Special Events Checklist
Requests MUST be made a minimum of 14 business days in advance of the event. If the special event checklist is not provided 14 business days in
advance of the event, this request will automatically be cancelled.
Examples of use of this form
More than 50 attendees
Any Set-up or Tech needs
Non-MSU attendees
Complex set-up or Tech needs
Concerts
Cultural Nights/Cultural Events
Banquets
Competitions
Ceremonies
Campus Visits
Chalking Events
Scholarship events
For fastest response to your inquiry, please use the online form below.
Questions
Tech ID # [Required]
Date Request Submitted [Required]
MUST BE SUBMITTED 14 DAYS PRIOR TO EVENT!
Affiliation [Required]
Valid input:
- Select only one choice.
[ ] Department
[ ] RSO
RSO or Department Name [Required]
Reservation Number [Required]
You MUST have a tentative reservation through University Scheduling before this form can be completed. Please contact them at 389-2223 or e-mail
university.scheduling@mnsu.edu. The space may not be available if you fail to do this.
Valid input:
- Numeric - ex: 1111
Requestor's Cell Phone # [Required]
Valid input:
- must be 10-15 digits long and may include only numbers,
hyphens, and spaces.
Requestor's Email [Required]
Valid input:
- name@myschool.edu
Specific Location of Event--i.e. CSU Ballroom, PA Lawn, Belltower [Required]
Event Title [Required]
Page 1 of 12 · Special Events Checklist
Should this event be published in University Master Calendar? [Required]
Valid input:
- Select only one choice.
[ ] Yes
[ ] No
Event Type: [Required]
Valid input:
- Select only one choice.
[
[
[
[
[
] Speaker
] Conference
] Concert/Music
] Athletic
] Special Event
Will you be having Music at your event? [Required]
Valid input:
- Select only one choice.
[ ] Yes
[ ] No
Event Description [Required]
Please describe your event. Be as descriptive as possible.
Event Date [Required]
Start Time [Required]
End Time [Required]
Preaccess Time Needed [Required]
Doors Unlocked (time) [Required]
Is there an Event Admission Fee? [Required]
Valid input:
- Select only one choice.
[ ] Yes
[ ] No
Admission/Fee/Fundraising (put 0.00 if none): [Required]
*If admission fee is applicable, please submit a fundraising request.
Valid input:
- Numeric - ex: 1111
Can participants pre-register or purchase tickets for this event in advance? [Required]
Valid input:
- Select only one choice.
[ ] Yes
[ ] No
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Set-Up Style [Required]
Please choose set-up style for your event.
Valid input:
- Select only one choice.
- must select a value.
[
[
[
[
[
[
[
] Round Tables Style
] Theater Style
] U-Shaped Style
] Square Shaped Style
] Fair Style
] Classroom Style
] Other (Please Specify in "Set-Up Needs")
Set-Up Needs (tables, chairs) [Required]
FURNISHINGS ONLY--no audio/visual requests. Example: # of chairs, tables, registration tables, etc...
Will your event require audio and or visual support? [Required]
Any Audio/Visual requirements in the CSU are facilitated by Technical Services (ex: microphones, speakers, special lighting and projection capabilities). There will be a fee
for more than two wireless microphones.
Audio/visual support outside of the CSU will be considered on a case by case basis by the Technical Coordinator.
[ ] Yes
[ ] No
Will video recording services be needed? [Required]
Maverick Visual Productions is responsible for event video recording services on campus. There may be a fee associated with this service.
[ ] Yes
[ ] No
Vendor Contracts:
Are there any signed contracts associated with this event? [Required]
(i.e. Bands, DJ, Equipment Rental, Entertainers, etc)
All contractual agreements must be processed through the MSU Office of Finance and Administration.
Valid input:
- Select only one choice.
[ ] Yes
[ ] No
Food/beverages served? (only Pepsi products can be served on campus) [Required]
Valid input:
- Select only one choice.
