Event Planning Resources

Resources

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.

Office of Student Leadership & Engagement
2nd Floor, Campus Center
x6569

Other important contacts to know when you are planning an event:

Bon Appetit Catering: x6313
AV Services: x6379
Public Safety: x6555

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

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.
Special Events Website

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 Public Safety 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 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.

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 their 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

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.
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.”
Instructions for how to use the spreadsheet are on the first tab
Multi-Day Event Planning Spreadsheet Template

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 Event 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).

NEW: To assist your group in making decisions about event capacity and physical distancing, reservations can provide a variety of lower-density diagrams for event spaces upon request.