Organizing a Vol State Event Location

Recommended Steps When Organizing Event Locations

Finalized details of your request should be worked out before you begin submitting any of the following requests. This will include when and where your event will take place, how many people you expect to attend, if event equipment will be needed, and any other pertinent event details.

While there are minimum time frames to be met, it is requested that you consider submitting as far in advance as possible.

1. Book the Room via Vol State Astra Schedule

• The KB Articled "Requesting Setup for Events" provides steps on how to access and reserve space for the event through the Vol State Astra Schedule.
• If more assistance is needed, you can contact the Scheduler at extension 3616 or the IT Help Desk at extension 3302.

2. Complete a Plant Ops Work Order

• You can submit a Plants Ops Work Order Request through the "My Vol State Portal" and the "Plant Operations Request App". (aka. SchoolDude App)
• A Plant Ops work order should be submitted with details of the event (date, time, location, etc.). Including a detailed layout of tables and chairs with the work order will ensure a smooth and accurate set up. Plant Ops requires a minimum of one day in advance of the event to allow for planning and scheduling.
• For more information on the Plant Ops work order process, please contact Michelle Boyd at (615) 230-3617 or Michelle.Boyd@volstate.edu.

3. Complete a Marketing, Communications, and Media Services Event Submission Request

• The "Event Calendar Submission" form can be found at the "Marketing, Communications, and Media Services" and "Campus Events" webpage.
• All event requests must be requested at a minimum of 72 hours in advance of the event.

4. Submit Event for Publicity

• The"Event Calendar Submission" form should be used to list your events in the Vol State web calendar. If you would like to promote your event through additional outlets, please contact the Office of Marketing, Communications, and Media Services at Marketing@volstate.edu.
• It is recommended that you list your event at least two weeks in advance of the event. If you would like to feature your event in the campus-wide digital sign, you will need to submit the event four weeks in advance.
• If you have an evening event where you are inviting the public, please also email the Office of Marketing, Communications, and Media Services at Marketing@volstate.edu to let them know your intended audience.