EVENT PLANNING FORM

Event Name________________________________________________________ CUSTOMER INFORMATION:

Sponsored By:______________________________________________________
Date Submitted_____________________________________________________
Building____________________________________________________________
Room(s) _____________ _____________ _____________
Reserved By________________________________________________________
Contact Person(s)____________________________________________________
Faculty/Staff Advisor_________________________________________________
Email______________________________________________________________
Telephone (________)________________________________ P.O. __________
___________ ON-CAMPUS OFFICE/ORGANIZATION:

EVENT DATES AND TIMES: Charge Acct. # (required)______________________________________________

Please use ACTUAL STARTING and ENDING times for event. (All events are subject to setup and service charges)
(Times listed will be the times published)
If using the same set-up/room over multiple days, you may use the same form List event on Concordia’s online calendar
A.M. A.M.
Date(s)____________ Time____________ _ P.M. To Time________ P.M.
For more information regarding event setup, please call the
A.M. A.M. Campus Events Manager on Duty at (701) 730-8310.
Date(s)____________ Time____________ _ P.M. To Time________ P.M.
A.M. A.M.
Date(s)____________ Time____________ _ P.M. To Time________ P.M. FOR OFFICE USE ONLY
What time do you need access to the space? (ex: decorating): RESERVATION #_____________________ WORK ORDER NEEDED______
Please submit separate form for rehearsals. Approved_____________________________________ Date___________
(Subject to approval)
COPIES TO:
A.M. A.M. Event Book Building Supervisor Boiler Plant
Date_____________ Time_____________ _ P.M. To Time________ P.M.
DMS – Sound DMS – Video Concessions Catering
Please attach a rough draft of the itinerary or Lights Telecom Deliveries Grounds Electrical
program for your event. Security Music FFCT Athletics Parking
SERVICES REQUESTED: Other________________________________________________________
See organizational checklist for event planning on second page.
Revisions (Initial/Date)____________________________________________

ROOM DIAGRAM (required)

If submitted without a Room Diagram, Campus Events will provide you with a best fit. ___
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Setup information must be documented on this form at least three weeks before the event is to take place. Be clear and concise with your request. Any changes to the original request
must be communicated to the Campus Events Scheduling Coordinator via email or phone. Please do not resubmit this form. Campus Events is not responsible for the changes unless
we have been notified in advance.
 Organizational Checklist for Event Planning
Complete the checklist for services and/or equipment you are requesting. If you have any questions regarding the details
of an event, please contact the Campus Events Scheduling Coordinator at (218) 299-3729 or roomres@cord.edu.
(Check all that apply) Catering by Concordia DMS (Olin) – Sound Services
Room Setup Call (218) 299-4271 or email catering@cord.edu ccmsound@cord.edu
Estimated number of attendees __________________ (Please call DMS Sound prior to completing this
Please contact Catering by Concordia prior to form – (218) 299-4627.)
completing this form to arrange for food, beverage
CHAIR DESIGN: (All equipment is subject to availability)
and table linen/skirting needs.
LECTURE/CONCERT STYLE: Sound check required? Yes No
Food
Straight rows Offset rows
Table linens/ skirting Scheduled: date __________ time ______________
(3 week lead time preferred) (Sound Services staff will determine if this is possible)
MEETING/BANQUET TABLE DESIGN:
Conference Square – Open middle Please do not place your order on this form.
SPECIFIC MICROPHONE TYPE OR USE
U-Shape Conference
Concessions (Subject to availability. If possible, make note of
5-foot round tables location on room diagram)
6 Chairs or 8 Chairs Telecom Services Podium Microphone: Quantity ____________
8-foot rectangle tables Basic desk phone: Quantity___________
Handheld Corded: Quantity ____________
Classroom style – Tables with chairs on one side Group speaker phone: Quantity___________
Director style – Closed middle Handheld Wireless: Quantity ____________
Need temporary telephone number activated
Date _________________ Location ________________ Table Top: Quantity ____________
OTHER TABLES:
Start time_____________ End time _______________ Head-Worn Wireless: Quantity ____________
(For tablecloths and skirting, please check with Catering by Concordia)
iPod playback CD playback Record – Audio
Catering table. (Quantity beside type) Facilities Management
8-foot _____ 6-foot _____ 4-foot _____ Arrangements Laptop Sound
Serpentine (1 = ¼ circle) _____ Provide details: ______________________________
BUILDING SERVICES: ___________________________________________
Half Round ____ Cocktail: tall ____ short ____
Total garbage cans (#)_______________________
Oval Table Large or Small DMS (Olin)
Other ___________________________________ Video Services/Technology
Registration table. (Quantity beside type) ccmsound@cord.edu
Chairs _____ (Please call DMS Video prior to completing this
DELIVERIES: form – (218) 299-4202.)
8-foot _____ 6-foot _____ 4-foot _____
Delivery time _____________________________
Single Camera
Other table. (Quantity beside type) Pickup time ______________________________ Multi Camera (Contact DMS with specifics 299-4202)
Chairs _____ Delivery. Item(s) ___________________________ Video Projection (LCD Projector)
8-foot _____ 6-foot _____ 4-foot _____ Screen: 9x12 6x8

PARKING SERVICES: Laptop Computer

Knutson Centrum Stage
Barricades. Time __________________________ Video: DVD Other format
Size: (W)__________ (D)___________ (H)___________
Other ___________________________________ PowerPoint: YES NO
(Available Sizes, w x d x h: “Chapel Size” (12’x 8’ x 16”);
Webcast
8’ x 4’ x 8”; 8’ x 4’ x 16”; 8’ x 8’ x 16”; 12’ x 8’ x 16”;
20’ x 8’ x 16”; 24’ x 12’ x 16”; 24’ x 16’ x 16”) GENERAL CONSTRUCTION (CARPENTRY):
Tech Assistance Needed
Black surface Carpeted surface ____________________________________________
On-site tech assistance – additional fee
GROUNDS SERVICES (OUTDOOR EVENTS):
Memorial Auditorium Stage Tech consulation/tutorial
____________________________________________ 8-5 p.m. Monday-Friday – no charge
(Many different available sizes and options.)
ELECTRICAL SERVICES: Tech assistance not needed
Steps on ______________________side ____________
____________________________________________
Size: (W)_________ (D)__________ (H)___________
Black surface (shiny) BOILER PLANT: MA (Air handlers off – concert mode) Campus Lights
(Please call Campus Lights to confirm any special
Carpeted surface Start time: ____________ End time: ____________ lighting needs after completing this form –
Handicap ramp (Memorial Auditorium only)
(218) 299-3775.)
Event Security Stage lighting
Special Equipment
(May be required by Director of Public Safety.) Other _____________________________________
Podium
Curtains backdrop and/or side 16-foot velour Additional security officer on duty
(All equipment is subject to availability)
Curtains 8-foot display Parking attendants
Floor cover (Memorial Auditorium only) Bus transportation arrangements
Laptop cart (Jones A,B,C,D) FM ambulance
Roll and fold stage deck
White board Chalkboard Coat racks
Piano (Professional movers required for pianos on a PRINT
stage– extra charge)
Risers
Height ___________ Number___________________
Sound shells (Memorial Auditorium only) SUBMIT
Floor rolling
Choral risers
Three-step Four-step RESET
Stage skirtings
Attached Unattached (pipe and rail)
OTHER SPECIFIC DETAILS:
(i.e., additional time needed for setup, teardown, etc. Include details.)

Email this event planning form to the Campus Events Scheduling Coordinator
at roomres@cord.edu no later than three weeks prior to the event.

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