Planning your EvenT

Getting Started

When planning your event, you need to identify a few key things:

  • What is the goal of your event?

  • What type of event do you want to host?

    • Examples: general meeting, social, informational, speaker, formal event, promotional

  • Who is the audience? And how many people?

  • What type of space will you need?

    • Examples: a large room, a small room, lots of floor space, many tables

  • When do you want the event to start and end?

  • How are you publicizing the event?

Information on Event Spaces

Before requesting an event, think about:

  • How many people are you expecting to show up?

  • Will you need room for tables, chairs, a podium, speakers, a stage?

  • How many tables and chairs will you need? And how will they be set up?

Room Capacities:

  • Carriage House Main Lounge: approx. 44 people

  • Carriage House 24-Hour Lounge: approx. 24 people

  • Mellon Board Room: approx. 120 people

  • Rea Coffeehouse: approx. ___ people

  • Welker Room, Laughlin Music Hall: approx. 80-100 people

When you are interested in reserving a space, please submit an Event Request Form.

what Do I want at my event?

To order catering, use Catertrax.

  • Your organization is responsible for purchasing the order. You may request UBC funds.

  • Even food and drinks such as snacks, cans of soda, and water need to be requested through Parkhurst Catering.

  • If you want outside catering, you must request permission from Parkhurst’s Catering Department (Parkhurst@chatham.edu).

  • Don’t forget: you must request and purchase linens through Catering.

If you have tech needs, you may request:

  • loaner laptop

  • projector

  • slide advancer

  • speakers

  • wireless and lavalier (clip) microphone

  • microphone stand (table/podium, floor)

  • music hookup

If you want a speaker at your event:

  • Coordinate with the speaker(s) to decide the time/ date

  • Decide how you want the room to be set up for the speaker:

    • Standing at a podium with an audience of chairs

    • Sitting around a table (casual)

  • Give the speaker(s) an honorarium for their time

transportation needs

The Office of Student Engagement will request transportation on your behalf, so please consider the things below when planning. Your transportation may be denied if your location is easily accessible by Pittsburgh Regional Transit (PRT) bus.

Things to consider:

  • How many people are you transporting?

  • Where are you departing from on campus? And where is your destination?

  • What time are you departing from campus? And what time are you departing from your destination?