Event Space Reservations & Resource Requests

If you have an event that requires set-up service and/or custodial service, please contact Meetings Events & Conferences and request the services needed by emailing Scheduling@stmarys-ca.edu.

Meetings Events & Conferences will follow up on the request and schedule the set-up, take-down, moving, and custodial services requested.

Please review, if you haven’t already, the new processes outlined below that went into effect on January 1, 2024. Adherence for all event reservations and resource requests will be required in order to support a sustainable campus supporting equitable access and positive event experiences for all participants, planners, and all of us working behind the scenes to make these events successful.

Event Space Reservation Requests

• Event Space Reservations must be submitted a minimum of fourteen (14) days prior to an Event. 
  • Event Space Reservation Requests received less than 14 days prior to the Event Date may incur a minimum fee charged to the requestor’s GL Account.
    • Note: Classrooms and Conference Rooms require a reservation request just 2 days in advance.
  • Event Space Reservations require a minimum of a 90 minutes between events for setup, teardown, and cleanup.
    • Classroom spaces require a minimum of just 30 minutes between events.
  • Coming Soon: Use our SMC Event Planning Template to create your Event Timeline and more.

Spaces Requiring pre-approval before MECS can book the space:

• Athletic Spaces: contact Matt Buhler, Athletics
• JARC & Recreational Spaces: contact Becky Harper, Recreational Sports
• Classrooms: Can be booked after the Add/Drop period concludes
• Club Events: Student Involvement & Leadership (SIL) via Presence
• Delphine Lounge: contact Kimiya Shokri, Delphine Intercultural Center
• Chapel Side & Main, Fountain Courtyard (aka Rose Garden), Holy Family Garden, MMC Lounge: contact Colleen O'Healy da Silva or Carrie Davis, Mission & Ministry Center
• LaFevre Theater & Performing Arts spaces: contact Danielle Ferguson & Beckett Finn

How to Request an Event Space:

• Submit your Event Reservation Request directly through Astra Scheduling in MySMC
  • AdAstra Tutorial: Request an Event Space 
• Submit your request via email: Scheduling@stmarys-ca.edu
• Include the following required information in each Event Space Reservation Request
  • GL Code
  • Event Title, Date, Time & Location
  • Event Reservation Time = Your Setup Time + Event Time + Tear Down Time
    • Setup Time: Include additional time in your Event Reservation prior to the actual Event Start Time so you can prepare the space for your participants.
    • Event Time: Your advertised Event Time for your participants
    • Tear Down:  Include additional time in your Event Reservation after the Event ends so you can clean up the space. Everything you bring into space must be removed during this time.

Cancellations for Event Reservations: 

• All Event Reservation cancellations must be submitted a minimum of three (3) days prior to an Event. 
• Late Cancellations & No Shows: GL Codes will be billed for all applicable labor hours spent. See below for the Policy and Fee Schedule for Event Space Reservations and Event Resource Requests.

Event Resource Request Deadline

• Technology & Event Resource Requests must be submitted a minimum of ten (10) days prior to an Event.
  • Event Resource Requests with less than 10 days notice will incur a fee to compensate for the additional labor required to accommodate late requests. 
    • See below for the Policy and Fee Schedule for Event Space Reservations and Event Resource Requests.
  • Email your Event Resource Request to Scheduling@stmarys-ca.edu. The Work Order system has changed… Do NOT use the Facilities Work Order system for Event needs.
    • Provide a GL Code (if different from Event Space Reservation GL Code)
    • Include as much detail as possible about the resources you are requesting to ensure we understand what you are requesting
    • Linens are not provided by MECS; they are available through CaterTrax
  • Setup (and Layout): 
    • Tables (6’/8’ longs and/or 6’/8’ banquet rounds), Folding Chairs, 10’ x 10’ Canopies, Trash, Recycling & Compost Receptacles, etc.
      • A list of available resources can be found here:
  • IT and/or Audio Visual Needs: Projector, Screen, Laptop Connection, Microphones, Speakers, etc.
    • Tech Checks are scheduled 30 minutes prior to the start of the Event unless otherwise requested
    • You are welcome to contact the Service Desk x4266 with any questions
  • Electrical/Power needs: Extension Cords (Length and Quantity), Surge Protectors (Length, Quantity and # of Outlets), Spider Boxes (DLS Lawn and Chapel Lawn only), etc.
    • NEW Surge Protectors, Extension Cords, and Fire Extinguishers will be provided through the new MECS Equipment Loan System by emailing Scheduling@stmarys-ca.edu.
      • A GL Code is required at time of request
      • Failure to return loaned surge protectors and/or extension cords will incur a replacement fee for the full cost of the replacement purchased.
  • IMPORTANT NOTE: Tier Scheduled Events will receive priority resource allocation. All other events scheduled the same day may not receive exactly what is requested, but we will do our best to accommodate every event need.
  • Standard Event Layout Templates will soon be available on our website

MECS IT Services

• Event Technology Requests, Event Resource needs & Layouts must be submitted a minimum of ten (10) days prior to an Event. 
  • Tech Checks are scheduled 30 minutes prior to an event
  • Zoom licenses must be requested via the ITS Portal in conjunction with Rob Limon, Academic Media Producer.
  • Services include: 
    • Service Desk Help Locations: Galileo 111 and the Library
    • Service Desk Hours: Mon-Fri: 7:30am - 7:30pm, Saturday: 7:30am - 3:30pm
      • Phone: 925-631-4266 | Email: ServiceDesk@stmarys-ca.edu
    • Capability by Event Space coming soon​​​​​​​​​​​​​​​​
• Audio & Visual Equipment and Technical Support is provided for events per IT’s Service Level Agreement (SLA):
  • Hours of Operation: Monday - Sunday, 7:30am-10:00pm 

Did you know you can also borrow Tech for your Event? Click here to borrow and return on your schedule.

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