Third-Party Events

Use of Macalester spaces comes with a cost to the college, both financially and in the inability of the campus community to use the space. For these reasons, use of campus facilities by outside groups requires a contract and proof of insurance and typically incurs a rental charge.

• Individual staff and faculty of the college are not authorized to reserve or promise use of college space(s) on behalf of outside organizations
• Staff and faculty of the college are permitted to initiate a request on behalf of an external group by using “Request to Hold Space for a Third Party” booking template via the EMS WebApp
• Any outside organization that desires to use Macalester spaces must make their request through the Event Operations Department directly, or by having a request made by a current Macalester employee through the “Request to Hold Space for a Third Party” booking template in the EMS WebApp
• All outside organizations that use Macalester spaces must comply with all College rules and protocols

Fee Waiver Process

Under certain circumstances, the college may offer a discounted rental rate, or waive rental fees for non-profit organizations, especially if they have an affiliation with the college. Organizations that wish to apply for a rental space fee waiver must fully complete the fee waiver form and submit it a minimum of 30 days prior to the date of the proposed event.

Space fee waivers are reviewed by the Presidential Council for College Events and approved by the sponsoring unit’s Senior Leadership Team representative or their designee, if needed. Each Senior Leadership Team line will develop its own process to review and approve requests. Whether or not there is a tangible benefit to the college or the student experience will be a primary consideration for granting of such waivers.