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For Faculty, Staff & Students
Event Management

For Faculty, Staff & Students

Faculty, staff, and recognized student groups are able to request space and host internal meetings and events for the campus community.

Faculty, staff, and students seeking to use College facilities to host a private or non-Moravian College sponsored event(s), must proceed as if an external group requesting space at the College.

Steps for Planning Internal Events

The Office of Event Management can assist faculty, staff, and students in the reservation of certain campus spaces, as well as providing resources for planning internal events. However, the event requestor is responsible for planning and executing their event. Below is a step-by-step guide for hosting an internal event.


Requests should be submitted through the College Master Calendar.

  • Meeting space must be scheduled at least 3 business days in advance.
  • Event space should be scheduled at least 21 business days in advance.

Most meeting rooms and event spaces may be requested up to 375 days in advance. However, classroom availability is not confirmed until the first week of each semester and athletic facility availability is based on NCAA and student athlete schedules.

When requesting a space, the following information will be asked in the form:

  • Event Requestor's Contact Information
  • Event Name, Date, and Times
  • Setup and Breakdown Times 
  • Anticipated attendance
  • Desired Campus, Building(s), Room(s)
  • Media needs
    • If the event requires media support, please indicate this in the event form by listing the media needs. There is not a separate form to fill out for media requests. A representative from the media team will be in touch if there are any questions regarding your request. Media playing at events (slideshows, music, etc.) are available and are most successful when requested 7 business days in advance.
  • Catering and/or special setups
    • Events with Catering/Special Setups MUST add the following amount of time to the requested event, in order to account for setup and breakdown.
      • Classroom or Meeting Room: Add 30 minutes to the start and 30 minutes to the end of your scheduled event time(s).
      • Athletic, Dining, or Outdoor Space: Add 2 hours to the start and 1 hour to the end of your scheduled event time(s). Additional setup time may be required based on event size and demands. Please coordinate with the Space Administrator and FMPC for large scale events.

The request will be reviewed by the Space Administrator and Resource Providers to let you know if your request was approved or if there are any conflicts.

Events requiring FMPC and/or Media Services support on weekdays after 4 PM or on weekends, may be subject to charges for labor/overtime.


It is important to share the setup and breakdown needs of meetings and events on campus. Below is an overview of the best point of contact based on the location of your request.

  • HUB event setups should be indicated on your event request form. The HUB staff will coordinate your setup needs with FMPC.
  • South Campus setups should be communicated directly with Blair Flintom. He will coordinate your setup needs with FMPC.
  • All other campus event setups should be submitted online via SchoolDude.

The event requestor is responsible for notifying FMPC and the Space Administrator of a change of meeting, location, and/or time at least 3 days before the event if a custom set-up is required.

If items are requested that the College does not own, they will be ordered from a rental company at the expense of the Event Requestor.


Sodexo provides all catering needs for internal and external events hosted at Moravian.

Food service and linen needs should be made directly with Catering Services at least 7 business days in advance.

Final food needs and headcount should be confirmed between 4 and 7 business days before the event.

The event requestor is responsible for notifying Catering Services and the Space Administrator of a change of meeting, location, and/or time at least 3 days before the event.


Campus Police is responsible for maintaining a safe and pleasant environment for the campus community. Officers assist in event management particularly when it involves parking and security issues.

Contact Campus Police to make arrangements for traffic control and parking needs at least 7 business days in advance.

If on-site security staff is requested, 2 weeks notice is needed to schedule Officers and/or Private Security who may be requested to assist with the event.


Once your request is confirmed, you should begin publicizing your event. The Campus Events Calendar is a place for public-facing events. Community members, alumni, parents, friends of the College, faculty, staff, and students all refer to this calendar to stay on top of what’s going on at the College.

Events NOT appropriate for the Campus Events Calendar  calendar include: department meetings, club meetings, private activities, or anything of an internal nature.

Event planners seeking to publicize on the Campus Events Calendar may do so by selecting this option in the event form. 

To advertise on the plasma displays, complete the marketing request form created by Marketing and Communications team

All advertisement/communication for events hosted at the College must include the following statement:

  • Graphical Flyer/Poster (including email): Moravian College encourages persons with disabilities to participate in its programs and activities. If you anticipate needing any type of accommodation or have questions about the physical access provided, please contact the sponsoring organization/department at least one week prior to the event.
  • Written Publication (ie; press release): Moravian College seeks to provide an accessible and hospitable learning and working environment for all, while ensuring full compliance with federal and state regulations. Our community welcomes and encourages persons with disabilities to participate in our programs and activities as faculty, staff, students, and as visitors to the College. If you anticipate needing any type of accommodation or have questions about the physical access provided for an event on our campus, please contact the event sponsor at least two weeks in advance of the event. For information regarding professional photography and graphic design needs, contact Marketing & Communications.