Frequently Asked Questions About Events
Who can request a campus space?
- Faculty & Staff can request reservations for: Departmental meetings, conferences, luncheons, receptions, etc.
- KSU-affiliated Organizations, as advisors for Registered Student Organizations and
other KSU academic activities.
Can outside groups, individuals or organizations request a space or venue?
Kennesaw State University welcomes the opportunity to host community events. Non-KSU Campus members must have a full time faculty or staff campus sponsor who will make the request on your behalf. Each request will be considered. Events staff will not be able to find or assign campus sponsors for outside groups.
How far in advance should reservation requests be made?
Submission of an events request should be done in accordance with the following general guideline:
Participants |
Submit at least |
| Over 50 |
10 working days in advance |
| Over 100 |
20 working days in advance |
| Over 300 |
12 weeks in advance |
| Over 500 |
6 months in advance |
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How long will it take to get a confirmation?
Requests for space require a minimum of three working days to process. University Events (UE) makes every effort to accommodate your request as quickly as possible.
How do I cancel a reservation?
Please send an email
to UE, events@kennesaw.edu, at least 2 business days prior to the event and include:
- Your reservation confirmation number
- Name of your event
- Date and Time of your event
- Location of your event
I need a space for a event today. Can I reserve one?
Due to the numerous notifications and considerations taken for each event, same-day space reservations will not be accommodated with the exception of self-serve conference rooms if available. Faculty and Staff can make reservations up to one year in advance for events. We will make every effort to accommodate your request but can not guarantee classrooms as they can not be booked until the Academic Calendar is imported.
What if I need to make changes or adjustments to my reservation?
You must notify UE via events@kennesaw.edu, of changes or adjustments that need to be made no less than 72 hours prior to your event This is to ensure that all support departments and employees have ample notification for the following services: event setup, equipment rentals, audio/visual scheduling and support, parking, security, plant operations (grounds, custodial, HVAC), event break down, public relations (press releases, photographs), environmental (tent permits, etc.), alcohol permissions, etc.
Will University Events plan my event?
University Events can offer guidance in regards to planning. To help produce the best event possible, we have created a sample timeline and sample events checklist that should help answer many of your questions.
Does University Events provide decorations and linens?
University Events does not provide decorations for events, however, we have information on various vendors and resources that may suit your needs. For assistance, please email events@kennesaw.edu,. At this time, linens may be rented through Sodexho by emailing them at catering@kennesaw.edu
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What if AV equipment is needed?
Some campus venues have audiovisual equipment as part of a standard set up. When equipment is not standard, you will be referred to the appropriate office for portable equipment. In some cases it is necessary for a technician to work with special equipment. Also, there may be a charge to use or rent equipment. Visit The KSU Multimedia Development Group (MDG) for information on equipment rental and policies. Keep in mind that equipment and personnel are NOT normally available on a last minute basis.
Where do my guests park?
Visitor parking is available for off campus guest. For large events, other arrangements must be made through parking. The preferred approach is always to have attendees pay the visitor parking fee. The alternative is to use parking vouchers, which must be applied for by the KSU Department or the event sponsor, complete with a speed-chart number and account number for bill back. It is always more fiscally appropriate to collect revenue from outside sources than between departments. Please refer to our Parking Policy page for more information.
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How can I find out if the space I want is available?
The KSU Online Reservation System can be viewed here. An account is not needed to view campus events.
Can I reserve campus space for a personal or private event?
Due to the limited space on campus, KSU is unable to host the following events:
1. Weddings/receptions
2. Bridal/Baby Showers
3. Birthday parties
4. Non-Registered Student Organizations faith-based services
5. Family reunions
6. Non-affiliated holiday parties
7. Non-affiliated repetitive meetings/luncheons
8. Solicitation seminars/programs
9. Events deemed not in the best interest of the University by University Events and the Campus Events Planning Committee.
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How can my event support sustainability at KSU?
There are simple things you can do to make your special event more earth-friendly. From eliminating disposable plates and utensils to making sure recycle bins are available, there are many ways you can make a difference.
You can view general guidelines for hosting a sustainable event online through the Environmental Protection Agency and Blue Green Meetings. For more information on KSU sustainability, please click here to visit their site.
Do I have to use only Coca Cola products at an event?
Yes. KSU has an exclusive agreement with Coca Cola.
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What times are reflected for events on the Campus Calendar?
When you review scheduled events in EMS, the times reflected are only the start and end times of the event.
However,
the time to set up the event and to break down the event are not shown. For example, a room has an event listed in EMS to begin at 1:00 pm and you would like to use that same room from 11:00 am to 12:00 pm but are denied a reservation. This is because that room was given time in the event reservation for setting up and breaking down the event.
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