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Event Planning Resources

▼ Request Campus Space

Clubs and organizations may request classroom or non-classroom spaces on campus for their weekly meetings for 1 semester or for a specific event they are having.

Please submit these requests at least 1 week in advance.

Classroom Space Request

If your classroom request is available you will receive an email confirmation. If you have any questions, please email classroomrequests@mcla.edu.

Non-Classroom Space Request

If your request is available you will receive an EMS confirmation in you campus mailbox. If you have any questions, please email studentdevelopment@mcla.edu


▼ Request Tabling and Banner Space

Clubs and organizations that would like to reserve a table or banner space in the Campus Center Marketplace can fill out the Non-Classroom Space Request Form. Tabling can also be reserved in Bowman Hall using this same form.

Please submit these requests at least one (1) week in advance

If your request is available you will receive an EMS confirmation in your campus mailbox. If you have any questions, please email studentdevelopment@mcla.edu.


▼ Request Media & Catering Services

When requesting media and/or catering services:

1. Fill out the Non-Classroom Space Request Form.

2. Contact the representative from either Media Services or Aramark to confirm your request. Reference "Important Contacts" on Student Organization Basics for the names and contact information for the respective representatives.

Please submit these requests at least one (1) week in advance.

If your request is available you will receive an EMS confirmation in your campus mailbox. If you have any questions, please email studentdevelopment@mcla.edu


▼ Speaker/Performer/Service Contracts

PLEASE NOTE: No club shall officially agree to any service without first communicating with the SGA Office Manager.

If a club would like to hire any individual or company (known as a " vendor") for any form of service the club will need to fill out a MCLA Contract for Services Form.

Once completed, clubs will work with the SGA Office Manager to send the contract to the vendor to originally sign the document and send back with a filled out W9 Form for the MCLA Administration and Finance Office to cut a check.

Due to this process and the college process this contract must be turned in three (3) weeks in advance to guarantee a timely payment. This is very important if the vendor requests the payment the day of the service.


▼ Equipment Rental

Similar to Media Services, clubs and organizations may borrow or "rent" certain equipment from SGA or Student Development. The items listed below may be reserved through the SGA Office Manager. Each item comes as it is so some may require clubs to purchase their own supplies to use them.

○ 2 Fender Kits (Speaker Sound System) - includes all electrical cords and an auxiliary cord

○ 2 Microphones - includes cord to plug into sound system

○ 2 Microphone Stands

○ Popcorn Maker

○ Panini Press

○ Hot Water Dispenser

○ Blenders


▼ MCLA Dance Policy

If clubs are interested in having a dance on campus they will need to follow the guidelines of the Dance Policy.

Dances on campus are normally a larger event and due to that they require extra procedures to be in place. Outlined in the policy are different levels categorizing which steps a club will need to take depending on the level of dance they are putting on. It is also a helpful tool in planning this type of event by providing tips and essentially a checklist of everything that may be needed or useful in having a successful dance.


▼ Food Guidelines

Clubs that use their funds to purchase prepared food during meetings or events must supply a list of the attendees with the receipt to the SGA Office Manager. If the event is open to the entire MCLA Community to come or the Public and is not categorized as a dance, a list is not needed. Any questions, contact the SGA Office Manager.


▼ Screening Films on Campus

Clubs that wish to have a movie night or screen a film and have not purchased the rights to that film must request and hold the event in the MCLA Sullivan Lounge. Clubs must fill out the Non-Classroom Space Request.

Please submit these requests at least one (1) week in advance.

If your request is available, you will receive an EMS confirmation in your campus mailbox. If you have any questions, please email studentdevelopment@mcla.edu


▼ SGA Office Supplies

SGA clubs and organizations have access to the following supplies in the SGA Office (CC316). If you have an idea of other supplies that might be useful for the SGA Office to have, please contact the SGA Office Manager.

○ 2 Computers

○ 1 Color Printer

○ 1 Black and White Printer

○ Colored Paper

○ Rack with Colored Paper for Posters and Banners

○ Closet Space for Club Storage

○ Storage Bins (1 per SGA Club)

○ Small and Large Binder Clips

○ D8 Batteries

○ Scotch and Duct Tape

○ Push Pins

○ Staplers/ Staples

○ Note Cards

○ Post-Its

○ Scissors

○ Hole Punch

○ Small and Large Paper Clips

○ Pencils

○ Glitter and Glitter Glue

○ Glue and Glue Sticks

○ Paint/ Paint Brushes

○ Rulers/ Meter Sticks

○ Stickers, Googly Eyes, and Pipecleaners

○ Mini Cups

○ Washable Markers

○ Dry Erase Markers

○ Sharpies

○ Pencils

○ Highlighters


▼ Co-Sponsorship

When planning events Clubs may be interested in co-sponsoring with SGA, departments on campus, or each other. Co-sponsoring is a great way to connect different groups on campus together, collaborate with similar groups on an event, and even share resources like funding, volunteers, and supplies.

Co-Sponsoring with other Clubs/Departments

Clubs that decide to work with other clubs or departments on campus will need to fill out the Co-Sponsorship Form Club-Club and turn it into the SGA Office Manager.

This will help to keep accurate records for the groups that agreed to work together and provide certain resources for an event. Even if one club is donating some funding to another club for an event, this form is needed to be filled out and signed by both groups so the SGA Office Manager may have approval to officially transfer those funds over. (Please see “Donations” under the Financial Resources tab for more information.)

Co-Sponsoring with SGA

Clubs that would like to work with SGA will need to fill out the SGA Co-Sponsorship Form and turn it into the SGA Office Manager.

It is important to turn this form in at least 3 weeks in advance to the event so it may go through the SGA process below:

1. Once the SGA Treasurer receives the form from the SGA Office Manager, they will bring up the request to the Budget Finance Committee (BFC) that will review the request and come up with a recommendation for SGA.

2. Clubs will be updated the status of their request during this process and need to be prepared to answer follow up questions via email or even in person at a BFC meeting.

3. The request then goes to the SGA meeting where the Senate has a week to review and then vote the following meeting with the club present. Again the club will be updated and invited to the SGA meeting when the Senate discusses and votes.