Student Event Planning
Planning an event or just a meeting?Your first step should be to check out the on-line calendar to see what else might be happening on that date.If you don’t see any conflicting events, you can then check the availability of the room you’d like by going to the following link : Space Availability Search.
Once you’ve determined that the space is available, you can submit your room request at: Event Reservation Request.Be sure to fill out the form completely so that we can provide the best service possible.Once your room has been reserved, you will receive a confirmation, at which point you will need to go to the SGA Finance Committee if your event has any financial requirements.Be sure to submit your room request early, as requests are scheduled in the order they are submitted. If you don’t plan ahead you could lose out on the ideal space for your event.When you are planning be sure to think about your audience, and the appropriate size and technological capabilities of the room.
Some important information to keep in mind:
Event Approval: Do not publicize, sign contracts, make airline/hotel reservations, or other commitments until your event date has been approved and a space has been assigned. Your event is confirmed only when you have received an “R25” Event Confirmation.
Facilities has implemented a “7 Day Rule.”What does this mean to you?If you have any needs such as tables, chairs, band boxes, or electrical support, your request needs to be placed at least 7 days prior to your event.If your request is received less than 7 days before your event, support services will not be available.
Dining Events no longer exists on campus as we knew it.If you are looking to have food at your event, you will need to work closely with the Events Scheduling Office to determine the best location for your function.If you are planning to use an off campus caterer, please refer to the new catering page for a list of caterers that are approved to provide food on campus. Catering Information
Room changes can and will be made if the room is needed for a class, as academic reservations take priority over student organization functions.
When requesting a space for rehearsals we schedule 2 rehearsals per group the first time around, and then once all organizations have submitted their rehearsal schedule, we will fill in any empty slots.Due to space limitations for rehearsals, we need to be considerate of other groups and be sure that each organization has a chance to schedule a rehearsal time that works for them.
Student Organization Members
If you need to contact students that are part of a student organization, this website will give you a list of organization members as well as a brief description of what the organization does and any potential upcoming events they are planning. This is will be constantly changing as students add and make changes to their profiles.
Go here: Student Org Members
- Log in using your Middlebury credentials
- Click on the organizations tab at the top
- You can either browse for an organization by typing the name in the top field or you can scroll to the organization using the alphabet links
- Once you click into an organization's profile, you should be able to click on membership on the right-hand menu and at least be able to find out who the primary contact is (any groups that don't have any information are about to be in big trouble); the groups will be asked to add more detail to their profiles in January
