Promotion and Carlson Spaces

Event Promotion

Academic Affairs & Student Engagement Newsletter

Events that are posted on the mbaclubs calendar will be automatically added to the weekly newsletter, with little detail. Clubs are encouraged to submit an event announcement with event more robust details- when appropriate- to be added to the newsletter. Groups can submit their event announcement to the Newsletter Content Google Form to be published in the newsletter. Submit your newsletter submissions by the end of day Thursday to be included in the following Monday newsletter.

Master's Lounge Bulletin Board

Students can also post on the Master's Lounge bulletin board. Please only post flyers on the bulletin boards. Flyers will be removed from doors, walls and other areas by custodial services, according to Carlson School policies.

University/Carlson Community

Organizations can contact Meghan Leatherman (mmullane@umn.edu) for assistance in communication their events to the University of Carlson School communities. Meghan consults with the Carlson School's communications team on the feasibility of press releases for larger events and needs at least 3 months in advance for large events.

Media Requests

Any media requests for Carlson School faculty, staff or students should be coordinated on a school-wide level so we all maintain a consistent message with external entities. If you should receive a media request, please forward them to Phil Miller (pjmiller@umn.edu), so we can coordinate a response with the Carlson School's communications team.

Full-Time MBA Events: MBAA Clubs Calendar (mbaclubs@umn.edu)

All Full-Time MBA Club events need to be added to the "mbaclubs" calendar so all MBA students can view the details of the event and RSVP accordingly. Club leaders should schedule their event on the calendar with the following procedure"

• • 1. Create the event on their personal/club calendar. Clubs should include all details of the event - who, what, where, when, why, how much, etc.

    2. Invite mbaclubs@umn.edu to the event as a guest.

    3. The event is reviewed and approved or denied by the moderator, MBAA VP of Communications. An "approved" event will be "accepted" by the mbaclubs calendar, and the moderator will assign a classroom if the event is over the lunch hour. If the event is declined, the club should reschedule their event following the same procedure.

    4. When the event is approved by the VP of Communications, the club may invite others to the same calendar invite for their event. Club leaders should send out a signup sheet through Google Sheets to track their RSVPs.

Part-Time MBA Events: PT SLC Calendar mbaslc@umn.edu 

A student group should contact Meghan Leatherman to obtain editing access to the calendar (password protected; only for club leaders), or to have your event added to the calendar.

Classroom Reservations

Office of Classroom Management

If clubs need other room options they may reserve a classroom through the Office of Classroom Management. Club presidents can visit the Office of Classroom Management's Classroom Schedule Viewer for available room locations in Carlson, Hanson and across campus. Available rooms can be reserved at the same website under scheduling. The Office of Classroom Management does not charge registered student organizations an event fee for classroom space that is reserved for a weekday. Weekend room reservations could result in a fee. (Please note the MBAA Student Club # is 886 and PTMBA SLC # is 1879 ). 

Reserving a Room Step by Step Process

• • Go to The Office of Classroom Management page (https://classroom.umn.edu/)

  • Click "Access classroom scheduling”

  • Navigate to 25Live with the following campus-specific link: 25Live-Twin Cities

  • Sign in with your x500 (located in upper right hand corner)

  • Click "Create an Event"

  • In the Room Type dropdown box, select one of the following:

    • • "General Purpose Classrooms Event" to book a room in Hanson

      • “Carlson School of Management (CSOM) Event” to book a room in Carlson

      • Can play around with other selections to book rooms elsewhere on campus

  • Fill out the form with required event details

  • For “Department or Student Organization” select “Carlson MBA Association (TC)”

  • After choosing your event date and time, click “Refresh” in the “Recommended Locations” box.