[ ] Yes, Food will be ordered through University Catering (Please refer to University Dining Policy)
[ ] Yes, I would like to request the Student Food Development Form--ONLY FOR PRE-APPROVED DIVERSITY & CULTURAL SIGNATURE EVENTS
(To use the Sodexo Kitchen)
[ ] Yes, I have submitted a Grilling Request Form
[ ] No
Grilling Request Form can be found at:
https://www.mnsu.edu/scheduling/forms/Grilling%20Form.pdf
File Upload
Space Diagram (If available):
Event Attendees and Risk Management
Minnesota State University, Mankato is committed hosting quality, safe events for event holders and participants. If any of the following pertain to your
event, this checklist will need to be reviewed by the Director of Risk Management - Chandler Holland and Director of Security - Suzie Dugan for their
input regarding risk management assessment of the event (i.e. need for additional Security).
Events with minors on campus
Events with crowds in excess of 200
Non routine events where off campus/public individuals are coming to campus
Concerts known or perceived to have issues: heavy metal, rap, punk, or any form of controversial performers
Events that include animals
Events that include physical exertion: bounce/inflatables, 5k, 10k’s, marathons or extreme runs like mud runs etc.
Events outside normal hours/overnight events
Controversial speakers/lecturers/guests
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Events that we/you may know to have had ‘issues’ in the past whether real or perceived
Any event where there is possibility of damage to State of Minnesota/MSU property
Any event where outside individuals could bring valuable equipment/property to campus and could be subject to damage by our students/staff (classic
car shows…)
Any event where there is possibility of severe injury/death--hot air balloons, car racing, use of weapons etc.
Events where severe weather (heat, snow/ice storms etc.) could be a factor
Does your event include any of the bulleted items noted above? [Required]
Valid input:
- Select only one choice.
[ ] Yes
[ ] No
Estimated attendance- MSU students--please specify [Required]
Valid input:
- Numeric - ex: 1111
Estimated attendance- MSU faculty/staff--please specify [Required]
Valid input:
- Numeric - ex: 1111
Estimated attendance -non-MSU--please specify [Required]
Valid input:
- Numeric - ex: 1111
Estimated attendance - under 18 years old--please specify [Required]
*One MSU full-time staff member must be present for every 30 juveniles.
Estimated attendance total attendance--please specify [Required]
*Please note that you are obligated to update the University Scheduling and Conference Services if it appears that your attendance numbers might
increase. Event support is based upon the numbers you provide in this document and facility and staff may not be able to accommodate excess
participants.
Advertising
Who is your intended audience? [Required]
How is the event being advertised? [Required]
Do you need any Parking (i.e. Visitor Paylot #4; bus parking in back of Lot 22) or Traffic Control Needs? [Required]
Valid input:
- Select only one choice.
- must select a value.
[ ] Yes
[ ] No
**Please note that the University Scheduling and Conference Services will coordinate traffic control arrangements for you in advance of the event.
There may be charges associated with event parking.
Event Supervision and Security
Page 4 of 12 · Special Events Checklist
On site supervision is required for all events. One full time MSU Staff member or Graduate Assistant must be present throughout the event.
Please list the names and cell phone numbers of the event supervisors [Required]
Valid input:
- must contain at least 12 characters.
Emergency Contact (s) name and cell phone number [Required]
Valid input:
- must contain at least 12 characters.
Terms & Conditions [Required]
1. University Scheduling and Conference Services will review this form and determine which campus departments need to be involved in supporting your event. This form
will be routed to all necessary departments for approval. This process may take up to 2 weeks to complete.
2. If warranted, you will be invited to a meeting to discuss your event details.
3. Based upon the information you have provided above, Campus Security personnel will determine if your event will require additional security. This may include Campus
Security Officers, Contract Security, City Police, MSU EMT's and/or Gold Cross Ambulance Service. You will be informed of those needs via e-mail or at the Event Review
meeting (whichever comes first) and presented with an estimated cost for event security. You will need to provide payment information.
