Event Planning Guide

Basic Event Planning Room Request General Purpose Classrooms may be used for events through this site. Reserving Facilities Event Support Venue Information Policies and Procedures Planner

BASIC EVENT PLANNING

Office of the Registrar 631-7043 Schedules all General Purpose Classrooms.

This guide is intended to be used as a resource for planning basic events at Notre Dame. The guide moves from general guidelines to details about policies and procedures that must be followed. It is recommended that you familiarize yourself with this guide as many of your questions will be answered as you read through the pages. An event planning record is located on the last page to document event details.

Technology Enhanced Learning Spaces 631-8782 Call to review availability of classroom equipment.

Some questions as you begin:

Will the request be directly related to instructional time? If so, there is no charge for use of classrooms or classroom equipment. Class-related events include extra class time for a guest speaker, review sessions, or a time slot for a class to gather together to view a movie for class. Class-related events must have a faculty member or staff person present at all times. No food or drink is allowed without prior approval with the Building Manager(s). See our POLICIES AND PROCEDURES on page 6 for further details. Visit HTTP://ROOMREQUEST.ND.EDU to submit an event request

Student Activities Office 631-7308 Student Groups must submit events through SAOnline or risk loss of funding.

Center for Continuing Education 631-6691 Assist outside groups and organizations with Notre Dame events.

Does the department need a room for meeting space, guest speaker, or for a video-conference?
Catering by Design 631-7859 NOTE: Food items are not allowed in most buildings without prior approval.

No technical assistance is generally provided for departmental events, unless prior arrangements have been made. Call 631-8782 for more details. Consider needs for microphones, sound systems, video conferencing. Separate arrangements may be needed for these items (and may be subject to rental fees). See EVENT SUPPORT on page 4 for further details. Visit HTTP://ROOMREQUEST.ND.EDU to submit an event request

Rent A Bit 631-6423 Microphones, projection systems and sound systems are some of the many options available for creating a successful event.

Does your Student Group need a classroom for a monthly meeting or event? Student groups must go through SAOnline to submit requests. Your group needs are reviewed by your club advisor, Student Activities, and building managers.

General Services http://inside.nd.edu Submit a Facilities Requisition for tables or chairs through the Facilities Management Channel

Departments should not schedule club meetings for student groups. Once approvals are acquired, a room reservation will be completed for you. NOTE: The submission of a request for a room does not guarantee the use of a specific room. It is the responsibility of the user to check the status of a room through SAOnline. Visit HTTP://WWW.SAO.ND.EDU to begin the process

Video Conferencing 631-6850 Video conference capabilities are available through OIT.

Is this an outside group or organization which is interested in holding an event on the Notre Dame campus?
NDSP 631-5555 Parking, security, lost and found information.

The Center for Continuing Education is your resource for public events at Notre Dame. Call 574-631-6691 for further assistance.
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Event Planning Guide

Basic Event Planning Room Request General Purpose Classrooms may be used for events through this site. Reserving Facilities Event Support Venue Information Policies and Procedures Planner

RESERVING FACILITIES

Classrooms are made available for reservations to the Notre Dame community after all classes, departmental exams and final exams are assigned each semester. Event requests are accepted: For the Fall semester beginning in late March. For the Spring semester beginning in mid-November. For the Summer semester beginning in late February. Requests must be made at least 24-hours in advance. No same-day requests are accepted.

Office of the Registrar 631-7043 Schedules all General Purpose Classrooms.

Technology Enhanced Learning Spaces 631-8782 Call to review availability of classroom equipment.

Student Activities Office 631-7308 Student Groups must submit events through SAOnline or risk loss of funding.

Auditoriums are large rooms with fixed seating with a writing tablet that may be pulled-up or dropped-down as needed; floors are either sloped or stepped. Most auditoriums have sound systems in place; use of sound systems and microphones are limited to instructional time only. Event schedulers must arrange for the use of sound systems through either Technology Enhanced Learning Spaces or Rent-A-Bit.

