Event Planning 101

When you schedule your event during the academic year, there are important steps to remember. The following information will get you started on planning a successful event:

Space reservations can be made on Scheduler.  Students must check with Student Leadership & Engagement for questions. Log into Scheduler the same way you log into your Allegheny email.

Request your space well in advance of your event – we recommend at least a month if possible. When scheduling a space, you need to schedule enough time for set-ups and take-downs. (For example, if you are scheduling a luncheon, you will need to request the TIME for the space at least two hours before the luncheon starts for set-ups and two hours after the luncheon for clean up.) If you are scheduling a space over the weekend, you may need to also request Friday and/or Monday for large set ups as Physical Plant does not work over the weekends.

Physical Plant is on campus Monday through Friday from 7:30am – 3:30pm. Physical Plant MUST be contacted two weeks prior to your event to request set-ups and can be reached at pplant@allegheny.edu.

If you need AV equipment you MUST contact audiovisualrequest@allegheny.edu  at least two weeks before your event.

If you need catering, you MUST contact Catering, Glazier-Julie@aramark.com, two weeks before your event. Confirmation of number of attendees is needed 7 days prior to any event with over 100 attendees, or 5 days prior to any event with less than 100 attendees.

Reservations in Schultz and Tippie do NOT include access to the kitchens.
If you would like to use the Schultz kitchen, Aramark personnel must be present and there will be additional charges for their labor.

You must contact Housekeeping at housekeeping@allegheny.edu for set-ups in the Campus Center and for all housekeeping services in every building.  Please give two weeks notice for any Campus Center setup requests.  Consider if the space will need swept/vacuumed and if restrooms will need cleaned and stocked.

Contact Public Safety and let them know when and where your event will occur. Let them know how many guests you expect and where you are expecting them to park.  If the event is outside of a building’s normal operating hours, let them know that you will need the building unlocked, and ask them to lock up when you are done. Public Safety should also be notified if you will be bringing additional security to campus.

Use the Project Request Form for any promotional items that you may need to advertise your event.
You can find the project request form on My Allegheny under Campus Resources or go to https://sites.allegheny.edu/marketing-communications/

You must keep in contact with Student Leadership & Engagement prior to and during the course of planning your event.

To schedule an event between Commencement and August 14, you must contact the Office of Conference & Event Services to schedule any space.

The Office of Conference & Event Services is always willing to answer any questions about how to work through the logistics of your event. Contact us at 814-332-3101 or events@allegheny.edu