Steps and Process

Before You Continue

  • Review all information on this page.
  • Submit your reservation request using the form link at the bottom of this page.
    • Your request will be routed automatically to the venue coordinator for the space you are requesting.
    • You should receive a response from the venue coordinator via email within 2–3 business days.
    • They may be able to make a decision immediately based on the information you’ve provided, or they may need to gather additional information from you.

Tips Before You Submit

  • How many attendees do you anticipate?
  • What type of room set up will you need? (Be prepared to submit a diagram of how you want the room set up.)
  • Do you need extra time before and/or after the event to set up and tear down?
  • Will there be food or drinks served at the event, and if so who is supplying them?
  • Will you need reserved parking for the event?
  • Will anything be sold at the event?
  • Are there alternative dates that would work for your event if your preferred date isn’t available?

In order to expedite the reservation process, please provide additional information on room set up needs and optional dates in the comment box on the reservation form.

Find Venue Coordinators

Venue Coordinator Lookup

Next Steps

Once your venue/location reservation has been confirmed, you may need to communicate with additional areas of campus to ensure that all responsible parties are aware of the event and have done their part to make your event a success.

Please be aware that some aspects of your event could generate expenses that you will be responsible for paying. If there is an expense associated with one of your required services, your contact in that area will make you aware and provide you with a cost estimate. For example, if your event requires custodial services that will incur an expense, the venue coordinator will forward you an expense estimate from HHS.

Before your event, you will be responsible for reaching out to Victoria Roach in administrative accounting to make arrangements to pay for all associated expenses.

Some examples of situations that may generate expenses include:

  • events that require custodial services outside of normal operating hours
  • events that require security
  • events that utilize Chartwell’s for catering services or tablecloths

Checklist

Use the following checklist to connect with each area of campus that needs to be involved in the execution of your event:

If your event requires:

  • PARKING: email Lt. Erin Willis
  • CATERING: If you are hiring an outside caterer, you may need to provide proof of insurance to Kimberly Godare in purchasing
    • If you need a caterer for your event, you can get pricing from Sodexo by emailing Ebony McKinley
    • If you need tablecloths for your event, email Ebony McKinley
  • PUBLICITY: email Marketing & Communications
  • OUTSOURCED SERVICES: (i.e., DJ or other entertainment, rental equipment, production services, etc.) you will need to provide a Certificate of Insurance (COI) for each vendor to Kimberly Godare in purchasing. COIs should list McNeese State University as additional insured. COIs are required for the entity reserving the campus event, such as corporate groups, external groups, and student organizations, including fraternities and sororities. Depending on the risk of the event, McNeese State University may be required to be listed as additional insured. NOTE: Chartered campus organizations (such as MSU Band, Student Government Association, and athletic teams) do not need to provide a COI as they are covered under the University’s policy
Start the Reservation Process