Holding an Event or Meeting at MBU 

The Office of Event and Space Management oversees the space reservation processes for meetings, programs, and events on campus. We also assist in monitoring space utilization and institutional resources to assist with a variety of programming, and student engagement, learning, and development.

Types of Events

MBU supports events that are beneficial to our students, faculty, staff, academic departments, and our neighboring community. Mary Baldwin has a variety of indoor and outdoor venues featuring a broad range of functionality to accommodate your needs. Whether it’s a student gathering, lecture, banquet, or campus-wide celebration, our goal is to offer you information and support so you can have a successful event at MBU. 

Public Use

We consider external requests on a case-by-case basis during the summer months of June and July and official extended student breaks when there is available space, staffing, and resources to fully support requests. University-sponsored events limit the number of external activities that can be accommodated. Therefore priority access and use of university spaces and facilities are for student, faculty, and staff requests.

Requesting a Space Reservation

Event requests must be submitted through the request form (found under the events tab on MyMBU; you must be logged in to view) at least 30 days in advance, if possible, and no earlier than 12 months prior to the event date. We cannot guarantee timely set-up or other support services if event requests are made less than two weeks in advance of the event. 

Make sure you have all the necessary information for your event before completing the request form, ie: contact email, student organization and advisor, class and instructor, support services, set-up, IT, catering, etc. 

Compliance with all university building policies and procedures is always required for any event occurrence. Inappropriate conduct or any misuse of a facility may result in the suspension and/or termination of reservation privileges.

The Office of Event and Space Management may reassign or cancel a reservation/confirmation if, due to unforeseen or uncontrollable circumstances, the space reserved must be used for other purposes in the best interest of the institution or the reservation is deemed outside of the university’s mission and goals.

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Cancellations or Changes

In consideration of MBU offices’ availability, event preparation time, space utilization, and financial cost, we ask that all event cancellations or changes be submitted no later than 72 hours prior to the event date. Please note that continuous cancellations will be reviewed on a case-by-case basis and may result in loss of reservation privileges.

Advertisements

The Office of Event and Space Management asks that events are not advertised (print materials, electronic communications, social media, etc.) prior to the event being confirmed. It’s important to note that the initial email response from the booking system is not an event confirmation. Please contact the Office of Event and Space Management, if you are unsure of your event status prior to advertising.

Food and Beverages

Any event or activity with plans to serve food and beverages must first contact MBU Dining Services.

Event Equipment Rental

The university offers a variety of campus resources to support campus events. This assistance can be requested and secured in your reservation. Your reservation form will start the process of contacting the designated campus service providers. 

If resource providers are not able to meet the needs for the event, you may need to rent the equipment. (This could include tables, chairs, tents, audio/visual equipment, etc.). Any equipment rented is the sole responsibility of the sponsoring organization. 

All hired vendors must comply with set safety procedures. MBU does not assume responsibility for outsourced rental equipment.

Regulations and Safety

MBU is not obligated to permit use of facilities to external entities or person(s). All granted use must adhere to university established rules, regulations, and policies as well as appropriate state and federal laws, including fire and police department rules and regulations. Use of facilities shall not be authorized where such use may disturb the conduct of university activities and educational programs. All safety requirements must be adhered to at all times. MBU reserves the right to reassign or cancel confirmed reservations due to unforeseen or uncontrollable circumstances that pose a safety risk.