Methodist University - Plan an On-campus Event

Plan an On-campus Event

The following information is for Methodist University faculty and staff only. If you are an off-campus group wishing to book facility space, please visit our University Relations page for more information.

2009 – 2010 Event Booking Procedure

Methodist University has a University Calendar that lists every official event on campus. This calendar is located on MCNet (on campus access only) and is under the rubric of "Campus Calendar and Event Planner." Checking this calendar daily will keep you informed about events and activities occurring at Methodist University.

Please note the following procedure for reserving dates on the Methodist University Calendar and securing facilities to support your programs. Following these procedures will avoid unnecessary facility scheduling conflicts. Thank you in advance for your cooperation.

Any Methodist University faculty, staff, or student who wishes to reserve a facility or date on the University Calendar must request the venue and date through MCNet’s "Campus Calendar and Event Planner." A PHONE CALL OR PERSONAL EMAIL IS NOT AN OFFICIAL REQUEST.
No reservation for any facility is complete until you receive a confirmation (Methodist University Event Memo) by e-mail. Until you have received a confirmation, your event is not approved. Please follow up with the Director of University Calendar and Events if you have not received a confirmation within two business days at ext. 7062.
Classroom space will only be reserved for the current semester in order to ensure that adequate space is confirmed for the upcoming semester’s classes. If you do not have a Methodist University Event Memo confirmation from University Events, your classroom reservation has not been confirmed.
IF SETUP IS NEEDED, THE PERSON MAKING THE RESERVATION IS REQUIRED TO CONTACT MAINTENANCE AT THE TIME OF THE RECEIPT OF CONFIRMATION. This can be completed by downloading the maintenance event setup request under the "Forms and Documentation" tab in MCNet, then faxing the completed request to maintenance at 630-7197. If any questions arise for Maintenance, please contact maintenance directly at ext. 7199.
IF A SOUND SYSTEM IS NEEDED FOR YOUR EVENT, THE PERSON MAKING THE RESERVATION IS REQUIRED TO CONTACT CLIFF WELLS AT ext. 7111 TO COORDINATE YOUR REQUIREMENTS. To assist you with making these arrangements, please use the Internal Request for Audiovisual Equipment and Maintenance form.
IF YOU NEED TO RESCHEDULE OR CANCEL YOUR EVENT, the person making the reservation is required to call the Director of University Calendar and Events at ext. 7062 and Maintenance at ext. 7199 if the meeting to release the facility reservation and ensure that maintenance does not set up for an event that is not taking place.
The person making the reservation is required to contact Sodexo directly for any meals or refreshments that are needed. Sodexo will bill each group individually for their food requests.
No faculty, staff, or student will be charged a facility fee for an internal event that is directly related to campus activities, unless setup for the event requires the Maintenance staff to work overtime.
Faculty and staff will incur a rate of ½ the rental fee if the activity is for personal use.
An additional fee will be charged (at the designated rate) to internal and external groups that require special arrangements such as additional maintenance, security, the tarp/carpet to be put down in the Riddle Center and Nimocks Fitness Center. If setup requires the Maintenance staff to work beyond normal business hours, the group, internal or external will be charged $12.00 per hour, per person. If security is required, the group, internal or external will be charged $18.00 per hour, per security officer.

Please follow these guidelines to assist our community in creating a culture of excellence.

Faculty

Administration