Guide: Event Reservation and Planning

Guide outlines the event request process, instruction for request submission, and provides event information and resources for event planning.

Overview

• This event guide outlines the new streamlined event request process and provides information and resources for event planning. 

Article Sections

• University Events: Internal, and Partnership Events
• Event Roles and Responsibilities
• Attaining Sponsor Event Request Approval
• Major Event Space and Considerations
• Event Request Process
• Center for Accessibility Resources (CAR)
• Marketing and Communication
• Event Knowledge Resources

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. 

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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 supports 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, will submit an Event Reservation Request. 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's point person for unit members who would like to have an event
• 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 Roles and Responsibilities - 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

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. 

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Attaining Sponsor Event Request Approval 

1. Event Liaisons must acquire Event Sponsor approval, prior to, and for all event request submissions.
2. Tip: Before acquiring sponsor event approval, it may be helpful for Event Liaisons to use the Event Reservation Request Form Preview to view details collected on the request form and to confirm unit decisions (e.g., dates, event space, support needs, etc.). Share the preview with sponsor or unit members, wishing to have an event, to align on details for efficient event request submission.
3. 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.

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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. 

• Full Event Space: Capacities & Equipment Capabilities details

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Event Request Process

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. 

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 Management System (EMS) lookup to determine event space availability (for event space considerations refer to above section: Major Event Space and Considerations
  1. Log into EMS using your Star ID and password.
  2.  In the left navigation, select LOCATIONS. 
  3. At the top of the locations page, select a Date for look up.
  4. Under the Date field, selected in step 3, and under Locations select Add/Remove locations.
  5. In the Find locations field type “Metro” and select the desired building for look -up, then select Update Locations. For EMS building names and event space names, continue to the next section directly below.

EMS Building and Event Space Names

• METRO_FH Founders Hall
  • AUD Auditorium
  • Founders Hall Reception Area
• METRO_LIB_Library
  • 302 Ecolab Hyflex
• METRO_NM_New Main (Building Name)
  • GRTHALL Great Hall (Event Space Name)
• METRO_SEC_Science Education Center
  • 100 SEC Atrium
• METRO_SC_Student Center
  • 101 Multiuse Space

Event Reservation Request Submission

1. Once space availability for the event date(s) is determined, the Event Liaison will submit service portal Event Reservation Request.
2. Once the space reservation is processed a space confirmation will be sent to the event requestor.
3. 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. 
4. Event Liaisons and department organizers are responsible for planning and utilizing resources that maximize inclusive and accessible events, as well as utilizing resources for Center for Accessibility Resources (CAR), and Marketing and Communication services for their event.    

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