Event Reservation Request

Overview

• Employees interested in having an event must work with their unit's identified Event Liaison who will seek event sponsor approval, and upon approval, will submit event reservation request.
• Student organizations can contact the Director of Student Life and Leadership Development (SLLD) for budgetary approval and SLLD event request submission.
• Upon event sponsor approval, Event Liaisons use this service to request major event space, and other St. Paul campus space for event use, for internal, and partnership events. This service also includes options for custom space set-up and technology support. 
• Major event spaces include: Founders Hall Auditorium and Reception Area, Great Hall, Library 302 Eco Lab and Science Education Center Atrium.
• Event Liaisons are responsible for planning and utilizing resources that maximize inclusive and accessible events.
• Space on campuses other than the Saint Paul Campus are subject to the reservation process and procedure of that campus.

Instructions

Submission Preparation: 

• Tip: Before event submission, use the Event Reservation Request form preview to view details collected on request form and to confirm unit decisions (e.g., dates, event space, support needs, etc.). Share the preview with sponsor or unit members, wanting to have event, to align on details for efficient event request submission.
• Tip: It may be helpful to consider Event Space Equipment Capabilities in determining the space most suitable for your event. 
• Before submitting event request, determine event space availability in the Event Management System (EMS).
  1. To look up event space availability, log in to EMS using your StarID 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(s) for look up, then select Update Locations.   

Submit Request:

1. Use the Request Service button on this page once sponsorship approval is obtained and space availability has been checked in EMS. 
2. You will receive a space reservation confirmation notification once the request has been processed. 

Benefits

• Receive event assistance, coordination and event information resources from facilities event coordinator
• Ability to submit event reservation requests in advance, as soon as an event is anticipated, for optimal lead times for event planning, preparation and coordination.
• Streamlined event request process includes event services for space reservation, custom space set-up, technology equipment/support, and post-event media services initiated from a single request. 

Additional Event Services