4. You will be contacted if your event requires additional approvals such as a City Parade permit. Our staff will assist you in the process of obtaining necessary permits.
5. Once all conditions are met, you will receive an e-mail confirming your reservation and special event details. After that e-mail is received, you may begin advertising your
event.
6. Please keep in touch with University Scheduling and Conference Services if you foresee any changes in your event details.
By submitting this form, the requester certifies that he/she has reviewed the Campus policies related to event hosting at Minnesota State University, Mankato (especially
including alcohol, noise, parking and security).
Valid input:
- Select only one choice.
[ ] I Agree
Funding
Registered Student Organizations (RSOs) are required to review their event plans with the Assistant Director for RSOs [Ashley Strom].
Registered Multi Cultural Registered Student Organizations (RSOs) are required to review their event plans with their respective Multi Cultural
Center/Advisor, i.e. Briana Williamson, Sang Yang, Shayla Braunshausen, Xochitl Valencia.
Is your Advisor aware of this event? [Required]
[ ] Yes
[ ] No
[ ] Not Applicable (Departments only)
Advisor's Email [Required]
Valid input:
- name@myschool.edu
What is the funding source for this event? [Required]
Valid input:
- Select only one choice.
- must select a value.
[
[
[
[
[
[
[
[
[
] Student Activity Funding- RSO Program
] Student Activity Funding- Conference/Travel
] Campus Recreation Funding
] Institutional Diversity (Multi-Cultural) Funds
] International Center Funds
] RSO Fundraising Money
] Academic Department Funding
] Student Affairs Department Funding
] No Funding Required
Please enter phone number of the person overseeing funding. [Required]
Valid input:
- must be 10-15 digits long and may include only numbers, hyphens, and spaces.
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#14- Admission Fee/Fundraising
You have indicated there is an admission fee associated with your event which makes this a fundraising event. Please answer and read over the
following questions and content.
Fundraising type [Required]
[
[
[
[
] Bake Sale
] Ticket Sale
] General Merchandise
] Other
Detailed Description (please include all items to be sold, fundraising activities planned, external groups involved, etc.) [Required]
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Fundraising Permit Policy [Required]
The Policy
This policy is being established to balance the needs of Recognized Student Organizations to fund raise in the Centennial Student Union for legitimate organizational
requirements and University contractual obligations with University Dining Services and Barnes & Noble Bookstore. This policy affects those Fundraising activities that are
seeking a one–time exception to contractual rights that a vendor has with the University.
The Director of the Centennial Student Union or designee shall approve requests for Fundraising Permits to Recognized Student Organizations and/or Student Activity
Funded departments or organizations. Changes can only be made with the prior approval of the Director of the Centennial Student Union or designee at least one (1) week
in advance of the scheduled Fundraising activity.
Requests for Fundraising Permits will only be approved for an organizational Fundraising activity. No personal or non-organization Fundraising will be allowed. The funds
raised must be deposited into a University account or other approved off-campus account within two (2) business days of the Fundraising activity. Proof of deposit will be
required when making future requests for Limited Fundraising Permits. A Recognized Student Organization can have a maximum of three (3) Fundraising Permits per
semester.
The Director of the Centennial Student Union or designee must preapprove the items for sale at the Fundraising activity. The items for sale and the Fundraising activity
must conform to all State and University policies. Fundraising activities cannot take place in front of Stompers or Barnes & Noble Bookstore.
A Recognized Student Organization can have a maximum of three (3) Fundraising Permits per semester.
Food prepared for a bake sale or fundraising activity must be sold at a location reserved through University Scheduling & Conference Services and submitted at least 5
business days prior to fundraiser.
Terms and Conditions for Bake Sale (please read before turning in this form):
1. Food products that require thermal support (kept refrigerated or be kept warm to remain safe for consumption) CANNOT be sold or given away as part of the bake sale
or fundraising activity.
2. Pepsi Products only
3. Food products sold must be individually wrapped at the original point of preparation and be reasonably protected from unnecessary handling or other airborne
contaminations.
