Internal SCA Event Proposal

Are you planning an event with the SCA?

Please complete this online form to get the process started.

The SCA Production & Events Manager (scaprod@sfu.ca) will follow up with you about your submission as soon as possible (approximately 2-3 business days) to talk through your technical needs and venue plan, and to discuss any necessary requirements and processes for organizing ticketing, Front of House support, ushers, catering, and any other event-related plans and requirements.

Production Schedule Timeline

Events at the SCA require working with technical coordination and support in the SCA and with GCAPES (Goldcorp Centre for the Arts Production and Event Services), SCA communications, SFU Facilities Services, and often with front of house, ushers, box office, all organized through GCAPES, and sometimes catering through MECS (Meeting, Event and Conference Services). Each part of this behind-the-scenes work requires its own scheduling, which together combine to become part of the overall production timeline of your event.

Here's a reference Production Schedule Timeline to help you get this work done:

Production Schedule	3 Months
Book Venue	3 Months
Confirm Show Date	2 Months
Box Office Form (First Draft)	5 Weeks
Box Office Form (Final)	4 Weeks
Technical Order Due	4 Weeks
Publicity Materials Due	4 Weeks
SFU Facilities Order (tables, chairs, etc.)	4 Weeks
GCAPES Function Sheet (First Draft)	4 Weeks
GCAPES Function Sheet (Final)	3 Weeks
GCAPES Staff (Requested)	3 Weeks
GCAPES Staff (Final)	2 Weeks
MECS Catering Order (First Draft)	2 Weeks
Program (Materials Due)	2 Weeks
Program (Review)	1.5 Weeks
Program (To Print)	1 Week
MECS Catering Order (Final)	3 Business Days

NOTE: We ask all participants and attendees to respect our spaces. Remember, street shoes or anything that could damage dance studio floors are not allowed. Kindly do not move pianos – always ask for assistance.

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Event Coordinator

Event Coordinator: Name

Event Coordinator: Email

Event Coordinator: Phone

Company Name (if applicable)

Faculty Contact (if different from the Event Coordinator)

Faculty Contact: Name

Faculty Contact: Email

Faculty Contact: Phone

Event Title, Date(s), Time(s), & Venue(s)

Event Title

Proposed Date(s) | Month / Day / Year Please provide a First and Second choice of Date(s) | Month / Day / Year

Proposed Time(s) Please provide a First and Second choice of Time(s)

If Multiple Venues or Other, please list

Event Details

If "other" or "multiple events," please list and describe

Brief Description of Event

Budget Estimated budget, no budget, etc.

Are you looking to add to a pre-existing event? If yes, what is the event number?

Number of People Working / Collaborating in the Space?

If "other," please describe

Do you plan to bring in any outside equipment, props, instruments, etc.? Yes No

If yes, please share a preliminary list of your outside equipment

Will you need any furniture (chairs, tables, podium, etc.)? Yes No

If yes, please share a preliminary list of your furniture

Will you be looking to bring hospitality / catering (food, water, coffee, etc.) into the space? Yes No

The SCA's Production & Events Manager will follow up with you about your hospitality / catering order. PLEASE NOTE: SFU Goldcorp Centre for the Arts has a contract with select hospitality / catering services: The Lazy Gourmet, H.A.V.E., and Tayybeh. Unless special exemption has been given, all hospitality / catering is ordered through SFU's Meeting, Event and Conference Services (MECS). For more information, vist MECS HERE.

Open to the Public Yes No

Free or Ticketed Free – RSVP Free – NO RSVP Ticketed Unsure

Anticipated Minimum & Maximum Audience Size Please estimate both the minimum & maximum audience size

What insurance are you covered under (SFU, external, etc.)?

Will you require overnight storage in the space? Yes No

Will you require storage outside of the space itself? Yes No

If yes, please explain your storage needs

SCA Course & Student Involvement

Related to a specific SCA Course? Yes No

If "yes," which SCA Course? Please provide the course name and number.

Related to a Faculty Research Project? Yes No

If "yes," who's Research?

Other Student Involvement

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