Center for Continuing Education 631-6691 Assist outside groups and organizations with Notre Dame events.

Catering by Design 631-7859 NOTE: Food items are not allowed in most buildings without prior approval.

Lecture rooms step down towards the front of the room with tables that are fixed to the floor on each row. All lecture rooms are high-technology rooms. The 50-seat lecture rooms in DeBartolo are examples of this type of configuration.

Rent A Bit 631-6423 Microphones, projection systems and sound systems are some of the many options available for creating a successful event.

General Services http://inside.nd.edu Submit a Facilities Requisition for tables or chairs through the Facilities Management Channel

Seminar rooms offer the most flexibility. Many have moveable tables and chairs that can be easily reconfigured and can be set up for panel discussions or meetings, information on moveable tables appears in the details link in room search. Most of the seminar rooms have medium or high technology.

Video Conferencing 631-6850 Video conference capabilities are available through OIT.

Tablet-armchair rooms offer traditional classroom seating, which places students in rows. These rooms are available campus-wide and vary from low-to-high technology.

NDSP 631-5555 Parking, security, lost and found information. Page 2

Event Planning Guide

Basic Event Planning Room Request General Purpose Classrooms may be used for events through this site. Reserving Facilities Event Support Venue Information Policies and Procedures Planner

RESERVING FACILITIES (continued)

Office of the Registrar 631-7043 Schedules all General Purpose Classrooms.

Search for rooms by tech-type, capacity, or building online at HTTP://CLASSROOMS.ND.EDU. Results will be returned in a checkbox format; details are available by clicking on the details icon to the right of the checkboxes. If a general purpose classroom is a suitable venue for the event, logon to HTTP://ROOMREQUEST.ND.EDU to submit an event request. NOTE: New users must have a username and password setup prior to submitting an event request. Please e-mail roomreq@nd.edu to request access. Carefully consider equipment and room needs. Remember these rooms and the buildings they are housed in are used primarily for class instruction. Consider what amenities exist within the building/ room and what additional items or features may be needed for the event. See EVENT SUPPORT on page 4 for further details about managing your event.

Technology Enhanced Learning Spaces 631-8782 Call to review availability of classroom equipment.

Some questions to consider include the following:

Student Activities Office 631-7308 Student Groups must submit events through SAOnline or risk loss of funding.

Is this a panel discussion? You may need to arrange for tables and chairs. Submit a facilities requisition. Will the speakers require the use of a microphone? Microphones may be checked-out with a valid ID from either 115 DeBartolo or at the Reserve Book Room in the Hesburgh Library. Does the event need to include video conferencing? OIT manages a video conference center. Call Jeff Miller at 631-6850 for information. Currently, no general purpose classrooms have video conferencing. Will the event be videotaped? Videotaping services are available through the OIT. Call Claude Devaney at 631-8776 for services. Are guest-logins needed to access the Notre Dame network? Yes, you must arrange for guest access in order to use technology. OIT can assist with arranging temporary access for presenters. Have you ordered food and received all necessary approvals for the event? You must receive the building manager approval to serve food. In all cases, you are responsible for cleanup. Have you provided guests campus maps? Campus maps are available online; the Alumni Association also offers printed copies for visitors to the University. Are the presenters planning on using the equipment in the room? Technical support staff is not typically available outside class time. Call Technology Enhanced Learning Spaces at 631-8782 to verify classroom technicians are available during your event.

Center for Continuing Education 631-6691 Assist outside groups and organizations with Notre Dame events.

Catering by Design 631-7859 NOTE: Food items are not allowed in most buildings without prior approval.

Rent A Bit 631-6423 Microphones, projection systems and sound systems are some of the many options available for creating a successful event.

General Services http://inside.nd.edu Submit a Facilities Requisition for tables or chairs through the Facilities Management Channel

Video Conferencing 631-6850 Video conference capabilities are available through OIT.

