Community Event Request

Ivy Tech Southwest Event Request Form For successful event planning and execution, we request that this form be submitted to Marketing and Communications a minimum of two weeks prior to the requested event.

Request Submitted By: Date Submitted: Name of Event: Company/Organization/Club/School or Department:

Requested Date of Event: Contact E-mail: Time of Event: Contact Phone: Contact Person: Contact Address: Audience for Event: (check all that apply) Ivy Tech Students Free & Open to Public Ivy Tech Employees Invite Only Other Approximate Number of Attendees: Type of Event: (check all that apply) Lecture Meeting Trade Show/Fair Other: Food Event Fundraiser Student Club Note: Student Club event requests must be submitted by the club Advisor. Specific Event Set-Up Needed (Y or N): Is a Rehearsal/Run-Through Needed?: Room(s) Requested Vectren Auditorium New Quads Classroom (please indicate room number or (Room 147) 101, 102, 115, 117 size of room needed, i.e. seating) ______Bower-Suhrheinrich Visual Arts Center Old Quads Koch Student Center (room 152) (Room 107) (Thursday-Saturday are Gallery 169, 171, 173, 175 First Floor Commons Days- no events)

Bussing Koch Gallery Second Floor Under the spiral staircase (quiet) Commons

Technology Needs: (please check all that apply) (* indicates only available in certain rooms)

TV/Cable* DVD * Overhead Projector* Mic(s)* Projection Screen*

Temporary Conference Call * Webinar Set-Up* On-Site Technical Other Network Assistance Needed Log-In (special permission required)

Facility/Set-Up Needs: (please indicate quantity needed and check all that apply)

Number of Tables Number of Chairs Large Trash Cans Arrows/Directional Signs

Table SIZE (6ft or 8ft) Projector Table Ivy Tech Podium Special Parking Needs/Passes

Table TYPE Banner/Signs Hung Existing Furniture Moved Other (long/round/tall) (explain in notes section) (explain in notes section) Notes:

Room Set-up Requested Theatre Style U-shaped Classroom Setting Other Additional Needs # Table Cloths (Round) Color: Green Black Catering Needed: YES NO (If yes, Marketing will provide catering instructions and vendor information separately) # Table Cloths (Rectangle) Color: Green White Kitchenette Access - Rm 100

Marketing Request (all items require approval by Marketing before implementation) Who is your intended audience?

What is the message you would like communicated?

THE FOLLOWING TO BE FILLED OUT BY MARKETING STAFF ONLY: Follow Up Notifications: Please check all that have been notified and items completed Facilities CTS (IT) Marketing Projects Chancellor’s Office Notified Notified & Confirmed Notified & Confirmed Completed (Promo Pack) (if necessary) Date: Date: Date: Extra Cleaning Foundation Notified Rooms Insurance/Documentation Submitted (if needed) (if fundraiser) Reserved/Calendars Updated (if necessary) FOAP Provided CAFÉ notified Security/Receptionist Work Order Submitted (if needed) (if food served) Notified Date:

Request Approved By: Date Approved: