Event Planning Procedures and Checklist
Key Definitions:
An “event” may be anything other than a regularly-scheduled, Rose-Hulman faculty-led class. An external
speaker (whether presenting as part of a regularly-scheduled class or not), a picnic, a webinar viewed by a small
group, and a welcoming address from the President to the incoming class may all be classified as “events.” For
regularly-scheduled, Rose-Hulman faculty-led classes, the Registrar’s office coordinates room scheduling, and
the Instructional Technology office coordinates technology and technical support.
A “venue” is any location in which an event may happen. A venue could be a room, a hallway, or a location
outdoors.
The Office: Office of Event Production is in Hatfield Hall. Randy Carle, Production Manager for Hatfield
Hall, directs this office. This office will:
 Create and maintain a list of Rose-Hulman venues and their capabilities (seating, technologies available,
special venue-related concerns or issues, etc.),
 Provide technology and technical support (including setup, on-site presence/help, and teardown) for
events, coordinating with the individuals responsible for venues,
 Provide advice on standardization and improvement of Rose-Hulman venues.
The Process: To host an event, individuals, departments, or organizations wishing to host an event on campus
will complete up to four steps. To ensure quality service, it will be important to make any necessary contacts
well in advance of - at least two weeks ahead of - a planned event.
1. First, reserve a venue or room through currently-existing procedures, by contacting the individual
responsible for reserving that venue/room. The current list is below.
If the venue is:
An academic classroom,
including the ‘new
Myers’ classrooms
(M103, M105, M107,
M111, M115)
Myers common areas or
hallways, or
conference/presentation
rooms M137, M225,
M242, M246D
Myers senior
design/project rooms
(shared responsibility)
Other Myers labs/rooms
A departmental
conference room,
laboratory, or student
area
Please contact:
Beverly Turner,
Registrar’s Office
Phone:
877-8298
Email:
turner1@rose-hulman.edu
Terri Gosnell,
Graduate Studies
877-8885
gosnell@rose-hulman.edu
Tom Rogge
877-8734
rogge1@rose-hulman.edu
The individual
responsible for that
room
The secretary for that
department
(varies)
(varies)
(varies)
(varies)
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Any room/area in the
Student Union, or the
Union Patio
The White Chapel
At Rose-Hulman
Ventures
The Branam Innovation
Center
At the Student
Recreation Center or an
athletic field
At Hatfield Hall
In a student residence
hall
In a hallway or other
public space in an
academic building
Outside, on campus
grounds, other than the
areas listed below
Oakley Observatory
The Deming Lawn,
Root Quadrangle, Speed
Beach, Speed Lawn, or
Root Amphitheater
Tracy Crosby,
Student Services
877-8346
crosby1@rose-hulman.edu
Tracy Crosby,
Student Services
Patti Hoffa
877-8346
crosby1@rose-hulman.edu
244-4005
Patti.Hoffa@RHVentures.org
Bill Kline,
Academic Affairs
877-8136
kline@rose-hulman.edu
Ryan Brimberry
877-8621
brimberr@rose-hulman.edu
Dan Tryon
877-8864
tryon@rose-hulman.edu
Kyle Rhodes and
The RA in the hall
Christa Maschmeyer
Set Up Only
Julie Lunsford
Christa Maschmyer
Set Up Only
Julie Lunsford
Richard Ditteon
Tracy Crosby,
Student Services
812-877-8651
(varies)
877-8571
877-8114
rhodeska@rose-hulman.edu
(varies)
maschmey@rose-hulman.edu
lunsford@rose-hulman.edu
877-8571
877-8114
maschmey@rose-hulman.edu
lunsford@rose-hulman.edu
877-8247
877-8346
Ditteon@rose-hulman.edu
crosby1@rose-hulman.edu
Note that a faculty member hosting an event (say, a speaker) within their regularly-scheduled class
periods/rooms already have a room reserved for their event, so they can skip this step.
2. Second, if the event requires technology or technical services beyond what the hosting
individual/group is comfortable individually providing, they should contact Randy Carle in the Office of Event
Production. Randy will evaluate the event production needs, and connect with the individuals or offices listed
in the table above to meet those production needs. Randy and/or his connections will work with the
individual/department hosting the event to make arrangements. If the venue is an academic classroom, Randy
will work with the Instructional Technology office. If the event requires real-time webcasting or professional
video production/post-production work, Randy will also contact the Digital Resource Center and/or
Communications & Marketing.
Randy Carle
Office Phone
877-8312
Email
carle@rose-hulman.edu
If the event does not require technology/technical services beyond what the hosting individual/group is
comfortable individually providing, there is no need to call Randy. For example, if a faculty member wants to
host a speaker in a classroom, and needs only their standard laptop and the computer projector in the room, they
only need to reserve the classroom - they don’t need to call Randy.
3. Third, if the event is not in the Student Recreation Center or the Student Union, and requires special
facilities or setup, contact Facilities Operations to submit an Event Setup Request and/or a Furniture Request.