4. If home-prepared food products are sold, a notice stating the food product is "Home Prepared/Not Inspected" must be prominently displayed at the point of sale.
5. The sponsor is granted a limited permit for the distribution of food. This permit may be terminated or cancelled by University Scheduling and Conference Services at any
time at its sole discretion without recourse by the sponsor.
6. The sponsor must comply with all directives of University authorities.
7. The sponsor is solely responsible for the management, preparation, and distribution of its food including set-up, service, supervision, take-down, clean-up, as well as all
financial obligations and liabilities in connection with or necessitated by this permit.
8. The sponsor is responsible for providing any and all equipment and personnel necessary to conduct its business.
9. If not affiliated with the University, the sponsor shall defend, indemnify and hold the University, its officers, agents, and employees harmless from and against any and all
claims, damages, costs, expenses including reasonable attorneys’ fees, losses, or liabilities arising out of or in any way connected with this permit including, without
limitation, claims for loss or damages to any property or for death or injury to any person or persons.
10. If not affiliated with the University, the sponsor will provide a certificate of insurance demonstrating the sponsor’s ability to meet University insurance requirements.
11. The sponsor may not assign or delegate this permit to any third party without specific written permission of the University.
12. This permit is governed by and interpreted under the laws of the State of Minnesota.
13. Future permission to engage in similar activities is contingent upon compliance with these terms and conditions
By submitting this request, I have read and understand the policy for Limited Fundraising Permits and that funds raised from this event will be used solely for legitimate
organizational purposes. I also understand that this is just an application and submission does not constitute guaranteed acceptance.
Valid input:
- Select only one choice.
[ ] I Agree
#24- under 18 yrs of age
Please list names and cell phone numbers for each full-time MSU staff member present (*for every 30 juveniles): [Required]
Example:
Ashley Strom 222-222-222
Shirley Piepho 111-111-1111
Valid input:
- must contain at least 12 characters.
Email address of the Full-time staff members monitoring the juveniles [Required]
Valid input:
- name@myschool.edu
Page 7 of 12 · Special Events Checklist
Yes- #22 Risk Management
Please copy and paste the Risk Management Director email address in the gray box below: [Required]
Make sure to Copy and paste below email address.
Valid input:
- name@myschool.edu
Copy and Paste: chandler.holland@mnsu.edu
Please copy and paste the Director of Security's email address in the gray box below: [Required]
Make sure to Copy and paste below email address.
Valid input:
- name@myschool.edu
Copy and Paste: suzanne.dugan@mnsu.edu
CSU Technical Services
Email of the individual coordinating audio visual specifications and needs for your event (individual who the CSU Technical Coordinator is to contact
about audio visual requests): [Required]
Valid input:
- name@myschool.edu
Cell phone number of the individual coordinating audio visual specifications and needs for your event: [Required]
Valid input:
- must be 10-15 digits long and may include only numbers, hyphens, and spaces.
Will this event be hosting any performances?
If yes, please provide details. [Required]
Examples of performances: singers, dancers, musical groups
Is a sound system required: [Required]
Large System (600 or more Crowd): Best when used for concerts, performances and large crowds.
Medium System (Crowd for 300): Best when used for smaller concerts, performances and medium sized crowds.
Small System (Crowd for 100): Best when used for acoustic bands, small performances, and speeches.
Portable System (Crowd of 50): Best when used for small public addresses and announcements.
In-House System: Sound system best when used for speeches, presentations, background music and multimedia purposes. Provides equal audio coverage over room-available in the Ballroom, Ostrander, 253/4/5, 245, Flexible Programming Space and the Heritage Room.
Valid input:
- Select only one choice.
[
[
[
[
[
] Large System (600 or more Crowd)
] Medium System (Crowd for 300)
] Small System (Crowd for 100)
] Portable System (Crowd of 50)
] In-House System
Number of wireless lapel microphones needed (set up fee will be assessed for more than one wireless lapel microphone) [Required]
Please enter 0 if you don't need any microphones.
