Event Planning
Event Submission + Space Reservation Process
The Event Process is changing a bit this year! In order to have access to the system needed for space requests, anyone requesting space for your organization will need to complete an online, self-paced training. To receive access to this training, please email your name and your organization to studentengagement@belmont.edu.
Once you have completed training, the process will proceed as follows:
Request space on EMS (this must happen at latest two full weeks before your event)
Wait for confirmation of your space - you will need the confirmation number from your confirmation email for the next step.
Complete an Event Request through your organization's BruinLink page (at latest one full week before your event)
Wait for approval of your Event Request form - once you have received approval, your event is officially approved and good to go!
Please note that requests are addressed on a first-come, first-serve basis and you must achieve approval through both Event Services AND the Office of Student Engagement for on-campus activities. Events that take place without prior approval from Event Services and the Office of Student Engagement will be considered policy and procedure violations.
ALL off-campus activities and travel must achieve approval from the Office of Student Engagement.
Event Policies and Procedures
While we've highlighted a few key policies to follow while holding events and meetings in campus space, please be mindful of all other policies as well - you can find those in the Event Services Policies and Procedures Manual.
2 Week Timeline
In order to have full access to open event and classroom space on campus, your space request must be placed at least two weeks before the date on which you plan to hold the event. Earlier is even better!
60% Capacity
Be sure to request a space that your group will fill to at least 60% capacity. We'll do our best to accommodate preferences when this rule is followed!
Food
If you want to have food at your event, you may spend up to $250 through external vendors. Should you need to spend over $250, it will be required that you cater through Sodexo. You can reach Sodexo by email at catering@belmont.edu.
Food is not permitted in classrooms - only event spaces.
Furniture
Moving furniture is prohibited in all spaces. Classroom spaces should remain as-is and event space setups should be requested and determined through the space request process.
Decor
The following supplies are strictly prohibited as decor in classrooms and event spaces - candles, tape, glue, tacks, nails, push pins, velcro, command hooks, staples, rice, rice bags, birdseed, glitter, and confetti.
If you need help brainstorming permitted decor, we will gladly connect you with Event Services to do so!
Guest Speakers
If you're planning to host a guest speaker at your meeting or event, you'll insert that information into your event request form on Bruinlink where it asks if you'll be hosting a guest speaker. Please provide as much information as possible in your event request so that the approval process is able to run as smoothly as possible! Approval will run through the Office of Student Engagement, the Office of University Scheduling, Event Services, and any others required.
External Attendees
If you're planning to have external guests (folks who aren't Belmont students/faculty/staff) at your event, your Faculty/Staff advisor will need to be present.
What's the Difference between Events and Meetings?
A meeting is activity that could otherwise be conducted in a university classroom and is usually recurring - activities like general body meetings, bible studies, book clubs, etc.
An event is a one-time, pre-planned activity that likely wouldn't take place in a classroom-style setup - activities like socials, worship events, fundraisers, tournaments, etc.