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Your event space is critical to the success of your event; therefore you must think about these four topics:

• Set Up

  You must think about how you envision the room to look including tables and any media needs.

  • Space Diagrams - use these diagrams to map out exactly how you would like the space to be set up
    • There are a limited amount of tables and chairs on campus; if you are looking for a specific type of table (cocktail) they will need to be rented ($).
    • Accessibility - make sure the aisles are wide enough for a person in wheelchair to attend.
  • Media & Technology  - your group may be charged a fee for utilizing Media Services so make sure to read their Service Summary to avoid any charges.
    • Events & Conferences will notify you about any possible charges before your reservation is confirmed.
    • Certain equipment can be reserved through the Rhodes Office free of charge.

• Capacity

  If the space is too big, your event will feel empty. If your space is too small, you may have to reject entrance for people. Choosing the right size for your space isn't an exact science but these Capacity Number sheets can help:

  • Classroom Capacity Sheet
  • General Meeting Rooms Capacity Sheet

• Security & Crowd Managers

  Depending on the size and type of event, security and/or crowd managers may be required.

  • In June 2011, the need for Certified Crowd Managers at every dance hall with an occupant load of 100 persons or more became effective in accordance with the state regulations.

• Accessibility

  Your group has an ethical and legal responsibility to ensure that people with disabilities are able to attend and participate in your event.

  • Communications and Physical Access Guide
  • Language and Etiquette Guide