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Overview
- This event guide outlines the new streamlined event request process, as well as information and resources for event planning. The new event process goes live Monday, March 30, 2026.
- This article preview is being furnished for the upcoming event liaison training held on Tuesday, March 24, 2026.
Article Sections
Metro State University Events
A University event is any event - other than regularly scheduled academic classes or internal meetings - held in a university building or outdoor space on the Metro State University campus. All such events taking place on campus are considered university events and must meet the following criteria:
- Internal and Partnership events must have approval and receive sponsorship support by an officially recognized University event sponsor, such as a Cabinet member,
- University events must support the University's mission and values.
Internal Events
Internal Events are entirely hosted by a university department, unit, or internal group. These events do not involve collaboration with any external organizations for planning, funding, or hosting.
Partnership Events
Partnership Events are hosted by a university department or group in collaboration with one or more external organizations. While the University remains the primary host, these events involve shared planning, sponsorship, or participation with external partners.
Event Roles and Responsibilities
There may be many individuals who have a role in events, in addition to those connected who have a role in event support services. however Event Sponsors, Event Liaisons, and the Facilities Event Coordinator are three primary roles involved with and that support all university events.
Event Sponsor
An event sponsor represents an assigned university unit or group and support and approves submission of event requests by their event liaison.
Event Liaison
Employees interested in having an event should connect with their unit's identified Event Liaison. The Event Liaison will seek sponsor event support and approval and upon approval, submit an Event Reservation Request from their respective unit sponsor. The Event Liaison is the individual who is the primary event organizer/planner 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, upon approval submits event request
- Identifies key event information collected on the event request form
- Follows the Event Liaison Responsibilities Task List <-LINK TO ATTACHMENT
- Utilizes Marketing and Center for Accessibility Services (CAR) as needed
- Adheres to all Minnesota State and Metro State Policies and Procedures
Facilities Event Coordinator
The Facilities Event Coordinator supports coordination of several hundred events annually, and provides coordination in areas such as: space reservations, auxiliary event services, contracts, event planning meeting, post event services, and continual event process improvements.
Attaining Sponsor Event Request Approval
- Event Liaisons must acquire Event Sponsor approval, prior to, and for all event request submissions.
- Before acquiring sponsor event approval, it may be helpful for Event Liaisons to review Form Overview: Event Reservation Request; this provides the event detail collected on the event request form, reviewing this:
- May help units clarify event details that will be need and when the event liaison acquires event sponsorship approval
- Helps ensure shared awareness on event details between event liaison and event sponsor and that information is collected to initiate the request submission efficiently.
- Once sponsorship approval is attained, and prior to submitting the Event Request, Event Liaisons should:
- Review Considerations and Major Event Spaces, listed in the next section, before Submitting Event Request.
Major Event Space and Considerations
Space Considerations
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
Major Event Spaces
Metro State University has designated specific areas on campus as major event spaces. These spaces are equipped to accommodate larger gatherings and are prioritized for events that align with the University's mission and values. In addition to these primary event venues, classrooms and computer labs may also be reserved for events, subject to availability and academic class scheduling.
- Founders Hall auditorium and Reception Area
- Great Hall
- Eco Lab - Library 302
- Science Education Center Atrium
These spaces offer professional event amenities, ample capacity, and are suitable for a broad range of events. Equipment capabilities vary by venue - for example, Founders Hall Auditorium features wireless microphone, a video podium, built-in PC, and presentation projection capabilities, while Ecolab includes a built-in projector, multiple displays, and advanced audio setup.
Event Request Process
Internal, and Partnership Event request process instructions.
Prior to Event Reservation Request
- Event Liaison attains event Sponsorship approval required for event request submission (for details refer to above section: Attaining Sponsor Event Request Approval)
- Once sponsorship approval is acquired, and before event liaison submits event request, perform Event Space Management (EMS) lookup to determine event space availability (for event space considerations refer to above section: Considerations and Major Event Spaces)
- Log into EMS using your Star ID and password.
- In the left navigation, select LOCATIONS.
- At the top of the locations page, select a Date for look up.
- Under Locations select Add/Remove locations. In the Find locations field type “Metro” and select the desired building(s) for look up, then select Update Locations.
Event Reservation Request Submission
- Once space availability for event date(s) are determined, from the University’s Service Portal submit Event Reservation Request
- Once the space reservation is processed a space confirmation will be sent to the event requestor.
- Event Liaisons are responsible to engage and utilize Marketing and Communications, and Center for Accessibility (CAR) services and resources as needed; it is best to engage with these resources as early as possible.