Special Events

Space Reservation Requests on NCSSM-Morganton’s Campus

Employees have the ability to reserve most conference rooms and meeting spaces on campus through InSpace. To learn about using InSpace, visit the ITS Wiki.

The Space Reservation Form is intended for other spaces (like the AC Stairs Area, Amphitheater, The Barn, GH 4005, or GH 2nd Floor Lobby) that the administrative team oversees.

Please submit Space Reservation Form at least 48 hours in advance when possible.

If you need to request a room reservation for a meeting or simple gathering, you may submit the Space Reservation Form. NCSSM employees and event hosts from external organizations are able to utilize the form. Please only complete this form if both of the following criteria are met:

The event host does not need any support from AV, ITS, Facilities, Catering, Campus 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 event host’s name on google calendar, if available
Send a calendar invitation to the event host 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)

Please submit Special Event Forms at least two weeks in advance of an event. If submitting for a large-scale event (50+ attendees), complete at least three weeks in advance.

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, special guest WiFi network)
AV Preferences (microphones, screens, recording)
Campus 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 any necessary leadership approval
- Collaborate with departments (Catering, Facilities, ITS, AV, Campus Safety) for all requested needs
- Coordinate and plan assistance for event, if necessary

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)

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, special guest WiFi network)
AV Preferences (microphones, screens, recording)
Campus 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
- Confirm rental obligations
- Collaborate with departments (Catering, Facilities, ITS, AV, Safety) for all requested needs
- Coordinate and plan assistance for event

Catering Requests

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 other catering on NCSSM-Morgantons’s campus, 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. If the event host chooses to work with a different caterer, the Special Events Coordinator can offer some logistical support, when available.

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.

Note: Effective September 1, 2024, the updated Catering Guide will be in use.