Form Overview: Event Reservation Request

Event Liaison Training Preview

  • Monday, March 30th, 2026 the new streamlined event process will go live. Some links will be added to this content at go live.
  • This article preview is being furnished for the upcoming event liaison training held on Tuesday, March 24, 2026. 

Event Request Sponsorship Approval

  • Event liaisons must acquire approval from their event sponsor prior to submission of event reservation requests. 
  • It may be helpful to review event detail collected on the request form, provided in this article, to help units clarify event details when acquiring event sponsorship approval; this helps ensure shared awareness and necessary information is collected efficiently to initiate the request process.
  • Once sponsorship approval has been attained, the event liaison submits an Event Reservation Request (link will be added). For assistance refer to Event Guide.

Event Reservation Request Form 

  1. Event Name
  2. List the Metro State Event Liaison if different than requestor
  3. Select the event format:
    • In-Person
    • *Hybrid - an event with In-Person and "Virtual" online component(s)
    • Virtual
  4. Will event involve dignitary, VIP, or other high profile person(s)? If yes, what is VIP name, title, and role at the event (e.g. speaker, panellist, etc.)?
  5. Will you be working with an external organization to host your event? If yes, what is the name of the external organization? What is the external organization event representative and contact information?
  6. List the sponsor who supports this event and has approved submission of this event request
  7. Estimated number of individuals expected in attendance
  8. List the on-site event contact who will be present during the event?
  9. List the individual who will provide the Run of Show / Detailed Event Program
  10. Will food be served?
  11. Will alcohol be served?
  12. Select event space(s). If FH Auditorium is requested, is video streaming and recording needed?
  13. Will a Press box be needed (for news outlets to connect to Metro State’s sound system)?
  14. Will you be using an event space setup that differs from the daily standard setup? If yes, will the setup be max seating setup or a custom setup?
  15. Will event equipment or technology support be needed? If yes, provide detail of equipment or support need.
  16. How many days will this event take place? 
  17. Event space reservation Start and End Date(s)/Time(s) depending on the number of days
  18. Agree to Event Terms and Conditions, listed at the bottom of this section; either Internal Event terms and conditions will display or Partnership event terms and conditions will display. This is based on whether the event is being co-hosted with an external organization.

Knowledge Resource Links:

  • Custom Event Space Set-up - Article: Event Set-Up: Custom Set-Ups (link will be added) - includes downloadable forms to draw your setup and scan for attachment. 
  • Catering and Alcohol - Article: Events: Catering and Alcohol (link will be added) helps ensure shared awareness and necessary information is collected efficiently to initiate the request process.
  • All catering for Metro State must be provided by an approved vendor.
  • Events that plan to serve alcohol must follow the Minnesota State System procedure 5.18.2 and complete required form.

Metro State Event Planner Resource Links:

Knowledge Resource Links: Partnership Event Terms and Conditions

  • I am responsible for planning and utilizing resources that maximize inclusive and accessible events.   
  • I am responsible for planning and utilizing resources for event marketing and communications.
  • I am responsible for all tasks outlined in the department event liaison task list. 
  • I am responsible to submit the external organization Certificate of Liability Insurance.
  • I am responsible to submit all contractual information no later than 30 days prior to the event.
  • I agree to follow all university and Minnesota State policies and procedures.

Internal Event Terms and Conditions

  • I am responsible for planning and utilizing resources that maximize inclusive and accessible events.   
  • I am responsible for planning and utilizing resources for event marketing and communications.
  • I am responsible to identify event technology support needs no later than 30 days prior to event. 
  • I agree to follow all university and Minnesota State policies and procedures.

Knowledge Resources

  • Event Planning & Options articles include, Event: Guide, FAQs, Space pricing and services, Catering and alcohol requirements (links will be added), and more!
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