EVENT PLANNING F.A.Q.
Who do I contact to book a room or venue on campus?
In the University Student Centers, please contact the Event Services office at 919-515-2249 or email: firstname.lastname@example.org
What fees should I be aware of when planning an event?
In general, you should be prepared to pay fees for:
- Room rental
- Set-up and tear-down
- Facilities Work Orders
- Parking Permits
- Staff to work your event
- Sometimes some fees do not apply, but this depends on the specific needs of each event.
Who can reserve space within the University Student Centers?
All are welcomed to reserve space within the University Student Centers; student organizations, university departments and all non-affiliated entities of the university.
What kinds of decorations are allowed in the meeting rooms?
Decorations, signs and other materials must not be attached to the walls, doors, painted or papered surfaces of the building with tape or staples. Poster putty, provided by the client, may be used. All materials must be removed at the conclusion of the meeting or event.
How can I advertise for my event?
Digital signage, poster boards on easels, and sidewalk chalk in approved locations, please consult the Event Services office at 919-515-2249 or email: email@example.com.
What is the largest accommodating venue?
State Ballroom, Stewart Theatre, and Witherspoon Cinema
How early can I submit a reservation?
Our submittal process is dictated on the classification of the reservation. For example, recognized annual University events (e.g. New Student Orientation, Open House, and Commencement) may be scheduled up to two years in advance.
Special Events (e.g. Ballroom programs, multi-day/multi-venue events) may be scheduled up to two years in advance.
For the full submission window, please consult the Event Services Guidelines <link to guide>
May I bring in food and drinks for my event?
Please review the Event Services Food and Beverage Guidelines <link to Reservation Guidelines – Food and Beverage Guidelines section>
What are the transportation/parking accommodations, where should guests park?
Depending on the time and location of your event there are various parking options. Reynolds Coliseum parking deck <link to map> and Dan Allen parking deck <link to map> Our reservations staff will be happy to coordinate your parking needs.
What are my responsibilities as an organizer/host?
Be present at all times during the event, and respond to any problems or complications that may arise. Be the primary contact for making reservations and arrangements for all space being used for the event, support, and equipment services. Work with the appropriate departments to arrange for needed rooms. Ensure that event participants abide by university policies (e.g., smoking restrictions, standards of conduct, alcohol policy, parking). Pay the cost of additional equipment and/or staff if required to accommodate the event. Arrange for chaperones if any participants are under 18 years old. Make and communicate parking arrangements with guests, including parking of buses and/or vendor vehicles. Arrange to direct participants to both the facility and specific room when they arrive.
What do I do if I decide NOT to use the space I reserved?
Contact University Student Centers Event Services office at 919-515-2249 or email firstname.lastname@example.org
How do I get my student organization officially registered?
Student organizations are registered through the office of Student Involvement (formerly SORC) located in Harrelson Hall room 103, 919-515-3323; http://ncsu.orgsync.com/
How do I connect to the internet in the building?
Our facilities offer guest wireless accounts and wired Ethernet connections. Due to construction in the Talley Student Union, please inquire with our reservation staff regarding available wireless coverage.
Where should I check for lost and found items?
Contact Information Services at 919-515-3138 or email@example.com
How would I receive help during my event?
Our staff is always willing to help, you can reach the building manager on duty at 919-255-0676 and Information Services can be reached at 919-515-3138 or firstname.lastname@example.org
Can the Event Services office help me plan my event?
Yes, we are happy to help plan your events within the University Student Centers.
How do I order catering?
For events within our University Student Centers, please contact the Event Services office at 919-515-2249 or email email@example.com. For catering needs outside our facilities please contact Rave! Catering directly at 919-515-2023. All catering orders can be submitted online at catering.ncsu.edu
What if I want to use a different caterer for my event?
Rave! Catering is the exclusive caterer for Talley Student Center and Witherspoon Student Center. All catering services are coordinated by the Event Services office. Exceptions may be granted under special circumstances to use external catering. To request an exception, a Catering Agreement Form must be completed and returned to the Event Services office no later than three weeks prior to the date of the event. The University Student Centers and University Dining will review the agreement to determine if an exception is granted. If an exception is granted, the approved caterer is required to pay an external catering fee and to abide by the food handling practices in the Catering Agreement. Catering Agreement forms are available in the Event Services office. For more details please consult the Food and Beverage Guidelines <link to Food and Beverage Guidelines section in the Reservation Guidelines>
What if I need special sound equipment or video equipment for my event?
Event Services will schedule a meeting with the client to discuss how we can accommodate equipment needs.
Can I serve alcohol at my event?
Permission to use alcohol on a per-event basis requires the “Request for Permission to Serve Alcohol at NC State University Form.” The form must be submitted at least three weeks prior to the scheduled event date. The director of University Student Centers, the Associate Vice Chancellor for Campus Enterprises, and the Vice Chancellor for Finance and Business (or designee) must approve the application.
I want to support NC State’s commitment to sustainability. How can I host a more sustainable event?
Contact the Event Services office at 919-515-2249 or email firstname.lastname@example.org for sustainable options.