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Reservation Requests for

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Spaces on Campus

To If you need to request a room booking of any spaces at NCSSM-Morganton for NCSSM related events or needs, please contact Lindsay Barrick directly. Following the submission of a requestreservation for a meeting or simple gathering, you may submit the Space Reservation Form. This form is to be used when both criteria apply:

• The event host does not need any support from AV, ITS, Facilities, Catering, Safety, or Special Events

• The event host is requesting a space they don’t have access to reserve themselves through InSpace

Following the submission, the Special Events Coordinator will complete the following steps through Jira:

• Send an acknowledgement of the room request

• Ask any additional follow-up questions, if needed

• Reserve the requested space under the requestor’s name on google calendar, if available

• Send a calendar invitation to the room requestor with confirmed event details

• If the requested space is not available, the Special Events Coordinator will suggest alternatives

Special Event Planning on Campus (Hosted by NCSSM Employees)

To request support or rooms and room reservations for a special event at NCSSM-Morganton, start by submitting a Special Event Information Form. Form. 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 Information Form is completed and a request is generated, the Special Events Coordinator will complete the following steps through Jira:

• Send an acknowledgement of that the form was received request

• Place a tentative hold on the calendar for requested spaces, if available

• Coordinate a brief planning meeting with the event host . This step is required and essential to discuss the special event planning process to moving forward in a timely manner. During the planning meeting, the following topics will be covered:

• Potential headcount

Venue

details

and needsPotential support from campus departments: ITS, facilities, safety, catering, etc.

• Following the planning meeting, the Special Events Coordinator will complete the following logistics prior to event day.

  • Request necessary leadership approval, if necessary

  • Work Collaborate with campus departments (securityCatering, facilitiesFacilities, ITS, cateringAV, etc.Safety) for all requested needs

  • Coordinate and plan assistance for event, if necessary

Catering Requests

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• Send an acknowledgement of the received catering request

• Discuss submitted request and determine Lexington’s (on campus catering partner) availability to meet the request

• 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:

  • Send a quote and confirm final order with catering team (Lexington)

  • Coordinate catering to respective special event

  • Work with the catering team to ensure a final receipt of services is sent to the event host