Skip to main content
Event Management
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 events, must proceed as if an external group requesting space at the College.

Steps for Planning Internal Events

The Office of Housing & 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 to through the Space Administrator.

  • Meeting space must be scheduled at least 3 business days in advance.
  • Event space must 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, be sure to indicate the following:

  • Event Requestor's Contact Information
  • Event Name, Date, and Times
  • Setup and Breakdown Times (Meetings require no setup or breakdown)
  • Anticipated attendance (Events hosted during normal business hours that anticipate more than 50 non-Moravian attendees should contact the Office of Housing & Event Management and Campus Police)
  • Desired Campus, Building(s), Room(s)
  • Catering, special setups, and/or media needs

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

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

 


Facilities Management, Planning, and Construction (FMPC) are responsible for the setup and breakdown of meetings and events on campus.

Event Setup requests should be submitted at least 21 business days in advance:

  • HUB Event setups should be indicated on your event request form; 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.

Internal and external events requiring FMPC support on weekdays after 4 PM or on weekends, may be subject to charges for labor/overtime.

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

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 Service 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 of a change of meeting, location, and/or time at least 3 days before the event.


Media Services is responsible for providing technology and technical support for events hosted at Moravian College.

Media Services can best serve the community when requests are submitted via AMOS in advance.

  • For technology for meetings: submit 7 business days in advance.
  • For technology for events: submit 21 business days in advance.
  • For technical support/labor: submit 21 business days in advance, in order to schedule staff.

Internal and external events requiring Media Service support on weekdays after 4 PM or on weekends may be subject to overtime labor charges.

Media playing at events (slideshows, music, timeline) are available and are most successful when discussed 7 business days in advance.

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

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.


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.


If College transportation is required, requests should be made 2 weeks in advance to  schedule drivers and reserves buses and/or vans. Requests for transportation should be directed to FMPC 610-861-1550.

If transportation services are cancelled less than 2 hours prior to event, event sponsor will be billed for 2 hours driver time.