Advanced Planning

Planning ahead helps you reduce cost and helps us provide better stewardship of our resources.

Give yourself time to plan, coordinate, and gather help, ---this also gives your support partners at the College more time to help you achieve success. Ideally, we'd like two weeks to help plan properly, especially for larger events.

A minimum of seven days is required by Student Involvement. If you've violated the seven day advanced notice Student Involvement at 284-4562.

Some important tips:  most Building Service and Maintenance support staff are not available after 3:00 p.m. or in weekends.   


College Calendar

Try to avoid dates that are in conflict with large events, such as home Notre Dame football games, parent weekends and board meetings.

The best planning tool for avoiding large events is the College Calendar. While this is not a comprehensive listing, most major events will appear on this page.

Events are color coded and may be browsed by event type, or by calendar. Most event contain descriptions, times and locations.

Ask how you might get your event listed as a "featured event"


Virtual EMS

EMS (Event Management Systems) is the software we use to reserve rooms and submit service requests.  EMS shows every event in every space on campus.  A complete listing may be viewed in the virtual reservation book.  Hold the cursor over each event listing to view the event name, client, and duration of  event.   

An account may be necessary to view certain types of information.  EMS also helps us track what support services will be required for each event.  


Before you begin the room reservation process, please make certain that your event has been approved through Org Sync. Once your event has been approved through Student Involvement, Campus and Community Events can make your room reservation in EMS.

  • Try to remain flexible.....and calm.
  • Begin with the basic questions: who, what, when, where, how much ($)...and why
  • The larger the event, the more planning time is required
  • Identify what kind of support will your event require for success
  • Does your event support the mission of the College?
  • Collaborating may mean discovering help and finding extra revenue
  • Ask our staff for advice, we plan events year-round
  • Due to liability, performance spaces such as the Little Theatre, Carroll Auditorium and O'Laughlin, will require the use of technical staff.  The technical staff is paid an hourly rate, with a three hour minimum charge.  For specific cost, please contact Campus and Community Events

To create an event or submit an event request, step-by-step instructions are available here.