Room Reservations - Internal and External

Referral Process

1. Centralized Scheduling and Events manages all external reservation requests for conference and meeting space use at Metropolitan Community College and welcomes community organizations to use our facilities.
2. Our team coordinates the scheduling and support of all non-academic events in general classroom and meeting spaces across campuses and locations.
3. When a community member or organization wishes to use MCC spaces, direct them to the MCC Facilities Reservations Department. This applies to both Internal & External Events.

Required Documentation for External Events

Submit the following documents to facilitate an External Event:

1. Submit an Event Request form to inquire about location and date availability.
2. If the location is available, you will receive an email with additional required documentation to complete, administrative guidelines and a hold harmless agreement. The room will not be reserved until completed documentation is received.
3. Once notified of approval, the College will issue a Facilities Use Agreement detailing cost for the approved facility, set up and audiovisual services.
4. For events requiring catering at the Swanson Conference Center inside the Institute for the Culinary Arts; Centralized Scheduling and Events will connect you with the ICA Hospitality Manager.
5. To complete the request process, submit the signed College Facilities Use Agreement and a Certificate of Liability and Insurance with MCC as an additional named insured, in the coverage amount of $1,000,000 for the duration of your approved activity, a minimum of two weeks prior to the event. If these requirements are not met, the event will be cancelled.
6. For large events it is recommended to schedule a walkthrough of the event space and test audiovisual equipment the day before or day of the event.

Definitions

1. MCC Requesters: MCC staff and faculty conducting official activities primarily involving other MCC employees or students.
2. Community Users: Groups or organizations with participants who are not MCC students, faculty, staff, Board of Governors, or MCC Foundation members.

• External Events (Community Users): Use the Event Request Form at least 30 days before the event. Submit all other event-related forms and requests at least 2 weeks prior. We will confirm location availability and provide further instructions.
• Smaller Events (50 or fewer attendees): MCC employees can request via the Event Form in 25Live at least 48 hours prior. Specify whether the event is External or Internal. For AV or other services, reserve at least 2 weeks in advance.
• Larger Events (50 or more attendees): Reserve at least 4 weeks in advance, but is recommended to begin a year in advanced. Have all necessary information ready and submit required documents before confirmation.