendors not on the approved list cannot be utilized without prior approval (1 month in advance, minimum). See John Carr for details on how to add food vendors to the list
  2. If you opt for a vendor that accepts Departmental Vouchers you will need to utilize the CU Physics Voucher Form and email it to John Carr no later than 48 hours before the event. The faculty leader/PI funding the food is to be cc’d on the email.
    • All the requested information – the areas marked in red -- must be filled out completely.
    • A member of the group organizing the event must be the contact for delivery. Please include both full name and contact phone number on the voucher.
    • Each order should have an accompanying gratuity of 15% of the bill. Please check to make sure that this was not added in by the vendor beforehand prior to adding it in. 
    • The order receipt is to be given to John Carr within 24 hours of the event.
  3. If you opt for a vendor that accepts the Departmental Purchasing Card you should email John Carr outlining the date, time, number of people, funding source, and desired menu for your event. The faculty leader/PI funding the food is to be cc’d on the email.
    • A member of the group organizing the event must be the contact for delivery. Please include full name and contact phone number.
    • Each order should have an accompanying gratuity of 15% of the bill. Please check to make sure that this was not already added in by the vendor beforehand prior to adding it in. 
    • The order receipt is to be given to John Carr within 24 hours of the event.

Department & Community Wide Events

Events organized department or community wide (e.g. holiday parties) require a larger support role for the Academic Administrative team. If you are interested in planning a larger event please reach out to Ashley Delphia and John Carr to discuss your event.