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 be part of a “group” in order to reserve a space. Please check with Student Leadership & Involvement 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 one week prior to your event to request set-ups and can be reached at pplant@allegheny.edu.

If you need AV equipment you MUST contact Craig Pardee at cpardee@allegheny.edu at least one week before your event.

If you need catering, you MUST contact  Catering at catering@allegheny.edu three weeks before your event. Confirmation of number of attendees is needed 48 hours before the event.  Please remember there are spaces where you are required to use Parkhurst services.  Check with Parkhurst before you order outside catering.

You must contact Housekeeping at housekp@allegheny.edu for set-ups in the Campus Center and for all housekeeping services in every building.

You must keep in contact with Student Leadership & Involvement 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 and 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