The campus Event Registration form has undergone some big transformations over the past year. We’ve tried to improve the level of detail in the form, while at the same time streamlining the form-filling for time spent and ease of use. The feedback that we’ve received from those of you who use the form has been invaluable. Thank you for your patience and contributions to the process!
Representatives from all support departments on campus meet as the Facilities Committee every Tuesday morning at 8 am. At that time, the committee discusses newly submitted Event Registration forms for feasibility and logistics. The form has become the primary tool for groups to describe their events to the committee for support. The committee requests that the form be submitted no less than six weeks prior to the first day of the event in order to best overcome any logistical challenges that may arise. Also, the person filling in and submitting the form should be someone from the campus, and a faculty or staff member – not a student.
Let’s take a look at the form itself. I’ve created some images that will allow us to look at it step-by-step so that we can clarify its use. First, to access the form, go to the Penn State Mont Alto home page: www.ma.psu.edu. Click on “Faculty & Staff,” then find the “Event Registration Form” link and click on it.
Below is what the top of the Event Registration form looks like. Note the links at the top of the page. Policy information is there, as well as a listing of fees that events may incur, and templates for room layouts for the MPR. Every field that has a red asterisk is a required answer in order to submit the form. The difference between Event Sponsor and Group Contact is that if an outside group comes in to do an event, the sponsor would be the campus person who acts as liaison and the group contact is the non-PSU contact for the group. For most campus events, the Event Sponsor and the Group Contact are the same person.
When you reach the point at which you need to fill in date and time, simply clicking in the field brings up a calendar and slide controls for time selection. Once you’ve entered information for the first day of your event, you can click “Expand Dates” link to add more dates:
Please share as much about your event as you can in the comments section. Great details to include here may be whether you’re requesting a tech support person or custodial services for your event, temporary computer accounts, menu requests, etc. The more information our support staff has as the event is planned, the more likely that we’ll be able to overcome any logistical challenges that arise.
When you select each location that you’ll need for your event, the appropriate contact person for reserving the space should appear on the right side of the screen with telephone number. Please reserve each space before submitting the form. Likewise, when you select an item of equipment, a line will appear at the bottom of the Equipment section that allows you to specify quantity and location. If you need to request an LCD projector in two different locations for example (see below), just click LCD projector twice so that you can list a different location for each one.
The Logistics section of this form pulls together some relatively unrelated, but important, information for the committee. If minors will be present for this event, it is imperative that you choose that option so that the campus can be sure to comply to all the requirements of PSU Policy AD-39.
The Housing and Food Services section is auto-filled with NO answers to save you time: many events don’t involve meals or food. If you answer yes to any of the meals or snacks, please take a moment to use the text fields to the right of the option to state where that setup will be needed. When you’re done, click the “Submit Form” button.
The following image is what you should see when you submit the completed form. After you double-check your information, you can either click the “Edit Again” button to change your information, or click the “Form is Correct” button to continue with the submission process.
Until you click the “Accept Agreements” button at the bottom of the next page, your form is NOT YET submitted. We’ve listed everything so that you have access to the entire policy. When you’re ready, click the “Accept Agreements” button.
Congratulations! If you see this image, you’ve successfully submitted the Event Registration Form. Note the three email addresses listed – one copy goes to the Facilities Committee, one to the Event Sponsor, and one to the Group Contact.
If the committee has any questions upon review of your form, we’ll send a message asking for clarification. You’ll receive confirmation when your event is approved. Thank you for helping us provide your event with good support. Don’t hesitate to let us know if you have any questions.