*May incur rental fee, please review CSU Technical Services rental fees.
Valid input:
- Numeric - ex: 1111
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Number of wireless handheld microphones needed (set up fee will be assessed for more than 2 microphones) [Required]
Please enter 0 if you don't need any microphones.
*May incur rental fee, please review CSU Technical Services rental fees.
Valid input:
- Numeric - ex: 1111
Number of Wireless Headset Microphones needed [Required]
Please enter 0 if you don't need any microphones.
*May incur rental fee, please review CSU Technical Services rental fees.
Valid input:
- Numeric - ex: 1111
Number of corded microphones needed [Required]
Please enter 0 if you don't need any microphones.
Valid input:
- Numeric - ex: 1111
Will there be special lighting needs:
If yes, give details: [Required]
Example of Special Lighting : Stage Lighting, Colored Lighting, Spot Lights, Disco Ball
Will projection be needed: [Required]
Valid input:
- Select only one choice.
[ ] Yes
[ ] No
Will a WATCHOUT presentation be needed: [Required]
*WATCHOUT is multi-display software that lets you orchestrate photos, animations, graphics, video, sound and live feeds across multiple display areas (only available in the
CSU Ballroom).
*Software programing fees will apply
*All media for the WATCHOUT presentation needs to be provided to the Technical Coordinator two weeks prior to the event.
Valid input:
- Select only one choice.
[ ] Yes
[ ] No
Will there be a rehearsal for this event with Technical Services: [Required]
*Rehearsals are required for events that are in need of audio, video, lighting cues.
*Charges may apply.
*A separate "Tech Rehearsal" reservation must be made with University Scheduling and Conference Services.
Valid input:
- Select only one choice.
[ ] Yes
[ ] No
File Upload
Please upload a day of event timeline and any other necessary documents if they relate to audio visual services.
Example of other documents would be: performer's riders, stage plots, and input lists.
Please copy and paste CSU Technical Services' email address (csu.technicalservices@mnsu.edu) in the gray box below: [Required]
Make sure to Copy and Paste below email address.
Valid input:
- name@myschool.edu
You must contact Technical Services to discuss technical needs for event: csu.technicalservices@mnsu.edu (507-389-2060)
Until this process is completed, this request will be tentative.
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Terms and conditions [Required]
1.
2.
3.
4.
5.
6.
7.
Technical Services will review this form and determine what technical resources will be needed for your event.
You must contact Technical Services to discuss technical needs for event. (csu.technicalservices@mnsu.edu, 507-389-2060)
In many cases Technical Services staff must be present for your event to setup and operate technical equipment.
Events in Ostrander and the Ballroom require a Technician to be present when more than two microphones and built-in media are requested.
Labor and production fees will apply for all Technical Services requested (*dependent upon billing category).
Any major technical changes, late requests or cancellations within three business days may be subject to fees.
You are responsible for knowing and abiding by CSU Technical Services policies and procedures-- http://www.mnsu.edu/scheduling/mediaandtechnology/
Valid input:
- Select only one choice.
[ ] I Agree
Student Food Development Application
ONLY FOR PRE-APPROVED DIVERSITY & CULTURAL SIGNATURE EVENTS Please read all terms and conditions prior to completing this form.
An approved permit is required by pre-approved diversity & cultural groups that intend to prepare food in a commerical kitchen with University Dining
Services' guidance and direction. When this permit is approved, students will learn from professionals safe methods of food preparation and food
handling. Food product needs to be purchased through Sodexo.
Space must be reserved through University Scheduling and Conference Services for this event prior to filling out this form. Approval or denial of your
request will occur in by e-mail. Do not assume this request is approved until you have written confirmation. Approval will not be granted until after you
have met with a representative from University Dining.
Detailed Description of the food and beverages served (please be descriptive as possible, including but not limited to food type, ingredients, etc...).
[Required]
Approval or denial of your request will occur by e-mail. Do not assume this request is approved until you have written confirmation. Approval will not be
granted until after you have met with a representative from University Dining.
