Faculty & Staff Event Management

Requesting to hold an event indoors or outdoors on main or east campus requires you to follow a two-step process in the STABLE software system.

  1. Submit a reservation for your desired location AND
  2. Submit a request for your event

Event Planning Checklists

Please review the following checklists to help you navigate the event request process.

Indoor Events

If your event will be indoors, you will need to know…

 

  • Your room reservation should accommodate setup through teardown of your event and not just the start and end time.
  • Approximate number of attendees?
  • Is this a demonstration or protest?
  • Will minors be in attendance?
  • Have you identified an accessibility point of contact and included the approved Event Accessibility Statement on your literature?
  • Is an external vendor providing any goods or services?
  • Is your event (including setup and teardown) occurring outside of the building's normal operating hours? If so, you will need to select HVAC/Controls on the Event Request Form.
  • Do you need furniture moved, tables and/or chairs set up, or materials delivered and returned?
  • Do you need assistance with audio visual equipment?
  • Are you are serving or providing food?
  • Is alcohol being served?
  • Will animals be a part of your event?
  • Is custodial needed to pre/post clean, provide extra trash cans, and/or be onsite during the event?
  • Will you need SMU police officers?
  • Do your guests or vendor(s) need parking arrangements?

Reserve Location
Submit Event Request

Outdoor Events

If your event will be outdoors, you will need to know…

 

  • Reservations for outdoor spaces can be submitted up to one year prior to the event. Outdoor event requests can be submitted up to 3 months in advance, and not less than 3 weeks before the event.
  • All outdoor events except tabling require a site plan. A site plan shows where activities and items will be located at the event, i.e. stage, generator, bounce house, face painting, etc. Click here to see an example, templates, and instructions.
  • Your outdoor reservation should accommodate the setup and tear down time of your event, not just the start and end times.
  • Approximate number of attendees?
  • Is this a demonstration or protest?
  • Have you identified an accessibility point of contact and included the approved Event Accessibility Statement on your literature?
  • Is an external vendor providing any goods or services?
  • Will minors be in attendance?
  • Are you serving or providing food and/or beverages?
  • Is alcohol being served?
  • Do you need any furniture temporarily relocated to the location?
  • Do you need access to electrical outlets?
  • Do you need access to a hose bibb?
  • Will you need barricades?
  • Do you need assistance with audio visual equipment?
  • If you plan to have any of the following at your event, please see the location's attributes in STABLE or the Recommended Usage in the campus interactive map. You will find what is allowed at each location.
  • Do your guests or vendor(s) need parking arrangements?
  • What is your inclement weather plan?
Please Note:
Once your outdoor reservation and outdoor event request are approved, Facilities will ensure the irrigation is turned off for your event based on the indicated setup through teardown times.

Reserve Location
Submit Event Request

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