Event Planning Basics

Start by picking a date

Check the College Events Calendar to help pick a date when there are fewer events and when your event will complement, rather than overshadow or be overshadowed by other events.  You should also explore the event page offerings on Presence. 

Select a location

Consideration When Picking a Location

• Will the space allow for everything you need/want for the event?
• What might you have to bring in or rent to support the event?
• Are there campus departments or offices that have the resources to support your event internally?
• Remember Bon Appétit MUST cater all events involving food in the Campus Center, Hill Ballroom (Kagin), and the Leonard Center.

Reserve space on campus

Macalester Reservations utilizes a software system called EMS to reserve and manage spaces on campus. Students are able to check space availability and make a reservation request online. Students can log into EMS using their Macalester username and password.

• Small Space event requests must be submitted at least 3 days in advance. The earlier you reserve, the more likely the space is available.
• Large Space event requests must be submitted at least 14 days in advance. The earlier you reserve, the more likely the space is available.
• Macalester Reservations will provide you with a PDF via email to confirm your reservation.
• If you have questions or have difficulties making a reservation, please email [email protected] for assistance.

Spaces not reserved by Macalester Reservations or via EMS

• Leonard Center: All spaces in the Leonard Center should be reserved through [email protected]. 
• Briggs House: To reserve spaces in the Briggs House contact [email protected] or 651-696-6677 
• Weyerhaeuser Chapel: To reserve space in the Chapel contact Pattie Lydon at [email protected] or 651-696-6298
• Cultural House (C-House): To reserve the Multipurpose Room (MPR) and/or kitchen, complete the C-House Reservation Form (Google Form)
• Gender & Sexuality Commons (GSC): To reserve space in the GSC, contact the Lealtad-Suzuki Center for Social Justice: [email protected] 
• Markim Hall Basement: Contact [email protected].
• Residential Buildings: Access to residential halls is restricted to the folx that live there. Programming in the halls by student orgs is only allowed by exemption of Residential Life Staff.  See the Residential Life website for details.

Solidify key details and register your event

• Once you have decided the basic details of your event (who, what, where, when, why?), add your event to Presence so that other organizations are able to plan with your event in mind as well. 
• Though OSLE staff will work to approve events as soon as possible, please allow up to 48 hours for the event approval process in Presence.

Custodial Services

Based on details for your event, Custodial Services will anticipate and prepare accordingly. Please inform Macalester Reservations of any special requests or arrangements that may be out of the ordinary. If you need to contact Custodial Services call (651)-696-6278.

Audio-Visual Services

• All A/V requests should be made through reservations. A/V Services will reach out if they have questions. Please make sure your set-up notes are correct in the EMS.
• To ensure adequate staffing, requests for technical support staffing must be made at least 14 calendar days prior to the event date through Reservations. Requests made past the 14 day deadline may be denied or limited support will be available for your events. 

For on-site A/V support for events taking place in other spaces, please contact A/V Services Department at 651-696-6377 or [email protected].

Macalester College Emergency Medical Service (MCEMS)

MCEMS can be requested for events where medical assistance may be needed:

• MCEMS will provide EMTs and First Responders to campus events to serve as First Response teams. Consider using them for any events with heightened injury or health risk or at large events.
• Request them to work at your event at least 14 calendar days in advance by emailing [email protected]. 

Reserving Vans and Student-Org Related Travel

Student organizations are allowed to request funding to support off-campus travel. To request funding, student orgs should complete an Additional Allocation form request at least three weeks prior to the day of departure (only students with Finance access will have permission to complete this request in Presence). Travel funding is intended to cover transportation costs, including costs associated with using Macalester vans. Current rental rates for vans: $57/day and 45 cents per mile. 

Groups traveling 400 or more miles one way must also submit a Sponsor and Itinerary Form to the Center of Student Leadership & Engagement at least three weeks prior to the day of departure.