FAQs: University Events and Planning

Overview

Event planning tips, considerations, resources, and How to information.

Article Sections

1. What is the difference between a meeting and a University event?
2. What is the difference between an Internal Event and a Partnership Event?
3. What is the Role of an Event Sponsor?
4. What is the Role of an Event Liaison?
5. What is the Role of the Facilities Event Coordinator?
6. How do student organizations initiate an event request?
7. What resources can I utilize to help maximize inclusive and accessible events?
8. What preparation is needed for events involving Smudging and Pipe Ceremonies?
9. I'm organizing an event involving a Dignitary/VIP - What information do I need?
10. What services are available to help promote my event?
11. I'm interested in having an event - How do I initiate an event request?
12. What do I need to know about event Catering, Beverages, or Alcohol?
13. What factors should I consider in choosing event space?
14. What are the capacities of the major event spaces?
15. What are the major event space equipment capabilities?
16. How do I reserve event space?
17. What policies and procedures should I be familiar with?
18. How do event participants access Wifi?
19. Additional Knowledge Resources

What is the difference between a meeting and a University event?

• Meetings are typically routine, recurring gatherings that support the ongoing work of the university. These may include internal discussions related to academics, operations, projects, collaboration, or departmental coordination. Meetings are generally smaller in scope. Meetings involve Event Management System (EMS) space reservation.  Meeting hosts are responsible for arranging and returning furniture (facilities does not provide set-up for meetings). Each room features a diagram showing the standard space setup. If food is being provided, for extra or emptied bins, please submit a custodial service request.
   
• Events, on the other hand, are broader in purpose and scope. A university event is any organized activity held in a campus space, other than scheduled classes or standard meetings, that is sponsored by an officially recognized event sponsor (such as a President’s Cabinet member) and supports the University’s mission and values. Events often involve larger audiences, additional planning, and coordination across multiple teams. 

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What is the difference between an Internal Event and a Partnership Event? 

Internal Events

Internal Events are entirely hosted by an internal department or group, and do not involve collaboration with external organization(s) for hosting event  

• Internal Events Involve: 
  • Event Sponsor
  • Event Liaison 
  • Facilities Event Coordinator 
• Internal Event Services May Include: 
  • Technology support  
  • Custodial services  
  • Custom setup
  • Security
  • Center for Accessibility Resources (CAR) – accessible events  
  • Marketing and Communications 
• Request Process for Internal Event Space
  • Employees interested in hosting an event shall reach out to their respective unit Event liaison
  • Event Liaison will seek event approval from their assigned unit/group event sponsor
  • Upon event sponsorship approval, the Event Liaison will submit a service portal event request 

Partnership Events

Partnership Events are hosted by an internal department or group in partnership with one or more external organizations.  

• Partnership Events Involve: 
  • Event Sponsor
  • Event Liaison 
  • Facilities Event Coordinator 
  • External Organization(s)
• Partnership Event Services May Include: 
  • Technology support  
  • Custodial services  
  • Custom setup
  • Security
  • Center for Accessibility Resources (CAR) – accessible events  
  • Marketing and Communications 
• Request Process for Partnership Events
  • Employees interested in hosting an event shall reach out to their respective unit Event liaison
  • Event Liaison will seek event approval from their assigned unit/group event sponsor
  • Upon event sponsorship approval, the Event Liaison will submit a service portal event request 
• Standard Components
  • Space rental and/or waiver request process
  • Fees for event services
  • Contract
  • Liability insurance

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What is the Role of an Event Sponsor?

An event sponsor is a President's Cabinet member or designated individual assigned to a university unit or group that approves event request submission and supports event. The event liaison is the point of contact for respective unit members to express interest in having an event. The event liaison is the individual who obtains sponsor approval for their unit. Upon sponsor approval the event liaison will submit the Event Reservation Request. 

• Identified unit Event Sponsors and Event Liaisons

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What is the Role of an Event Liaison? 

University units/groups have an assigned Event Liaison and Event Sponsor. An Event Liaison serves as the point person for members, of their unit/group, to contact to express interest in having an event. The Event Liaison is the individual who is the primary event organizer/host for an internal or partnership event. For partnership events, this may be the internal department individual that is designated by the partnership organization. Event Liaison key responsibilities: 

• Serves as unit point person for members of their unit for event requests
• Seeks event sponsorship approval for event requests; submits event requests upon approval 
• Identifies key event information collected on the event request form: Form Preview: Event Reservation Request
• Follows the Event Liaison Responsibilities Task List  
• Utilizes Marketing and Center for Accessibility Services (CAR) as needed
• Adheres to all Minnesota State and Metro State Policies and Procedures

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What the role of the Facilities Event Coordinator?

The Facilities Event Coordinator supports coordination of several hundred events annually and provides event coordination in areas such as: space reservation, auxiliary event services, contracts, event planning meeting, post event services, providing information resources, and continual event process improvements.  The Facilities Event Coordinator follows the Responsibilities Task List.

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How do student organizations initiate an event request?

• Students interested in hosting an event will need to reach out to Student Life and Leadership Development. Student Life and Leadership Development Webpage and contact information.

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What resources can I utilize to help maximize inclusive and accessible events? 