This is only necessary if the event requires additional or unusual chairs, tables, electrical power, trash and
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recycle cans, setup and teardown services, etc. Special setups at the Student Recreation Center and in the
Student Union should be arranged directly with the venue contacts, when making event reservations.
Facilities Services can be contacted in the following ways:
Facilities
Operations
Facilities
Receptionist
877-8425 M-F
8am-5PM
After Business
Hours
877-8425
File an event setup or furniture
request online at:
http://iservicedesk.rose-hulman.edu
4. Fourth, if the event requires food/beverage services from Dining Services, contact Darnel Tanner ,
ARAMARK Catering Director.
ARAMARK
Catering Director
Office Phone
Email
Website
Darrnel Tanner
812-877-8167
tanner3@rosehulman.edu
http://rosehulman.campusdish.com/Catering.aspx
or
catering@rosehulman.edu
Important Notes:
Because many behind-the-scenes decisions about venue setup and capabilities depend on the planned location
of the event, it will be important to reserve the venue first, before contacting the Office of Event Production,
Facilities Operations, or Dining Services.
To ensure quality service, it will be important to make any necessary contacts well in advance - preferably, two
weeks in advance - of a planned event.
For the convenience of our campus community, a checklist for event planning is provided on the following
pages.
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Event Planning Checklist
Well in advance of (at least two weeks before) a planned event,
 1. Reserve the venue.
If the venue is:
An academic classroom
Any room or area in Myers
Hall other than the “new
classrooms” (M115, 111,
107, 105, 103)
Myers common areas or
hallways, or
conference/presentation
rooms M137, M225, M242,
M246D
Myers senior design/project
rooms (shared responsibility)
Other Myers labs/rooms
A departmental conference
room, laboratory, or student
area
Any room/area in the
Student Union, or the Union
Patio
Oakley Observatory
The White Chapel
At Rose-Hulman Ventures
The Branam Innovation
Center
At the Student Recreation
Center or an athletic field Or
Sand Volleyball Courts
At Hatfield Hall
In a student residence hall
In a hallway or other public
space in an academic
Outside, on campus grounds,
other than the areas listed
below
The Deming Lawn, Root
Quadrangle, Speed Beach, Speed
Lawn, or Root Amphitheater
Please contact:
Beverly Turner,
Registrar’s Office
Terri Gosnell,
Graduate Studies
Phone:
877-8298
Email:
turner1@rose-hulman.edu
877-8885
gosnell@rose-hulman.edu
Terri Gosnell,
Graduate Studies
877-8885
gosnell@rose-hulman.edu
Tom Rogge
877-8734
rogge1@rose-hulman.edu
The individual
responsible for that
room
The secretary for that
department
(varies)
(varies)
(varies)
(varies)
Tracy Crosby,
Student Services
877-8346
crosby1@rose-hulman.edu
Richard Ditteon
Tracy Crosby,
Student Services
Drew Gehman
Bill Kline,
Academic Affairs
Ryan Brimberry
877-8247
877-8346
ditteon@rose-hulman.edu
crosby1@rose-hulman.edu
244-4060
877-8136
gehmand@rose-hulman.edu
kline@rose-hulman.edu
877-8621
brimberr@rose-hulman.edu
Seth Woodason
Dan Tryon
Kyle Rhodes The
RA in the hall
Christa Maschmeyer
Julie Lunsford
Christa Maschmeyer
Julie Lunsford
877-8068
(varies)
877-8571
877-8114
877-8571
877-8114
woodason@rose-hulman.edu
tryon@rose-hulman.edu
rhodeska@rose-hulman.edu
(varies)
maschmey@rose-hulman.edu
lunsford@rose-hulman.edu
maschmey@rose-hulman.edu
lunsford@rose-hulman.edu
Tracy Crosby,
Student Services
877-8346
crosby1@rose-hulman.edu
877-8864
877-8651
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2. Will the event will require technology/technical services beyond what you/your group can provide?
 Yes: Contact Randy Carle in the Office of Event Production.
Please contact:
Randy Carle
Phone:
877-8312
Email:
carle@rose-hulman.edu
 No: Move on to step 3.
3. Do you need a special setup? (Extension cords, extra chairs, trash/recycle bins, etc.)
 Yes: Have you reserved a venue inside the Student Union or the Student Recreation Center?
 Yes: Please arrange these with the venue contacts listed.
Student Union:
Tracy Crosby
877-8346
crosby1@rose-hulman.edu
Student Recreation
Center:
brimberr@rose-hulman.edu
Ryan Brimberry
877-8621
 No: Please arrange these with Facilities Operations.
Office Phone After
File an event setup or furniture
8am -5pm
Business
request online at:
Hours
877-8425
877-8425
http://iservicedesk.rose-hulman.edu
 No: Move on to step 4.
4. Do you need food/beverages from Dining Services?
 Yes: Contact ARAMARK Catering.
ARAMARK Catering
Director
Darrnel Tanner
Phone:
Email:
877-8167
catering@rose-hulman.edu or
tanner3@rose-hulman.edu
Website: http://rose-hulman.campusdish.com/Catering.aspx
 No: You’re finished with this part of planning your event.
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