Form Preview: Event Reservation Request

Overview

This article previews the event details collected on the Event Reservation Request form. Reviewing it can help event liaisons anticipate questions they have for staff in their unit who are interested in having an event and identify items to clarify with the event sponsor when requesting sponsorship approval. It also helps ensure shared understanding of the information the department determines and for the event liaison to effectively submit an event request.

Event Request Sponsorship Approval

Employees interested in having an event will work through their designated Event Liaison. University Designated Event Liaisons and Sponsors.

• 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).

Event Reservation Request Form 

• Important event detail is collected on the request form and is used to efficiently initiate the event request process and effectively coordinate needed resources early on.
• The event detail intake is streamlined so that over 70% of the initial questions presented on the form are either Yes/No question format, or selection-based. 

1. Before submission, make sure to check event space availability in the Event Management System (EMS) for intended Event Date(s) and Time(s): Instructions: Check EMS Event Space Availability.
2. Event Name
3. List the Metro State Event Liaison if different than requestor
4. List the sponsor who supports and has approved submission of this event request
5. How many days will this event take place? 
6. Event space reservation Start and End Date(s)/Time(s) depending on the number of days
7. Will you be working with an external organization to host your event? If yes, what is the name of the external organization and What is the event representative name and contact information?
8. Estimated number of event participants 
9. Will food be served?
10. Will alcohol be served?
11. Select event space(s). If FH Auditorium is requested, is video streaming and recording needed?
12. 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?
13. Select the event format:
    • In-Person
    • *Hybrid - an event with In-Person and "Virtual" online component(s)
    • Virtual
14. List the on-site event contact who will be present during the event
15. List the individual who will provide the Run of Show / Detailed Event Program
16. Will event equipment or technology support be needed? If yes, provide detail of equipment or support need.
17. Will a Press box be needed (for news outlets to connect to Metro State’s sound system)?
18. 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.)?
    • If yes, is there an External Security Office coordinating the VIP's visit?
      • If yes, what is the External Security Office point of contact, name, title, phone/email?
19. Event Terms and Conditions will display Internal Event or Partnership Event - Terms and Conditions, based on what is indicated on request form.
    • Agree to Event Terms and Conditions

Knowledge Resources:

• Custom Event Space Set-up - Article: Event Space Set-Up: Pricing and Diagrams - includes downloadable forms to draw your setup and scan for attachment. 
• Catering and Alcohol - Article: Events: Catering and Alcohol provides requirements for catering and serving alcohol
  • 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 complete and submit the required form.

Additional Event Services and Resources:

• Marking and Communications - How to Promote an Event
  • Services and Knowledge
• Center for Accessibility Resources (CAR) - Event Planning
  • Request Interpreter or CART Captioning (allow a minimum of two week advance notice)
  • accessibility.resources@metrostate.edu or 651-793-1549
  • University Accessibility Policy and Accessibility Procedure

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.