Please contact University Dining Services for appointments.
Please copy and paste Interim Sodexo Director Karilynn Doffing's email address in the gray box below: [Required]
Make sure to Copy and Paste below email address.
Valid input:
- name@myschool.edu
Copy and Paste: karilynn.doffing@sodexo.com
Student Development Rules [Required]
1. Students must follow all instructions given by University Dining Services staff for event preparation and clean up.
2. The number of students required for food preparation is to be determined by University Dining Services.
3. All costs associated with the event are the responsibility of the event sponsor. This includes menu ingredients, use of kitchen and serving equipment, professional staff
time and any other requirements deemed necessary by University Dining Services.
4. All arrangements and approvals need to be completed 4 weeks before the event date.
5. Professional Dining Services staff must remain until all clean up is finished. Students must remain until dismissed by University Dining Services staff person.
6. Future permission to engage in this type of activity is contingent upon compliance with these terms and conditions.
*** Approval or denial of your request will occur in by e-mail. Do not assume this request is approved until you have written confirmation. Approval will not be granted until
after you have met with a representative from University Dining. If you have not received communication about this request within 5 working days, please call Event and
Meeting Services at 507-389-2223.
By submitting this request, you are indicating that you have read and are willing to abide by the terms and conditions within.
Valid input:
- Select only one choice.
[ ] I Agree
University Catering details.
Please contact University Dining Services at jonathan.kirchner@mnsu.edu (Jonathan Kirchner) for appointments.
Please copy and paste the University Catering email address in the gray box below: [Required]
Make sure to Copy and Paste below email address.
Valid input:
- name@myschool.edu
Copy and Paste: jonathan.kirchner@mnsu.edu
Page 10 of 12 · Special Events Checklist
Details about the performer
Name of the Performer / Speaker [Required]
Valid input:
- must be 10-15 digits long and may include only numbers,
- name@myschool.edu
hyphens, and spaces.
First name:
Middle initial:
Last name:
Email address:
Phone number:
Address:
City:
State:
ZIP:
Please enter known past venues with in last year [Required]
This section will be used to provide details to security. Depending on the information you provide, security will conduct more research about the
performer and approve or deny the request.
Parking and Trafic Control
Parking and Traffic Control
For larger events you may be charged a traffic control fee up to $350.00
Parking lot request for participant parking: [Required]
Valid input:
- must contain at least 6 characters.
Delivery/Loading Dock: [Required]
Valid input:
- must contain at least 5 characters.
# of Buses [Required]
*Bus parking is in the back of lot 22
Valid input:
- Alphanumeric - ex: A11a
# of Cars [Required]
Valid input:
- Numeric - ex: 1111
Extra handicapped stalls needed? [Required]
[ ] Yes
[ ] No
Pedestrian Control needed? [Required]
[ ] Yes
[ ] No
Please list any roads impacted: [Required]
Valid input:
- must contain at least 4 characters.
Page 11 of 12 · Special Events Checklist
Vendor Contract-Yes
Please copy and paste the Contracts Coordinator email address in the gray box below: [Required]
Make sure to Copy and Paste below email address.
Valid input:
- name@myschool.edu
Copy and Paste: diane.huettl@mnsu.edu
Page 13
Please specify how the music will be played. [Required]
Ex: DJ , Band , Using ipod/Computer or other device.
Valid input:
- must contain at least 2 characters.
Maverick Video Productions
There may be a service fee for this. Please contact Donna Killion to discuss video recording services at your event.
Please copy and paste the Maverick Video Productions Project Manager's e-mail in the gray box below: [Required]
Make sure to Copy and paste below email address.
Valid input:
- name@myschool.edu
Copy and Paste: donna.killion@mnsu.edu
Page 14
Provide a short description about your event to be posted in University Master Calendar.
Make sure that the spellings and details are accurate.
Upload Image/ Poster related to your event.
(Optional)
Page 12 of 12 · Special Events Checklist