Special Events

Reservation Requests for Spaces on Campus

If you need to request a room reservation 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 and room reservations for a special event at NCSSM-Morganton, start by submitting a Special Event 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 Form 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

• 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 necessary leadership approval, if necessary

  • Collaborate with departments (Catering, Facilities, ITS, AV, Safety) for all requested needs

  • Coordinate and plan assistance for event, if necessary

Catering Requests

NCSSM employees 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.

• To request in-house catering on NCSSM-Morganton’s campus, please complete the Catering Request Form.

• 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:

• 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