NDSP 631-5555 Parking, security, lost and found information.

Other campus venues do exist. The site HTTP://CLASSROOMS.ND.EDU has links to information about other on-campus locations which may be suitable for your event. See ADDITIONAL VENUES on page 5 for further information.
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Event Planning Guide

Basic Event Planning Room Request General Purpose Classrooms may be used for events through this site. Reserving Facilities Event Support Venue Information Policies and Procedures Planner

EVENT SUPPORT

Office of the Registrar 631-7043 Schedules all General Purpose Classrooms.

Technology Enhanced Learning Spaces 631-8782 Call to review availability of classroom equipment.

Building Managers are well experienced in campus events. It is recommended that you review event details with them several days in advance. A phone call to the manager can fine-tune the broad strokes of a scheduled event. DeBartolo Hall Sheila Adkinson 631-8773 Jordan Hall of Science Alan Utterback 631-2331 Main Building Amy Coughlin 631-8885 Coleman Morse Nahid Erfan 631-8545 330 Coleman Morse Brother Platt 631-7904 DeBartolo Performing Arts Center Denise Sullivan 631-2837 Items to be discussed could include: Delivery location(s), hand trucks, carts Access points: building entrances and stage access for speakers Handicapped accommodations Settings and switches for lighting Security Handling a ticketed event Money changing policy in the facility Lounge and vending areas Where the Building Manager office is located How to contact the manager on duty Charges and operational hours Stanchions, postings, and signage policy

Student Activities Office 631-7308 Student Groups must submit events through SAOnline or risk loss of funding.

Center for Continuing Education 631-6691 Assist outside groups and organizations with Notre Dame events.

Catering by Design 631-7859 NOTE: Food items are not allowed in most buildings without prior approval.

Tech Support - A phone call to Technology Enhanced Learning Spaces at 631-8782 is essential for events that require the use of classroom technology. Before calling, consider the following: Will technology be provided by Technology Enhance Learning Spaces or Rent-A-Bit? Is technical support staff available for this event? Guest access/Internet Access Video-taping services Microphone(s) Placement of microphones Sound systems Projection systems Dont Forget to touch base with: NDSPSecurity needs Facilities/General Services for extra tables, setup, teardown Risk Management Catering Transportation Services Guest Accommodations

Rent A Bit 631-6423 Microphones, projection systems and sound systems are some of the many options available for creating a successful event.

General Services http://inside.nd.edu Submit a Facilities Requisition for tables or chairs through the Facilities Management Channel

Video Conferencing 631-6850 Video conference capabilities are available through OIT.

NDSP 631-5555 Parking, security, lost and found information.

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Event Planning Guide

Basic Event Planning Room Request General Purpose Classrooms may be used for events through this site. Reserving Facilities Event Support Venue Information Policies and Procedures Planner

ADDITIONAL CAMPUS VENUES

Office of the Registrar 631-7043 Schedules all General Purpose Classrooms.

The venues listed on the next two pages are scheduled separately from the general purpose class rooms and are subject to separate policies, procedures, and charges. If all general purpose classrooms are in use, one of these locations may work for the event. Contact the person or department listed below for further assistance. Center for Continuing Education Contact CCE staff at 631-6691 Multiple venues, seating between 10-350 Coleman-Morse Lounge Contact Brother Platt at 631-8545 Seating for 75 Located in room 103/104 Coleman-Morse Center Computer Clusters and Labs Please call 631-2386 Various locations across campus DeBartolo Performing Arts Center Contact Denise Sullivan at 631-2837 Browning Family Cinema, seating for 200 Decio Theatre, seating for 360 Leighton Concert Hall, seating for 950 The Eck Center Auditorium Contact the Alumni Association at 631-6000 Auditorium seats approximately 150 The Joyce Center Contact Catering at 631-7859 Monogram room seats 100-250 Sports Heritage Hall seats 200-500 LaFortune Student Center Contact Amy Belke at 631-6912 Multiple conference rooms, seating between 10-80 Montgomery Theatre, seating for 60 LaFortune Ballroom, varying capacities Morris Inn Contact The Morris Inn at 631-2022 Private dining rooms available North Dining Hall Contact Catering at 631-7859 Multiple venues, seating between 80-140

Technology Enhanced Learning Spaces 631-8782 Call to review availability of classroom equipment.

