Steps to Planning a Campus Event
1. Check out the current Campus Activities Planning Calendar on-line at the Organization Information page: http://web.roanoke.edu/x2179.xml to see what else might be going on at the College. Also check the College's master calendar at http://ems.roanoke.edu. If the date looks good go to #2.
2. Check with the Colket Center Info Desk to find out the availability of the facility you need (call ext. 5125 or stop by in person). If the facility is available, go to #3.
3. You must submit both of the following forms to secure a facility (3a) and provide a description of the event (3b).
3a. Complete a room reservation form, either a paper form from the Info Desk or on-line at: http://web.roanoke.edu/x1689.xml
3b. Complete an Event Planning Form, either a paper form available from the Info Desk or on-line at: http://web.roanoke.edu/x11473.xml
When finished, submit these forms to the Colket Center Info Desk and go to #4.
4. Meet with an Event Planner during office hours (listed below) in Room 229 of the Colket Center. If you cannot meet with an event planner at these times, please email colketevent@roanoke.edu
Monday 2pm-4pm: Kristin Mounts
Tuesday 2pm-4pm: Ashley America
Wednesday 2pm-4pm: Emily Wallace
Other Considerations:
Cavern: If your event is in the Cavern, complete a Cavern Contract available from the Info Desk or on-line at the organization information page, please click here to be directed.
Tech Crew: If your event requires the services of Tech Crew, i.e. sound equipment, stage lighting, etc., contact the Tech Crew Manager via email at techcrew@roanoke.edu
Dining Services/Catering: If your event requires the services of Dining Services or the Catering Department, the organization event planner must contact the Manager of the Cafeteria/Catering Services, Ms. Fay Cronin, at least two weeks in advance of the event. Ms. Cronin can be contacted at ext. 2328 or in the Sutton Commons Office in the Colket Center.
Videotape/DVD Movies: If your event involves showing a movie on campus, make sure you have purchased the appropriate Public Performance Rights from the movie's distribution company. It is illegal to show a videotape or DVD for a public performance without having obtained the appropriate rights. For more information read about movie rights on the Colket Center's Event Planning website.
