Minnesota State University Moorhead
Moorhead, MN 56563
Meeting & Event Checklist
TYPE OF ROOM NEEDED
___ Number of people expected
___ Registration Tables, # needed
___ Conference Room, # of rooms needed
___ Small banquet space (less than 30)
___ Medium banquet space (30-80)
___ Large banquet space (100 & up)
___ Reception space (less than 300)
___ Special event, Explain ____________________
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___ Other _________________________________
Please describe your event and set-up needs
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SPECIFIC NEEDS IN FUNCTION ROOMS
___ Accessibility for the disabled
___ Adequate space for registration
___ Adequate space for catering service
___ Adequate space for audio-visual equipment
___ Coat racks
___ Staging, size: _________________________
___ Head table - For how many? ____________
___ Extra electricity - Explain _______________
TYPE OF EQUIPMENT & QUANTITIES NEEDED
___ TV/VCR
___ Overhead projector
___ Slide projector
___ Projection screen
___ Easel
___ Dry erase board
___ Tabletop podium
___ Podium & microphone
___ Telephone
___ Piano
___ Data Projector/Laptop
___ CD/cassette player
___ Flipcharts
CATERING NEEDS
___ Breakfast
___ Lunch
___ Dinner
___ Morning break
___ Afternoon break
___ Evening snack
___ Reception
___ Special Dietary Requirements
___ Buffet Style
___ Served
218-477-2261
OTHER SERVICES IN CMU
___ Portable non-alcoholic cash bar
___ Follow spotlights
___ Portable sound system
MISCELLANEOUS THINGS TO REMEMBER
___ Guest parking needs – Contact Parking Office
___ Campus maps and directions
___ Special “Welcome” from University official
___ Guest housing needs – Contact Housing &
Residential Life Office
___ Name tags for participants
POINTS TO CHECK BEFORE EACH MEETING
___ Seating plan as specified
___ Location of additional seats
___ Room temperature (Note: Start with room cool,
it will warm up as people occupy it)
___ Podium and microphone (depending on room)
___ Refreshments and catering
___ Pencils and notepads
___ Decorations (Be sure they comply with CMU
decorations policy and fire regulations)
___ Floral arrangements and plants
___ Banners, balloons, etc.
___ Flags (Note: National flag should always be the
speaker’s right)
___ Signage
___ Easels
___ All audio/visual equipment is working
___ Wheelchair accommodations in aisle
___ Extension cords
___ Telephones
PRE-MEETING MICROPHONE CHECK
___ Is public address system working?
___ Speaker heard from any point in room?
THINGS TO CHECK AFTER THE MEETING/EVENT
___ Remove all of group’s property
___ Take down any signs, banners, etc.
___ Pack up videos, films, slides, etc.
___ Recover items left at other sites
___ Pick up excess trash
___ Recycle pop cans, bottles, and unused paper
NOTES: ______________________________
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 Other Things You Need To Know…
1. POLICIES & LAWS: EVENT SPONSORS will be expected to
comply with all appropriate CMU & UNIVERSITY policies &
city, state & federal laws. Minnesota statute prohibits the
consumption & distribution of alcohol on University property.
2. SET-UP: The EVENT SPONSOR will finalize needs for
function space, set-up requirements & equipment needs at
least 7 working days prior to the event.
3. MANAGEMENT: CMU shall at all times retain its right of
management & control over any scheduled or leased facilities
including the following specific powers during events in CMU
facilities; To enter & inspect all premises. To eject any
person whose conducts is disorderly or otherwise
objectionable. To enforce all necessary & proper
management & operation of CMU.
4. ALTERATIONS: Any changes in the facility must be
approved by the Director of CMU. Such changes will include,
but will not be limited to the removal, relocation, or addition
of equipment, furniture, decorations, or stage properties.
Alterations of existing facilities may result in service charges
to the organization using premises. Any unauthorized
adjustments in the facility will be corrected by CMU at the
expense of the EVENT SPONSOR.