    • • To book a room in Hanson, type “Hanson” into the search box to narrow the results

  • Once you find a room that works, click the blue “Request” box 

  • For “Department ID or Student Organization #” the MBAA Student Club # is 886

  • Save your request

  • You will receive an auto-response email with a reference number and a summary of your event details. Requests will be reviewed in approximately 2 business days

    • YOUR RESERVATION IS NOT CONFIRMED until you receive an email from OCMEvent@umn.edu with the event confirmation details

Please Note: ONLY CAMPUS LIFE PROGRAMS (CLP) and REGISTERED STUDENT ORGANIZATIONS (RSO) CAN RESERVE ROOMS THROUGH THE OFFICE OF CLASSROOM MANAGEMENT. Please Contact Meghan Leatherman (mmullane@umn.edu) with room reservation questions.

Carlson Departmental Rooms and Executive Center Requests

Send all requests for the Carlson Executive Center rooms, 3M Auditorium, and the CSOM and Hanson Hall Atriums to csrmschd@umn.edu with event details. 

Weekend Room Reservations

If a University affiliated group reserves a General Purpose classroom on Saturdays, from 8:00am-4:00pm in Carlson or Hanson Hall, they will not receive a charge from Facilities Management. If a group chooses to reserve a General Purpose classroom on a Sunday or outside the 8:00am-4:00pm Saturday time slot, they will be charged the fee below based on how many rooms are reserved. (1-7 rooms reserved: $282.00 fee, 8-14 rooms reserved: $565.00 fee)

Fees are charged per day and payment is expected prior to an event. Fees are subject to change without notice. events in rooms seating more than 200 will receive a custom proposal. Please be aware that Facilities Management may also have to charge an excess cleaning or damage fee, should a group leave the space in poor condition. If either fee were assessed it would be done on a time and materials basis. 

Students making weekend room reservations must submit the request at least two weeks in advance and complete the After Hours Facilities Request. 

Master's Lounge (1st Floor CSOM)

The Master's Lounge is a public space, open to all graduate and professional students at the Carlson School, including Full-Time, Part-Time, and Executive MBA, MS, MA and PhD students. The quiet room is to be only used for studying; whereas the main lounge can be used for socializing. However, any event in the lounge must not deny access to any graduate and professional student's usage of the lounge. The lounge cannot be reserved for private events.

Carlson Building Services

Custodial

Although student organizations are required to clean up thoroughly after an event, additional custodial services (i.e. additional trash containers) can be requested. Fill out the Building Request Form seven days before the event. Charges may be assessed for custodial services depending on the event day or time and the number of people attending.

Staging Area for Caterers or Equipment Storage

The may not always be separate spaces to provide staging areas of storage for equipment. However, there are a few classrooms and smaller meeting rooms (breakout rooms) located around the perimeter of the Carlson School atrium that may be reserved. Users are responsible for providing appropriate floor coverings to protect the carpet for extra custodial services if additional carpet cleaning is required due to lack of proper protection.

Receiving Dock at Carlson

Your event coordinator is responsible for receiving equipment and directing set-up. Please call the Zone Administrator for Zone 2 at Facilities Management at 612-624-2900, or the Building Manger at 612-624-3842 with specific questions. The loading dock is located at the east end of the building.

 AV & Equipment

As available, this equipment is issued by Building and Event Services at no charge to Carlson departments on a first-come, first-serve basis with priority to 3M and Atrium reservations.  Requests for these items must be submitted at least 7 business days prior to the event date (or noted on initial "Room Reservation Request Form") to: csrmschd@umn.edu    

• • • 9 ~ 6' rectangular banquet tables (not available for set up inside OCM-scheduled general purpose classrooms)

    • 19 ~ Cafe (high top) tables

    • 1 ~ Portable Coat Rack (with 200 coat hooks)

    • 5 ~ Wireless microphones (3 handheld and 2 lapel) for 3M Auditorium only

Podium, easels, video, etc. can be requested from Carlson School IT. Applicable fees may apply. 

Room Set-Ups

Specialized set-ups may be arranged for the Executive Center classrooms. A seven day notice is required for these requests