The California Forum for Diversity in Graduate Education rotates between campuses each year. Hosting is both a significant responsibility and an extraordinary opportunity to showcase your institution’s commitment to equity, access, and graduate pathways for underrepresented students.
This guide outlines the facilities, services, and financial commitments expected of a host campus. While campus capacity and infrastructure may vary, successful Diversity Forums have been hosted by institutions ranging from small private colleges to large public universities.
Facilities Overview
Host campuses must secure facilities capable of supporting up to 1,200 students, plus several hundred recruiters, presenters, and staff. Early reservations and contingency plans (e.g., for inclement weather) are essential.
Plenary Session
- A single space (indoor or outdoor) must accommodate all 1,200 student attendees.
- Acceptable alternatives include:
- A large tent or outdoor area with AV support
- A video livestream with overflow seating in a second space
Workshops
- Reserve at least 10 classrooms or lecture halls ranging in capacity from 60 to 400.
- Workshops run concurrently throughout the day.
- The Diversity Forum's Program Subcommittee will provide expected attendance data and A/V needs.
Graduate Diversity Fair
- Space to host 200 recruiter tables, either indoors or outdoors.
- If held outdoors:
- Tables must be shaded (e.g., tents, umbrellas, or canopies).
- The final layout must be approved by the campus fire marshal at least 2 months in advance.
- The Diversity Forum planning committee will coordinate recruiter placement.
Parking and Transportation
- Plan for arrivals by both chartered buses and personal vehicles.
- Assign separate lots for:
- Recruiters
- Diversity Forum staff and volunteers
- Workshop presenters
- Chartered buses (drop-off, pick-up, and parking)
- If parking fees cannot be waived, the Diversity Forum will cover recruiter, volunteer, presenter, and staff costs—not individual students.
Services Provided by Host Campus
On-Campus Planning Team
- Assemble a team of 5–10 individuals across departments such as:
- Event planning
- Campus safety
- Facilities
- Undergraduate research
- Student affairs
- Graduate admissions
- A dedicated campus event planner is helpful but not required.
Planning Meetings
- Host two in-person meetings:
- Early in the planning cycle (following the prior Diversity Forum)
- Prior to the Diversity Forum, with a full campus walkthrough
Shipping and Storage
- Provide a shipping address for Diversity Forum materials.
- Expect up to 75 boxes of various sizes, delivered in phases over several months.
- A second address may be used for recruiter materials.
- Labeling and distribution coordination are essential.
Signage and Printing
- Supplement existing Diversity Forum banners with custom signage based on your campus layout.
- Suggested signs include:
- Parking and check-in
- Workshop and recruiter fair directions
- Lunch areas, restrooms, and water stations
- Chartered bus loading zones
Volunteers
- Recruit at least 50 volunteers to support:
- Event setup and breakdown
- Student and recruiter check-in
- Lunch and materials distribution
- Information tables and workshop support
- Accessibility support and A/V troubleshooting
Special Accommodations
- Arrange in advance for:
- ASL interpreters and captionists
- Dietary accommodations (vegetarian, vegan, gluten-free, dairy-free)
Optional Enhancements
- Golf cart rentals for accessibility or transport
- Two-way radios for event coordination
Financial Commitments
Diversity Forum Tote Bags
- Host campus has the option of covering 25% of the cost of the Diversity Forum tote bags.
- Tote Bags typically feature:
- Host campus logo (half of one side)
- Diversity Forum logo (half of one side)
- CSU Chancellor’s Doctoral Incentive Program logo (funds the remaining 50%)
Reimbursable Expenses
Host campuses will initially cover certain costs and submit an invoice to the Diversity Forum for reimbursement. Examples include:
- Meeting expenses (e.g., parking, meals)
- Facility rentals
- Tents, tables, umbrellas for recruiter fair
- Meals for all categories of attendees
- Accessibility accommodations
- Printing, supplies, signage, and other campus-specific costs
After the final invoice is submitted and approved, the CSU Office of the Chancellor will process reimbursement within 4–6 weeks.
Hosting the California Forum for Diversity in Graduate Education is a meaningful way to support equity in graduate education while bringing statewide visibility to your institution’s resources, faculty, and campus culture. With strong planning, cross-campus collaboration, and clear communication, your campus can create an impactful and inclusive experience for all attendees.