Recently we have experienced some humorous and not so humorous situations when Event Services and the Maintenance Department were not involved in approving and planning events. Any external groups that are being invited or requesting to use our facilities must work with Event Services. It is necessary to have a thorough understanding of their request, schedule, and plans. These groups require a review of our facilities schedule, proof of insurance, pricing and if approved a contract. Only Event Services is authorized to issue a contract for the use of our facilities. You can no doubt imagine the number of people and departments that it may be necessary to coordinate with prior to giving approval and issuing a contract. Often it is necessary for the Event Services Office to work with the Maintenance Department to verify the feasibility of doing some of the things groups request. I could tell you stories. Involving the Maintenance Department and Event Services early contact can ensure a successful event.
The good news is we have seen a dramatic increase in the request to use our facilities, the bad is availability is forever becoming more limited.
Internal groups must enter their requests in Astra and coordinate with Event Services and the Maintenance Department, some aspects of a request may require approvals. The more lead time we have the better.
If you have questions about this update please feel free to contact Jim Bedtke.
To discuss an event please contact Lynette Johnson in Event Services at ljohnson@smumn.edu. Thank you for your cooperation.
