Event Planning Resources

Resources

Please note: Most meeting and event spaces on Macalester’s campus have been transformed into classroom spaces or perch points to create additional space for students during the time of COVID-19. Most of these spaces are not reservable by our campus community.

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.

Campus Operations Staff

Neno Grae
Operations Manager, x6004

Reservations Desk
CC 1st floor, x6638

Building Manager
CC 2nd floor, x6373

Other important staff to know when you a

re planning an event:

Bon Appetit Catering: x6313
Media Services: x6378
Security: x6450

Student Org Handbook & Other OSLE Resources

The Student Organization Handbook is intended to provide you basic information that will help you successfully navigate your role in a student organization.

Event Venue Guide

Forms & Other Documents

Alcohol Approval Request Form

Must be completed for any on-campus event where alcohol is present
Must be completed and submitted 3 weeks prior to the event date
Alcohol Approval Request Form
Failure to meet the deadlines will result in denial of the request for alcoholic beverages

Event Security Request Form

Required for:

Dances & Large Concerts
Events where Alcohol is present/sold
Events featuring/including High Profile/Controversial Speakers or Topics/Issue

Final determination for Security Requirements determined by Director of Safety & Security & Reservations Manager.

Minimum Coverage = 4 Hours. Sponsoring Org is responsible for charges incurred for designated Public Safety Officers.

Form must be submitted 14 calendar days prior to the event date

Event Security Request Form

Fundraising Approval Form

All Student Orgs wishing to sponsor a fund-raising event must submit this form to the Office of Student Leadership & Engagement and/or his/her designee at least 14 calendar days in advance for approval.
Student Orgs that wish to receive monetary donations or products from corporate sponsors will need additional approval from the Development Office.
No alcoholic beverages may be served, possessed, or consumed at any fundraising activity
No funds will be contributed to any outside agency or entity unless:
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
The organization is able to accept fees in U.S. Dollars, via check, credit card, or wire transfer
Fundraising Approval Form

Event Support Questionaire

Wondering what type of event support you may need for your upcoming performance or showcase? Schedule an Event Planning Meeting with the Reservations Manager and fill this form out prior to the meeting.
Event Support Questionaire

Sample Show Flow

Looking to organize your event’s activities or plan out your showcase down to the minute? Use this document to create a timeline that can easily be shared with Campus Operations and your team.
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 (i.e. Weyerhaeuser Boardroom Lounge and Kagin Hill Ballroom).