Student Activities Office 631-7308 Student Groups must submit events through SAOnline or risk loss of funding.

Center for Continuing Education 631-6691 Assist outside groups and organizations with Notre Dame events.

Catering by Design 631-7859 NOTE: Food items are not allowed in most buildings without prior approval.

Rent A Bit 631-6423 Microphones, projection systems and sound systems are some of the many options available for creating a successful event.

General Services http://inside.nd.edu Submit a Facilities Requisition for tables or chairs through the Facilities Management Channel

Video Conferencing 631-6850 Video conference capabilities are available through OIT.

NDSP 631-5555 Parking, security, lost and found information. Page 5

Event Planning Guide

Basic Event Planning Room Request General Purpose Classrooms may be used for events through this site. Reserving Facilities Event Support Venue Information Policies and Procedures Planner

ADDITIONAL CAMPUS VENUES (continued)

Office of the Registrar 631-7043 Schedules all General Purpose Classrooms.

Morris Inn Contact The Morris Inn at 631-2022 Private dining rooms available North Dining Hall Contact Catering at 631-7859 Multiple venues, seating between 80-140 Snite Museum of Art Contact Anne Knoll at 631-4842 Anneberg Auditorium seats 304 South Dining Hall Contact Catering at 631-7859 Multiple venues, seating between 90-96 Stepan Center Contact Amy Belke at 631-6912 Multiple arrangements Video Conferencing Center Contact Jeff Miller at 631-6850 Seating for 18 Located in room 121 Information Technology Center Washington Hall Mainstage Contact Ron Grisoli at 631-2805 Seating for 571

Technology Enhanced Learning Spaces 631-8782 Call to review availability of classroom equipment.

Student Activities Office 631-7308 Student Groups must submit events through SAOnline or risk loss of funding.

Center for Continuing Education 631-6691 Assist outside groups and organizations with Notre Dame events.

Catering by Design 631-7859 NOTE: Food items are not allowed in most buildings without prior approval.

Rent A Bit 631-6423 Microphones, projection systems and sound systems are some of the many options available for creating a successful event.

General Services http://inside.nd.edu Submit a Facilities Requisition for tables or chairs through the Facilities Management Channel

Video Conferencing 631-6850 Video conference capabilities are available through OIT.

NDSP 631-5555 Parking, security, lost and found information. Page 6

Event Planning Guide

Basic Event Planning Room Request General Purpose Classrooms may be used for events through this site. Reserving Facilities Event Support Venue Information Policies and Procedures Planner

POLICIES AND PROCEDURESGeneral Purpose Classrooms

Office of the Registrar 631-7043 Schedules all General Purpose Classrooms.

Event requests must be submitted at least one business day prior to the event. This ensures enough time to process the request and notify Building Managers, Building Services, and Security. This also helps to give all events the proper attention deserved and to help ensure there are no conflicts in the schedule. A faculty or staff member must be present at all times for the event. Student groups must make their requests through SAO online. All groups must work through Student Activities and their club advisor. Departments should not schedule club meetings for students; the clubs risk losing their funding from Student Affairs if they do not follow procedures. No food or drink allowed in any of the General Purpose classrooms without prior approval of the Building Manager. Buildings that require review with a Building Manager: DeBartolo Hall Sheila Adkinson 631-8773 Buildings that require review for events scheduled into the evening: Center for Social Concerns Nicole Bourbon 631-9403 Coleman Morse Nahid Erfan 631-8545 330 Coleman Morse Brother Platt 631-7904 DeBartolo Performing Arts Center Denise Sullivan 631-2837 Jordan Hall of Science Alan Utterback 631-2331 Main Building Amy Coughlin 631-8885

OIT/Technology Enhanced Learning Spaces 631-8782 Call to review availability of classroom equipment.

