Event Planning Resources
Contact
Facilities ServicesStriving to provide a campus environment where living, teaching, learning, and working can happen in spaces that are safe, reliable, efficient, and comfortable.
Resources
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Staff and Organization Contacts A number of departments/groups exist to work with and for student organizations. Please contact the resources below to help you with your planning or organizational needs.
Center for Student Leadership & Engagement
2nd Floor, Campus Center
651-696-6569Other important contacts to know when you are planning an event:
Bon Appetit Catering: 651-696-6313
AV Services: 651-696-6170
Public Safety: 651-696-6555 -
Student Org Handbook & Other CSLE Resources The Student Organization Handbook is intended to provide you basic information that will help you successfully navigate your role in a student organization.
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Event Venue Guide -
Special Events Website The Special Events Office at Macalester supports the execution of high-level, college-wide events, including Presidential, Trustee, and Advancement events. We work in partnership with offices across campus and can provide colleagues and alumni with up-to-date planning resources. Depending on the type of event, Special Events offers different levels of support. We encourage cooperation and collaboration not only interdepartmentally, but externally with events both on and off campus and around the globe. We have tools that can help your event planning success.
Forms & Other Documents
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Alcohol Approval Request Form -
- Must be completed for any on-campus event where alcohol is present
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- Must be completed and submitted 3 weeks prior to the event date
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- Failure to meet the deadlines will result in denial of the request for alcoholic beverages
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Requests for Public Safety Staffing at Events To request a Public Safety Officer, please submit an Event Security Request Form. All requests must be submitted at least 2 weeks prior to the event.
Required for:
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- Dances & Large Concerts
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- Events where alcohol is present/sold
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- Events featuring and/or including high profile and/or controversial speakers or topics/issues
Final determination for Public Safety Requirements determined by Director of Public Safety & Event Operations Supervisor.
Minimum Coverage = 4 Hours. Sponsoring Org is responsible for charges incurred for designated Public Safety Officers.
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Fundraising Approval Form -
- All Student Orgs wishing to sponsor a fund-raising event must submit this form to the Center for Student Leadership & Engagement and/or their designee at least 14 calendar days in advance for approval.
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- Student Orgs that wish to receive monetary donations or products from corporate sponsors will need additional approval from the Development Office.
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- No alcoholic beverages may be served, possessed, or consumed at any fundraising activity
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- No funds will be contributed to any outside agency or entity unless:
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- The organization is able to provide proof of their status as a Non-Profit Organization AND the college has received a copy of their W-9 form
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- The organization is able to accept fees in U.S. Dollars, via check, credit card, or wire transfer
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- No funds will be contributed to any outside agency or entity unless:
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Multi-Day Event Planning Spreadsheet -
- This sheet must be used if you are planning an event or series of events that occur over multiple days.
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- The link to the spreadsheet template is below. Make a copy of the template to use for your own events by going to “File > Make a Copy.”
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- Instructions for how to use the spreadsheet are on the first tab
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Sample Show Flow
Diagrams for Multipurpose Spaces
Below you will find a variety of most commonly used setups. Most spaces have a standard setup, but there a few that do not (e.g. Weyerhaeuser Boardroom Lounge and Kagin Hill Ballroom). Reservations can provide a variety of lower-density diagrams for event spaces upon request.
Campus Center | The Loch
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Standard Style Setup -
Round Tables Style Setup -
Lecture Style Setup -
Hollow Square Style Setup -
Conference-U Style Setup -
Classroom Style Setup -
Blank Diagram
Kagin Commons | Hill Ballroom
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Round Tables Style Setup -
Lecture Style Setup -
Classroom Style Setup -
Blank Diagram
Old Main | 4th Floor Lounge
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Standard Style Setup - Standard Rounds for (30) – MAX
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Lecture Style Setup - Lecture for (30)
- Lecture for (36) – MAX
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Hollow Square Style Setup -
Blank Diagram
Olin-Rice | Smail Gallery
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Standard Style Setup -
Round Tables Style Setup -
Lecture Style Setup -
Blank Diagram
Weyerhaeuser | Boardroom & Lounge
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Round Table Style Setup -
Lecture Style Setup -
Hollow Square Style Setup -
Conference-U Style Setup -
Classroom Style Setup -
Blank Diagram
Markim Hall | Davis Court
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Standard Style Setup -
Round Tables Style Setup -
Lecture Style Setup -
Hollow Square Style Setup -
Classroom Style Setup -
Blank Diagram
Janet Wallace Fine Arts Center | Lowe Dayton Commons
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Standard Style Setup -
Example Reception Style Setup -
Blank Diagram