5. DECORATIONS & SIGNS: Decorations & signs may NOT
be nailed or tacked to walls, floors, or any other part of the
building. Masking tape is the only acceptable adhesive.
Scotch tape & duct tape are NOT permissible. Labor charges
will be assessed to the EVENT SPONSOR for the removal of
released helium balloons or other decorations. Decorations
must not create a fire hazard. All decorations must be
removed immediately following the event.
6. SAFETY: In the interest of personal safety all reservations
for CMU facilities are approved on the assumption that the
facility will not be used in excess of the normal seating
capacity & will be used as it is normally equipped. All aisles
leading to exit doors must be kept clear & unobstructed.
7. SECURITY: The EVENT SPONSOR shall be responsible for
exercising due care & reasonable control to ensure the safety
& protection of persons & property at the event. The
organization may be charged for the cost of necessary extra
police or other security personnel retained by CMU. The
number of such personnel shall be determined by CMU or the
University on the basis of the nature of the proposed event,
the number anticipated to be in attendance, & the past
experience of the CMU & University with respect to similar
events.
8. PAYMENT: Organizations shall pay all usual & customary
charges established by the CMU for the use of facilities,
equipment & related services. Payment is due upon receipt
of invoice. CMU reserves the right to require advance
payment of all or any portion of a charge associated with a
reservation request.
9. STAFF: Arrangements for the services of electricians, piano
tuners, engineers, audio-visual staff, sound & lighting
technicians (if using CMU equipment), Building Managers,
Campus Security, Moorhead Police, etc. shall be made
through CMU Event Services Office. Labor costs for these
services will be billed to the EVENT SPONSOR. Certain events
may require the building to be open prior to and/or after
regular building operating hours. In such cases, the EVENT
SPONSOR will be charged the current fee for staffing the
building at such times.
10. ELECTRICITY: In the unlikely event of a loss of power at
CMU the CMU will NOT be held liable or responsible for any
damage to equipment or delay of services caused to EVENT
SPONSOR.
11. FOOD & BEVERAGE: All catered food for events & activities
in Comstock Union shall be prepared by Sodexo Campus
Dining. Menu arrangements should be concluded at least ten
(10) days prior to each function & a guarantee of the number
of guests at each function is needed at least two business
days in advance. Campus Dining will allow for a variance of
5% over the number of guests guaranteed in preparation of
food. All rights for the sale or distribution of concessions
(snacks, soft drinks, coffee, tea, non-alcoholic bars, etc.) are
reserved to CMU. No alcoholic beverages are allowed on
University property.
12. CANCELLATIONS: The performance of this agreement is
subject to acts of God, war, government regulation, disaster,
strikes, civil disorders, curtailment of transportation facilities,
or other emergencies making it inadvisable, illegal or
impossible to provide facilities or to hold the event.
Cancellation by EVENT SPONSOR, other than for reasons
stated above may require EVENT SPONSOR to pay a
cancellation fee of $25.00 or 20% of estimated costs.
The University reserves the right to cancel this reservation if
it conflicts in any way with the policies or regulations of the
University or CMU regarding meetings or events on the
campus or if it violates any federal, state, or local law. CMU
reserves the right to change this reservation to other rooms
with the understanding that, if possible, comparable facilities
will be provided when the change is necessary.
13. RESPONSIBILITY: The organization, its officers, & any
individual applying to reserve space on behalf of the
organization are responsible for the condition of the facilities
used & the use to which they are put during the time
reserved. The organization & such persons shall be
responsible for all damage to or misappropriation by any
guests, invitees, or non-member attendees, & shall reimburse
CMU for any such damage or loss.
14. TRANSFER: No EVENT SPONSOR may assign their rights as
a university department or recognized organization, nor
sublet any portion of CMU for the benefit of a non-university
entity or event.
Revised: 08/08