Faculty & Staff Event Management

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?
  • SMU Preferred & Exclusive Providers must be used. Contact the Purchasing Department if you do not see what you need.
• 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?
  • Facilities does not provide tables, chairs, podiums, etc. but will setup/teardown SMU-owned furniture that your department or organization has. Additional fees may apply.
• Do you need assistance with audio visual equipment?
  • To see a room's existing equipment, select the More Info button next to the room when making a reservation.
• Are you preparing or handling food?
• Is alcohol being served?
  • Per university policy, alcohol must be served with food and your indoor event support request form (indicating alcohol) must be submitted at least one month prior to your event.
• 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?
  • If food is involved, you will most likely need custodial services. Fees may apply if custodians are needed onsite during event.
• Will you need SMU police officers?
• Do your guests or vendor(s) need parking arrangements?
  • Parking spaces are limited. Your indoor event support form (requesting parking) should be submitted at least 14 days prior to your event.

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?
• Will minors be in attendance?
• Is an external vendor providing any goods or services?
  • SMU Exclusive & Preferred  providers must be used. Contact the Purchasing Department if you don't see what you need.
• Are you serving or providing food and/or beverages?
  • The Facilities Department determines the number of trash cans you need based on the number of attendees you indicate.
• Is alcohol being served?
  • Per university policy, alcohol must be served with food. And you must submit your outdoor event request form (indicating alcohol) at least one month prior to your event.
• Do you need any furniture temporarily relocated to the location?
  • Facilities does not provide any furniture or event related items. But they will transport, setup, and return SMU-owned items that your department or organization provides. Additional fees may apply.
• Do you need access to electrical outlets?
  • You must know the number of amps that your equipment requires to determine if the existing electrical outlets are sufficient.
  • Outlet locations and amps can be found on the campus interactive map.
  • Additional fees may apply if generators are needed.
• Do you need access to a hose bibb?
  • See the campus interactive map for locations.
  • Hose bibbs require special equipment to operate; Facilities assistance is needed.
• Will you need barricades?
  • Facilities will drop and pickup barricades.
  • They cannot be used to block sidewalks. 
  • Only SMU Police can use them to block streets or intersections.
• Do you need assistance with audio visual equipment?
  • Fees may apply if support during the event or specialized equipment is needed.
• If you plan to have any of the following at your event, please select the More Info button next to the location in STABLE, or see the Recommended Usage in the campus interactive map. You will find what is permissible at each location.
  
  • Tent(s)
  • Firepit 
  • Movie/Film Screening?
  • Food Truck(s)
  • Animals
    • Animals are not permitted at all locations, and some locations only allow therapy dogs. See the Recommended Usage for each location on the campus interactive map.
• Do your guests or vendor(s) need parking arrangements?
  • Parking spaces are limited. Your outdoor event request form should be submitted at least three weeks prior to your event.
• What is your inclement weather plan?