Reservation Requests for Spaces on Campus
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Send an acknowledgement that the form was received
Place a tentative hold on the calendar for requested spaces, if available
Coordinate a brief planning meeting with the event host to discuss the event details
Following the planning meeting, the Special Events Coordinator will complete the following logistics prior to event day.
Request any necessary leadership approval
Collaborate with departments (Catering, Facilities, ITS, AV, Safety) for all requested needs
Coordinate and plan assistance for event, if necessary
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Please note: event logistics are completed through a streamlined process that is coordinated by our Special Events Coordinator. Please direct all event questions and updates to the Special Events Coordinator rather than individual campus departments. |
Special Event Planning on Campus (Hosted by External Organizations)
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Please submit Special Event Forms (External) at least four weeks in advance. |
To request support and room reservations for a special event at NCSSM-Morganton, start by submitting a Special Event Form (External). Before a form is submitted, an event host will need to consider the following items, when applicable:
Event Details (date, time, venue, headcount)
Catering Needs (budget, menu, dietary restrictions)
Facilities Requests (tables, chairs, room setup)
ITS Support (webinar, WiFi)
AV Preferences (microphones, screens, recording)
Safety Assistance (unlocking doors, ADA parking)
Once the Special Event Form (External) is completed and a request is generated, the Special Events Coordinator will complete the following steps through Jira:
Send an acknowledgement that the form was received
Request leadership approval
Place a tentative hold on the calendar for requested spaces, if available
Coordinate a brief planning meeting with the event host to discuss the event details
Following the planning meeting, the Special Events Coordinator will complete the following logistics prior to event day.
Confirm leadership approval
Collaborate with departments (Catering, Facilities, ITS, AV, Safety) for all requested needs
Coordinate and plan assistance for event, if necessary
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Please note: event logistics are completed through a streamlined process that is coordinated by our Special Events Coordinator. Please direct all event questions and updates to the Special Events Coordinator rather than individual campus departments. |
Catering Requests
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Submit all catering Catering requests require at least two weeks in advancenotice, though four weeks is preferred. |
NCSSM employees and external organizations are not required to utilize catering services from our in-house catering team. However, the Administrative Operations team does recommend working with our in-house catering team based on their excellent service and variety of catering options.
There is not a separate form for catering requests. To request in-house catering or assistance with securing off-site catering on NCSSM-
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Morgantons’s campus,
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If you need assistance with coordinating off-campus catering, please reach out to the Special Events Coordinator directly.
Once the Catering Request Form is submitted, the Special Events Coordinator will complete the following steps:
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Send an acknowledgement of the received catering request
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Discuss submitted request and determine Lexington’s (on campus catering partner) availability to meet the request
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Coordinate a planning meeting with the event host. This step is required and essential to the special event planning process to moving forward in a timely manner. During the planning meeting, the following topics will be covered:
Potential headcount
Preferred menu
Dietary restrictions
Payment
After the planning meeting, the Special Events Coordinator with complete the following logistics to fulfill the approved catering order:
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Send a quote and confirm final order with catering team (Lexington)
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Coordinate catering to respective special event
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you need to complete a Special Event Form if you are an NCSSM employee or a Special Event Form (External) if you are with an external organization.
Catering planning is incorporated in the broader event planning process. Early in the process, you will meet with our Special Events Coordinator and Food Services Director for in-house catering requests. The Food Services Director will confirm the catering team’s availability. A quote can be requested, and further planning can be handled through Jira.
The event host should be able to confirm the following two weeks before the catered event:
Headcount
Menu
Dietary Restrictions
Payment Details
The Special Events Coordinator will collaborate with the event host and Food Services Director throughout the process.