Event Booking 101

1. Event Booking 101 Everything you need to know about holding an event at College of Notre Dame

2. What does Conference Services do? When it comes to your event or meeting, we do it all! • Receive requests and confirm reservations • Inform pertinent departments of the event and its requirements (SAGE, Housekeeping, Facilities, etc.) • Act as a liaison between you and the departments needed for a successful event

3. Who is Conference Services? Amy Hayes (MBK 203) X5782 Bogda Soltys (THE 007) X5781 Kara Yendell (MBK 203) x5732

4. What to know when requesting an event- the basics • Choose a date, time, and location • We will automatically give you 30 minutes of pre & post event time • Make sure your start & end times are accurate- this will be published • Keep alternate dates and locations in mind in case your request isn’t approved • Choose your set-up • This could dictate your location selection • If you require a special set, some spaces require a diagram • Do you need catering by Sage? • Do you need any AV equipment? • Will this event require extra Security? • If you are expecting 50+ guests, please contact Security directly • There is a possibility of an extra charge for Security for a large event requiring extra officers

5. The first step… • Checking availability • Go to www.ndm.edu then click on Portal • https://r25.ndm.edu/wv3/wv3_servlet/urd/run/wv_event.WeekList?evdt=20081120,evfilter=561,ebdviewmode=grid • Click on Event Scheduling • Enter your network user ID and Password • Search for the space you would like to use • Click on any block to start a request form • Fill out form completely and submit

6. What happens next… • You will get an email confirming that your request has been submitted - this does not confirm the event! • Conference Services receives the request and will confirm or deny- you will receive an email either way

7. What is happening behind the scenes… • Once the request is approved, we use that information to inform the other service providers on campus what your event requires. For example: • Housekeeping is notified of set-ups • Security is notified of parking and additional security needs - don’t forget to contact them if you will have 50+ guests! • SAGE is notified if this will be a catered event and will contact you for specific information

8. Things to keep in mind… • Keep your confirmation with you the day of the event - there may be squatters in your room! • Linens are not included in your set up. If you want linens, they must be ordered through SAGE and paid for. • Parking and security are often overlooked. • Signage and decorations are always nice, but they must come down when the event is over. • If you would like a description of the event on the web calendar, please include it in the reservation request. • If you need to cancel, please notify Conference Services as soon as possible!

9. More to keep in mind… • Every space on campus is reservable. If you plan on using it for any reason, it must be reserved. • Please leave all spaces as you found them. • You may need to share set-ups based on schedules. • Academic scheduling takes priority. • Using space on campus is a privilege, not a right. • Check for competing events while searching for space. • If you are requesting a last minute meeting or event (within 24 hours), please fill out the web form and follow it up with a phone call to our office.

10. Most popular spaces on campus • Doyle Formal Lounge • Gibbons Bryan Board Room • Knott 136 • Fourier 024B • MBK Dance Studio • Fourier 103 (Lounge/ Renaissance Room) • Feeley Multipurpose Room Try to plan in advance for these spaces!

11. Important Campus Dates • Move In Weekend • Family & Reunion Weekend • Holiday Closures • Admissions Events • Board of Trustees Events • Spring Break • Finals • Commencement Week • Maintenance Closures (Pool)

12. Questions?