• In your advertising, recruitment and marketing materials, consider where and to whom you outreach.  Consider a wide range of locations and contacts to increase the diversity in your participants.  Also, be sure materials you distribute or present are accessible or available in an accessible format.  If you plan to distribute paper copies, consider having a few copies available in large font (20 point).
  • How to create an accessible PDF
  • How to create accessible PowerPoint presentations
• Once you know of your event, involve Center for Accessibility (CAR) and Marketing and Communications early on in your event planning. A great place to start is to review these resources:
  • Center for Accessibility (CAR) Event Planning page provides event planning resources and tips.
    • Accommodations ASL Interpreters, and CART captioning resources.
    • accessibility.resources@metrostate.edu or 651-793-1549
    • University Accessibility Policy and Accessibility Procedure
  • Marketing Article: How to Promote an Event
    • Marketing and Communications Services and Knowledge
    • See next question: How do I promote my event?

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What preparation is needed for events involving Smudging and Pipe Ceremonies?

• Those involved in organizing events that include Smudging and Pipe Ceremonies Planning can find guidance using Procedure: Smudging and Pipe Ceremonies that provides information on process, event space locations, and notification requirements to incorporate in their event planning.

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I'm organizing an event involving a Dignitary/VIP - What information do I need?

Once you've identified your event involves noteworthy personalities, celebrities, dignitaries, public officials or other high profile person(s), collecting initial information early on (included on the initial event request or notify via your ticket as soon as you're aware) will be essential in planning and incorporating this layer of preparation. Information includes: 

• Dignitary/VIP name, official title, and detail about participation or role they will have in the event (e.g. speaker, panellist, etc.)?
• If an External Security Office is coordinating the VIP's visit, it will be important to have the security office point of contact for the event, including:  name, email and phone contact noted on the ticket so that Metro State's Security office can coordinate as needed. 
• The Run of Show (detailed event program) will be a key resource for support service planning and day of event reference
• Will a Press box be needed?
• Event liaisons/organizers will want to connect with Marketing and Communications as early as possible in the event planning process. 
• It will also be helpful to connect with Center for Accessibility Resources (CAR) early in the planning process as well. 

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What services are available to help promote my event?

Marketing and Communications Services can assist in promoting your event, including:

• Web events calendar
• Metro Moment weekly employee email newsletter
• The events calendar is used to announce campus events and highlight information about the event such as its date, time, and location to an audience consisting of students, faculty, staff, and anyone else who accesses our website’s events calendar. 
• Printed invitations postcards, flyers
• Digital display screens
• Adequate lead time
• Bulletin boards
• Social Media
• engage.metrostate.edu student opportunities Engage website postings (managed by Student Life and Leadership Development, SLLD)
• External event calendars and community newsletters

Don't know where to start? Request Consultation From Marketing and Communication or start with article How to Promote an Event. 

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I'm interested in having an event - How do I initiate an event request?

• Employees interested in having an event need to connect with their unit's identified Event Liaison. Event Liaisons serve as their unit's point of contact for event requests. Event liaisons will seek Event Sponsor approval for an event; upon sponsor approval the Event Liaison will submit the Event Reservation Request.
  • Tip: Use Form Preview: Event Reservation Request as an aid to help clarify event details for discussion with your event liaison. 
• Student organizations interested in having an event, please contact the Director of Student Life and Leadership Development (SLLD) for budgetary approval and SLLD event request submission.

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What do I need to know about event Catering, Beverages, or Alcohol?

Catering vendors need to be an approved State of Minnesota licensed vendor. Events involving alcohol will need to complete and submit required form. For additional details refer to Events: Catering and Alcohol article. 

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What factors should I consider in choosing event space?

It is helpful to understand your event needs to determine the event space that will best accommodate those needs, taking into account factors such as capacity, accessibility, availability and other aspects. Some factors for you to consider, helpful in determining the event space that best suits your event space needs are:

• Review Event Space: Capacities & Equipment Capabilities 
• Check if desired event space is available in EMS
  • In EMS review space details and photos
• Identify format needs: does event have in-person, hybrid, or virtual component needs?
• How many are expected to attend the event? 
• What activities will be included in the event:
  • Presenters, speakers, panellists, etc.
  • Opportunities for socializing
  • Involvement of physical activities
• Will dignitary(s) be involved? 
• How formal is the event?
• Will food be served (snacks, luncheon, banquet)? 
• Seating and/or standing arrangements conducive to event activity, socializing and interaction aspects

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What are the capacities of the major event spaces?

• Article Event Space: Capacities & Equipment Capabilities reflects the St. Paul campus major event space capacities. It is important to note, space capacities are based on whether the event space utilizes the standard setup, maximum seating option, or a custom setup is used for an event.  

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What are the major event space equipment capabilities?

• Event Space: Capacities & Equipment Capabilities includes a listing of equipment for each of the major event spaces. 

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How do I reserve event space?

• Employees interested in having an event must work with their unit's identified Event Liaison for event requests.
• Event space availability can be checked in the Event Management System: EMS  
• Once Event Liaison obtains sponsor approval for event request, the Event Liaison will submit Event Reservation Request for space reservation.

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What policies and procedures should I be familiar with?

• University Accessibility Policy and University Accessibility Procedure
• Partnership/co-sponsored events: Administrative Affairs Event Co-Sponsorship Procedure
• Alcohol: Minnesota State System procedure 5.18.2. - from the site "Download the form as a Word document" and attach completed form to your event reservation request ticket. 
• Events involving Smudging and Pipe Ceremonies: Procedure: Smudging and Pipe Ceremonies

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How do event participants access Wifi?

• Instructions to access Wireless Guest Network: Metro_Guest

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Additional Knowledge Resources

Guide: Event Reservation and Planning