Room and Event Scheduling Guideline
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A Few Guidelines
- Meetings convening in the Gangelhoff Center, Fine Arts Center, Chapel, Student Union and Science Hall require approval from the designated building manager. The Office of Conference & Event Services will seek the appropriate authorization.
- The Cabinet has designated the President's Dining Room for special occasions and distinguished guests. It is not intended to be used for regular meetings. Sodexho Campus Services must accompany the use of this space.
- University-sponsored events for community groups require approval from the Director of Conference & Event Services.
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Priority is given to major university events booked before February 1 of the previous academic year. Major events include homecoming, Christmas concert, Junior High Youth Gathering, Martin Luther King Day, theatre performances and concerts. Please be sure to schedule your event by this deadline.
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Faculty, students and staff will find it helpful to use the following guidelines to help plan the perfect event.
- Appoint one coordinator from your department to manage the event. This person's responsibilities include reserving meeting rooms, deciding set-up requirements, and ordering catering and audiovisual equipment.
- Request your meeting room on-line with an FER.
- Major events must be reserved by Feb. 1 of the previous academic year. Smaller meetings need to be scheduled at least one week in advance to ensure proper planning.
- Once your event is scheduled, you may publicize your event.
Audiovisual
Most classrooms and the Buenger Education center have an LCD projector and overhead available for your use. If your event is scheduled in a room other than the above, please submit an audio visual form or contact Chad Horrmann at X6142 with questions.
Catering
If you require food and beverage for your event, please contact Sodexho Campus Services at x8275. At this time, you will be asked for an account number, the number of participants, and the location of your event. Please contact Sodexho for your catering needs no later than 2 weeks prior to your event. Outside food for meetings is prohibited.
Equipment
If you need round or rectangular tables, staging, sound systems or tents for your event, please contact Jennifer Sila or x8201 no later than 3 weeks prior to your event. We have made arrangements with our vendors to provide the highest quality goods & services at the lowest possible price.
Staffing
Conference & Event Services will arrange for house managers, set-up/take-down crew, security, technicians, or custodians to staff your event.
Publicity
To have your event listed on the on-line Calendar , please check "yes" to "Publish in Master Calendar?" on the Room Request Form. You may also e-mail requests to appear in the Student Bulletin to Student Support Services. For publicity in CSP publications or local media, please contact Public Relations at x8755.
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