Below is a listing of forms and information required for Event Planning at SVC. Please review each document carefully and contact the relevant departments with questions.
STEP 1: Please review the Internal Events Calendar and Public Events Calendar to find an available day and location for your event. Below is a list of designated personnel that can block your room for your event.
Kim Gould– Academic Services
Marion Whiteford – Communications
STEP 2: The Event Scheduling Request Form is used to request services from the various teams that take part in creating events at SVC. An Event Scheduling Request Form must be completed for all events that include food, table/chairs set up, Audio/Visual needs or requests from the Communications Office if the event is open to the general public. This form must be completed at least 10 days prior to your event.
*Any event planned with less than 10 days advanced notice must be approved by the Cabinet Member in your area and brought directly to Jennifer Macksey (Everett Mansion, Room 208) and Dining Services Manager for permission.
STEP 3: When requesting an event in the Everett Mansion’s Burgdorff Gallery, hallway, or Hunter Hall’s Greenberg Atrium, where tables and chairs need to be set up, a Floor Plan must be completed and attached to the Event Scheduling Request Form.
SPECIAL NOTE: The library may be used during off hours for special events. These should be arranged well in advance with the Library Director before booking the room, and setup/tear-down time should be accounted for when planning around library hours. The faculty or staff person arranging the event is responsible for leaving the space clean, returning furniture to its original place, and securing the library when leaving.
Please follow these steps:
Download a Floor Plan Template, mark where you would like tables and chairs to be placed, and place a copy of the floor plan in the Facilities Mailbox. (See Sample Floor Plan for ideas.)
6 – 8 Foot tables
4 – 5 Foot tables
12 – 60 Inch Rounds
5 – 5 Foot Tables
16 Wooden Chairs
If you need more chairs or tables than what we have to offer, you will need to rent items from E-Z Way Rental located on 115 County Street, Bennington, VT 05201, 802-442-8393.
Tables and chairs cannot be moved from building to building.
Floor Plan Template Sample Floor Plan
STEP 4: When requesting an event that requires food, the appropriate section of the Event Scheduling Request Form must be completed. Please review the Menu & Fee Schedules for ideas and pricing of standard items or contact Dining Services for additional information and options. Phone: 802-447-4024; e-mail: email@example.com.
Please Note Linen Sizes:
• 114″ fits and 8′ and 6′ with a 6″ hang.
• 85″ fits a 60″ round.
• 2 linens are needed if draping an 8′ or 6′ to the floor.
***Linen delivery is on Tuesdays and needs to be ordered one week in advance.***
STEP 5: If changes need to be made after you’ve submitted your original Event Scheduling Form, e-mail your changes to firstname.lastname@example.org.
Below are other OPTIONAL forms that can be used to help with your event planning:
The Event Timeline form is used to track all the key tasks that need to be completed before and after your event.
Event To-Do List
The Event To Do List is used as a guide to track key tasks that need to be completed before and after your event.
Staff Plan: Small Event
The Staff Plan: Small Event form is used to communicate day of tasks, locations, and time completed to the team that is working your event. This sample is most useful for a small event.