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303-869-5400 reservations@mines.edu

Event Planning Guide

FOR internal clients only

Room Scheduling

Reserving a space (NON-classroom)

On-campus users are welcome to use our Event Management Software (EMS) to kick-off their reservation needs.ÌýStart now by heading over toÌý!

HELPFUL HINT: Remember to log-in with your multipass information.

Types of spaces

·¡³æ±è±ô´Ç°ù±ðÌýÌýfor all event spaces on the Colorado School of Mines campus.

Need help?Ìý

Will this be your first time using our Event Management System (EMS)? If so, no worries!

Start off by checking out ourÌý. This will assist you with any questions you may have regarding our event request form and scheduling processes. After reading over our guide,ÌýÌýto add yourself as a contact for your department or group.

Please contact us at Reservations@mines.eduÌýor call us at 303-273-3046

Reserving a Classroom

Are you looking for a more traditional classroom setting to host your event? You can request a classroom by heading over to . The Campus Events Office will review your event and send confirmation or information within 2 business days.

Be sure to have your event request submitted at least 48 business hours ahead of your event.

Please contact us at Reservations@mines.eduÌýor call us at 303-273-3046

Event Setup

Setup Assistance

The Campus Events department is excited to provide professional-level event set up for your next occasion.

Our ‘A-Team’ is willing to assist in the following ways:

  • Large venue conversions
  • Room sets
  • Stage sets
  • Chair sets
  • Day-of-event production assistance
  • Grounds preparation
  • Event equipment drop off and pick-up

Setup Policies and Procedures

  • Our event setup team does not assist with room reservations or space rental. After a reservation has been placed and confirmed, our team will assist with event set-up requirements. Please useÌýÌýto submit any requests for event spaces.
  • All event requests must be submitted at least four (4) business days prior to your event to ensure all details are managed before the day of the event.
  • When requests are made with less than four working days notice, the event set up team will do its best to accommodate, but cannot guarantee success because of the uncertainty of available labor.
  • If items are lost or stolen, the requesting department or club will be charged for replacement costs.
  • In order to maintain workflow and control costs, during the production of any event, the event setup team will take direction from Scott Acker and the Campus Events department.
  • When using event spaces on campus, Facilities Management and Campus Events ask that you please clean up any trash, personal food or equipment, and any other belongings.
  • Any alteration to the facility or grounds by, or on behalf of an outside entity, must be approved in advance of the event.
Technology

Are you ready to bring your event to the next level? It’s time to start thinking about what technology and equipment you’re going to need! The Campus Events department has an ample amount of options available for you to choose from.

RESOURCES AVAILABLEÌý

  • Mounted displays in conference rooms
  • Stationary and Portable projectors
  • Laptop computers
  • Conference phones
  • A/V Cables (HDMI, VGA)
  • Easels
  • Microphones (wireless and wired)
  • Whiteboards
  • Podium
  • Portable sound system
  • ….
Catering

Time to spice up your big event? Flavours by Sodexo is the exclusive catering option for the Ben Parker Student Center and preferred option for all buildings on campus. They offer a wide variety of options for your event.

To see everything Sodexo has to the offer and place your order, visit theirÌý. Also If you have any other inquiries or questions regarding a new or existing order, please contact our Catering Coordinator by phone:Ìý303-273-3349Ìýor email atÌýcatering@mines.edu.

PLEASE REMEMBER to place your order at least two weeks in advance of your event.

Outdoor Tablings and Events

Are you looking to book an outdoor tabling or event? You can do so on Maple Plaza, Stratton Commons, and Kafadar Commons.ÌýStart now by heading over toÌý!

Outdoor tabling

To book a tabling space on Maple Plaza, please head over toÌý.

  • For Public Speech Activities, you must fill out the Public Speech Request Form and be approved to hold your tabling event. Please refer to the Campus Free Speech Policy document for more information.
  • Sales and Fundraising events do not need to be approved.
  • Food is allowed on Maple PlazaÌýhowever,ÌýÌýactive cooking of any kind is not allowed.

Please refer to the for more information.

Commons and Outdoor Events

To book an event on Stratton or Kafadar Commons, please head over to

  • FurnitureÌýmustÌýbe provided by a rental company or an outside source.
  • For Public Speech Activities, you must fill out the Public Speech Request Form and be approved to hold your tabling event. Please refer to the Campus Free Speech Policy document for more information.
  • Sales and Fundraising events do not need to be approved.
  • Food and active cooking is allowed on these spaces.
  • If serving alcohol, you must provide the alcohol but Sodexo must serve the alcohol. Please submit the Request to Serve Alcohol form and wait for approval. For more information, please refer to the as well as the document.

Please refer to theÌý for more information.

Work Orders

It may be required for you to submit an additionalÌýwork orderÌýfor your event. Work orders must beÌýplaced for the following:

  • Trash cans
  • Fencing (required if alcohol will be served)
  • Outdoor portable stage
  • Electrical work (if power must be run to certain outdoor spaces)
  • Turning off sprinklers
  • Marking grounds for staking tents

Work orders must provide all relevant event details including technical information: (rigging, electric distribution, or other), and any other consideration needed for Facilities Management. You may place your work order through ourÌýonline work order management system.

Instructions:

  1. Ìý“Property” should be listed as the nearest building to the outdoor space you are inquiring about
  2. Select the “Type” as well as “Subtype”
  3. In the textbox, please indicate that this work order is specifically for your outdoor event

For maintenance emergencies, please call Facilities Management atÌý303-273-3330, M-F 7 am-5 pm, or Public Safety atÌý303-273-3333Ìýat any time.

EVENT RESOURCES

Visitor Information

Policies

Event Procedures