Step 1. Make your Room Reservations

In order to hold a meeting or program in any room or outdoor area on the campus, the space must be reserved. Please contact the proper individual to reserve you location.

• If you wish to reserve a room in the Nazareth Student Center (Crystal Room, Lynette Board Room, or Fireplace Lounge), Check out the Calendar of Events to see if the location you are looking for is available— http://events.marywood.edu:8080
• Other Rooms on campus must be reserved according to the information below. Don´t forget after you reserve a room, you must submit your event for approval using the link below.
  Submit and Event Form

General Procedures for Reserving Facilities

• PLAN AHEAD! Making advance reservations will increase the chances of your requested space being available.
• Check what other events are scheduled on that day or night that might compete with your audience. Check out the Student Life calendar:
• http://www.marywood.edu/www2/stu_life/calendar.stm
• Consider rescheduling your event for a more appropriate time, if necessary.
• If decide to send the Room Reservationist an e-mail, please include the following:
  • Name of your group/organization
  • Contact person
  • Contact person's phone number
  • Contact person's e-mail
  • Name of event
  • Location(s) requested
  • Date(s) of event
  • Time event begins
  • Time event ends

Step 2. Submit your event for approval

Submit an Event

Warning

You will be fined if you host an event that is not approved and/or you do not host an event and do not cancel a room reservation. The fine will be taken out of your club agency account by the Center for Student Activities and Leadership Development.

You will receive a confirmation e-mail from the Center for Student Activities and Leadership Development if your event is approved. Once the event if approved you may follow through with the rest of the steps. If the event is not approved you will have to cancel your room reservation.

Step 3. When the event is approved, and the location is reserved prepare a maintenance request if needed.

Maintenance Work Requests: You must complete your Work Requests online at:

http://www.marywood.edu/Forms/WorkReq/workreq.stm

To access the above Website follow the following directions:

• Go To Student Services
• On-line Forms
• Work Orders

Step 4. If you need microphones/Sound system, contact I-Tech Services (348-6211).

Step 5. If you are having an event that is open to the public, you will need to hire a Fire Marshall. Contact, Chief Joe Ross (348-6242) who will make the arrangements with the city for you. The cost is $52.00.

Step 6. Ensure that any offices on campus that need to be contacted i.e.: Security/Safety (348-6242), Dining Services (348-6214), Maintenance (ext. 2327) or I-Tech Services (348-6211) and so on have been informed.

Step 7. Make sure all financial forms are in order and complete.

Step 8. Establish committees responsible for publicity, set up, clean-up, ticket sales, decorations and refreshments

• All signs/posters must be approved and stamped by the Center for Student Activities and Leadership Development located in the Nazareth Student Center, (Sharon Bednarz, Julia Kolcharno or Elaine Birney have approval capabilities).
• Posters are not to be hung on glass doors.
• Signs hung in Loughran Hall, McGowan, and Mellow Center must be hung with painters tape.
• Please place all posters on the bulletin boards located in the various buildings.

Step 9. Meet with your club advisor or the Council of Club Prefect and Vice Prefect 2-3 weeks prior to check on program progress.

Step 10. If less than one week before the event verify that all goods and services, performers, transportation, hospitality and special needs are taken care of.

Step 11. Approximately one week prior to the event all committees should meet to verify last minute details or concerns.

Step 12. Event is here!

Step 13. Within 3 days of the event complete the Program Evaluation Form and turn it into the Center for Student Activities and Leadership Development.

Step 14. Send “Thank You” notes.