Student Activities Office 631-7308 Student Groups must submit events through SAOnline or risk loss of funding.

Center for Continuing Education 631-6691 Assist outside groups and organizations with Notre Dame events.

Catering by Design 631-7859 NOTE: Food items are not allowed in most buildings without prior approval.

No materials, equipment, baggage, etc. may be stored in the classrooms for future use. As the classrooms are used by a wide variety of constituencies, all materials must be removed daily. No overnight storage of materials is available. All events submitted through the site HTTP://ROOMREQUEST.ND.EDU are flagged with an initial status of Requested. This is not an indication that you have received approval to use the room; follow-up e-mails will inform you of status changes. It is the responsibility of the requestor to verify that the event has been accepted and is either tentative or scheduled. An e-mail is generated for all events, providing a reservation number and information on the status of the event. It is recommended that you print out the e-mail attachment for your records as it contains information such as reservation number, approved times, and room number. An event may be declined if rooms are unavailable, if the time requested is beyond the building hours, or if the event is improperly scheduled. There is no cost associated with the use of the general purpose classrooms if the event is directly related to instructional time. However, the use of technical services (equipment and staffing), nonclass related events, events outside of class time, or damages to a classroom may result in billable charges.

Rent A Bit 631-6423 Microphones, projection systems and sound systems are some of the many options available for creating a successful event.

General Services http://inside.nd.edu Submit a Facilities Requisition for tables or chairs through the Facilities Management Channel

Video Conferencing 631-6850 Video conference capabilities are available through OIT.

POLICIES AND PROCEDURES Other Campus Venues

NDSP 631-5555 Parking, security, lost and found information.

It is the responsibility of the event planner to review policies and procedures with building staff across campus. Policies vary greatlysome may allow food with approval, where as others may not allow any food items.
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Event Planner
Basic Event Planning Reserving Facilities Event Support Venue Information Policies and Procedures Planner

Event Name:

Date of Event:

Start Time:

End Time:

Time needed for setup/teardown? [ ] Yes [ ] No Name of Facilitator and contact information:

Time needed for Q&A at end? [ ] Yes [ ] No

Name of Guest Speaker and contact information:

Est. Attendance:

No. of rooms needed for event:

Room(s) reserved for this event: Touch base with the Building Manager? [ ] Yes

Received confirmation on use of room(s)? [ ] Yes [ ] No

[ ] No _____________________________________________________________

Advertising event? [ ] Yes [ ] No Food planned for this event? [ ] Yes [ ] No

Where and how?

Advertising Dates:

From where?

Confirmed with Bldg Manager? [ ] Yes [ ] No

BUDGET ITEMS

Total Budget for this event is

FOAPAL FOAPAL FOAPAL FOAPAL FOAPAL FOAPAL FOAPAL FOAPAL FOAPAL

$
$ $ $ $ $ $ $ $ $

Building/Classroom charges Technology, Tech support Advertising Food Security/Parking Speaker Fees Guest Accommodations Other: Other:

Arrangements made for:

Guest Login /Technology Use Sound Systems/Microphones

____________________________________ ____________________________________

Transportation Hotels Security/Parking Other

______________________________________________ ______________________________________________ ______________________________________________ ______________________________________________

Tables/Seating for panel discussion ____________________________________ Video-taping of event _____________________________________

Event Notes:

______________________________________________________________________________________________________________________ ______________________________________________________________________________________________________________________ ______________________________________________________________________________________________________________________ ______________________________________________________________________________________________________________________ ______________________________________________________________________________________________________________________

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