Seminary Coordinatorrequired

Guest Group Coordinator (if applicable)

Your Emailrequired

Department or Guest Organizationrequired

Event Namerequired

Total Attendeesrequired

Is this is one-day meeting or multi-day?*

One-day event Multi-day event

If other, please specify

Is this a recurring meeting?*

Yes No

What is the frequency of this event?

(Please specify weekly, monthly, bi-weekly, etc)

Please list additional dates below

Will you need catering for this event?*

Internal (Southern Food Service) External None

Do you need to cancel towing?

Yes No

Would you like this event to be added to the External Calendar:

Yes No Yes, I will add it myself at a later date.

Meeting Room Needs

Indicate your preference for meeting space. Requests will be assigned based on availablity of rooms.

Meeting Day 1

Meeting Date (mm/dd/yyyy)

Start Time

End Time

Requested meeting space(s)

List all rooms requested for above time frame

Meeting Day 2

Meeting Date (mm/dd/yyyy)

Start Time

End Time

Requested meeting space(s)

List all rooms requested for the above time frame

Meeting Day 3

Meeting Date (mm/dd/yyyy)

Start Time

End Time

Requested meeting space(s)

List all rooms requested for the above time frame

Meeting Day 4

Meeting Date (mm/dd/yyyy)

Start Time

End Time

Requested meeting space(s)

Meeting Day 5

Meeting Date (mm/dd/yyy)

Start Time

End Time

Requested meeting space(s)

Do you need guest housing?*

Guest housing forms are due to the director of auxiliary services a minimum of 7 days before the event.

Yes No

Guest Housing NeedsMark your preference for number of rooms in each location. Requests will be assigned based on availability of rooms.

McCord – Indicate the number of rooms requested below.

Smoot – Indicate the number of rooms requested below.

Smoot Cottage – Indicate the number of rooms requested below.

Guest Check-In Date (mm/dd/yyyy)

Guest Check-Out Date (mm/dd/yyyy)

Individual or Department pay?

Individual Department

Comments/Notes

Please include guest name and email if you know it.

If you have additional notes or attachment, upload them here.

Max file size: 10 MB

A/V Requests

The A/V form is located on the portals. **Certain rooms already have integrated equipment. Please check with it@austinseminary.edu to determine whether you need to request A/V assistance.

Event Catering Requests

Don't forget to contact Food Services for any catering and food service needed for you event. This inlcudes guests utilizing the daily food service in the dining hall, coffee for breaks, snacks, etc. Email Vanessa Arce at vanessa.arce@southernfoodservice.com.

Parking Requests

Please contact the director of auxiliary services at the McCord desk regarding parking needs of your guests (space needs, suspension of towing requests, etc.). Note that the faculty/staff are generally asked to park at alternate sites only for Category 1 and Category 2 groups' parking accommodations.

Maintenance Requests

Don't forget to submit a Maintenance request form for any room set-up, seating changes, including meal set-up needs, additional tables or other furniture need. The maintenance form is located on the Portals.

Community Announcement

Facilitators must send a request for a Community Announcement about your event. Please include a short description of your group, their purpose on campus, and how many participants in the group. This description will be included in community announcements prior to your group's visit to campus.

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