Professional Documents
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Event Planning Form: Room Diagram
Event Planning Form: Room Diagram
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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
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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