Reserving space for events is key to the success of an organization's event. To learn who can reserve space, the priority standards, and how to reserve space, please read the content below:
How to Reserve Space
Step 1: Space Availability
Find out what space in the McFarland Student Union is available for your meeting or special event. Contact Conference Services at 610-683-1359 or stop by their office in Walnut Cottage near the Alumni Center.
Step 2: Reserve Your Space
Reserve the facility/room after determining what space is available. Officially confirm your reservation by submitting an online request at http://virtualemsenterprise.kutztown.edu/VirtualEMS (on campus only) or by submitting a completed Event Registration/Facilities Reservation Form at least two weeks prior to the requested reservation date to Conference Services. Forms are available at the Office of Conference Services and/or downloadable PDF.
Step 3: Approval
Conference Services will process your request. Approval or denial of requests will be sent via email by Conference Services. For requests being made with a hard copy, an email will be sent and a copy will be returned to the requesting individual.
Step 4: Coordinate Setup and AV
Coordinate Room Setup & Audiovisual Needs After the official confirmation of your reservation, contact the McFarland Student Union Operations (McFarland Student Union 274, 610-683-4087) to arrange equipment and room setup.
Who can reserve space?
All registered Kutztown University student organizations, departments, or committees may reserve facilities within the McFarland Student Union.
What about Non-University Organizations?
The McFarland Student Union provides space that can be used for meetings, programs, and events by non-University profit and non-profit making organizations. All external groups and/or events must go through the Office of Conference Services when interested in renting space in the MSU.
Non-University groups will be charged for the use of facilities as outlined in the University's Facility Use Policy.
Priority for Early Reservations for the Next Academic Year:
Each year in the spring semester, campus organizations may submit requests for space for the upcoming academic year during the early reservation period organized by the Events Scheduling Committee. This committee meets each year to schedule space for major university events that require significant planning, contract coordination, or particular space requirements. The Events Scheduling Committee, when considering requests for space in the McFarland Student Union, uses the following priority system:
- Programs funded by the Student Government Association through the Association of Campus Events, Student Government Board, or other Student Government Board funded programs.
- Programs sponsored by all other student organizations.
- Programs sponsored by University departments, committees, and offices.
- Programs sponsored by outside/off-campus organizations.