All events taking place on NMT campus or in any NMT-owned building are required to
submit an NMT Activity & Special Event request form. This form provides authorization for the location of the event and also provides
notice to campus police that the activity will be taking place. This applies to both indoor and outdoor events that take place on campus. This form ensures that the event meets the parameters and requirements of theNMT Facility Protocol for Special Events in addition to other NMT policies and procedures. It is recommended that requesters
check the Calendars to ensure that the intended event location/date/time is not already taken or blacked-out.
Events will be scheduled on a first-come first-serve basis during dates that are not
blacked-out. Sandi Lucero, Event Coordinator, will primarily coordinate alumni-related
49er's and Spring Fling activities. The Student Activities Board Director (SAB), in
conjunction with the SGA, will coordinate the student-related 49er's and Spring Fling
activities.
If the event will be recurring on a regular basis (weekly, biweekly, monthly, etc),
include the day(s) of the week and time(s) and the date you intend to start holding
these recurring events.
2. Submit any addition rental forms that may apply.
SAC Rental Form. It is recommended that this form be submitted immediately along with the NMT Activity
& Special Event request form due to the extended processing time. View the Policies for SAC Use.
Updated SAC policy as of January 20th, 2023:
SAC reservations will not be confirmed until the club is verified as in good standing
by the SGA. Single-event reservations must be submitted 30 days prior and will be
accepted on a first-come, first-serve basis. SAC repetitive reservations can only
be made one month at a time and requests can only be initiated from the 25th of the
previous month. These requests will be first-come, first-serve. The corresponding
NMT Activity & Special Event request form for SAC events must also be submitted monthly.
The SGA has a hold on Fridays and Saturdays. If a club would like to host an event
on Fridays or Saturdays a request in writing must be made to the SGA Vice President
(sga.vp@npe.nmt.edu) for consideration. If the SGA approves they will notify Auxiliary Services and the
event will be scheduled.
Fidel Atrium Table Use Agreement. Four (4) tables are available on a first-come, first-serve basis. The Fidel Atrium
is an open-use space for students, but priority use of tables will go towards events
with an approved reservation for the space.
Note: Black-out dates occur during 49er's and Spring Fling for the SAC, Fidel Atrium, and
Macey Center. The SGA is given first priority for events at these locations. If black-out
dates are not utilized by the SGA, second priority will go to sanctioned student groups
in good standing.
3. Once all rental forms are submitted and approved, a confirmation email will be
sent from nmtevents@npe.nmt.edu to the email address address listed on the form. If the request is for a club event,
the official club email will be included. Any other departments, organizations, and/or
clubs that need to be notified of the event will be CC'd on the confirmation email.
Note: Events are not to be advertised before a confirmation email has been sent. If advertisements are
posted for a pending event request, the primary contact may be asked to remove them.
4. It is the responsibility of students and/or clubs hosting an approved event to
add the event to the official NMT EVENT CALENDAR. Any location that uses a Google Calendar to track its events will automatically add
your approved event to the respective Google Calendar. Calendars for classrooms can
be found on ACT's website.
5. Set-up any accommodations for your event, such as catering, custodial services,
etc. See the Accommodations Guide for more information.
FAQ
How far in advance should I submit an NMT Activity and Special Event form?
An NMT Event form should be submitted at least 3 business days or more in advance of the event date. Events submitted with 2 or less business
days in advance are subject to immediate denial due to insufficient review time. If
you will be submitting additional rental forms for your event, the event approval
process may take longer.
Whose contact information do I use if I'm submitting a form on behalf of my club or
another club?
You may put your first and last name on the form, but ensure that the email listed
is an official club email (ending in @npe.nmt.edu). If a student email is listed and
we do not have your club email on-file, you may be asked for your official club email
before processing can begin.
If you are cohosting an event with more than one club, list your official club email.
Under "Sponsoring Club/Group", ensure that all clubs hosting the event are listed. Any official email correspondence about the event
will be sent to the official club emails of all clubs or individuals hosting/cohosting
an event.
Can I submit one NMT Event form for all my SAC events for the semester if I still
turn in the SAC form monthly?
No. Your NMT Event form and your SAC Rental form must reflect the exact same information.
You must turn in both your NMT Event form and SAC Rental form monthly for recurring
events.
What if I submit my SAC request before the last day of the month?
Any NMT Event forms listing the SAC as the location of their recurring event before the last day of the month will be immediately denied.
(i.e. to request the SAC for the month of March, the first day you can submit a request
is the last day of February)
How can I check on the status of my pending forms?
Any individual or club listed on the forms can email nmtevents@npe.nmt.edu asking for an update on their forms. Individuals or clubs cannot ask for updates
on an event that they are not hosting or cohosting.
For updates on the NMT Raul & Shari Deju University House Event Scheduling Form, contact
dejuhouse@nmt.edu.
How far in advance should I submit a SAC Rental form?
SAC forms typically extended the event approval process. For this reason, 7-10 business
days ahead of time is recommended so that this does not hinder your chances of a fully
approved event.
When can I start advertising my event?
All event forms must be fully approved before you can advertise your event. You will
receive a confirmation email stating that your NMT Event form and any corresponding
forms have all been approved. You may start advertising after you receive this email.
If a club is found to be advertising prematurely, a warning email with the SGA Club
Advisory Committee CC'd with be sent to official club emails. If the event is being
cohosted by multiple clubs, all clubs involved with receive this warning email. Clubs
will be asked to remove any flyers that have been posted.
How do I set-up my accommodations?
After your event is approved and the confirmation email has been received, you may
begin setting up your accommodations. Accommodations must be set up directly between
the event coordinator(s) and the department that offers the accommodations you want.
An Accommodation Guide is available to help determine what accommodations are right for you. Accommodation
costs are at the discretion of the department providing the accommodations for your
event.
How do I reserve a classroom or computer lab?
All classroom and computer lab reservations go through the Registrar's Office. Be
sure to inquire on whether or not you will need a key/have a staff member unlock the
room.
The NMT Events Committee will deny an event proposal due to scheduling conflicts if
it is requesting the same day/time/location as another event. Forms will be sent back
to the requester's email stating the reason for denial. You may submit another NMT
Event Form with an alternative date/time/location for the proposed event. It is recommended that those wishing to hold an event check the Calendars of the intended event location to avoid this issue.
If a club or student group has a standing reservation (weekly, biweekly, etc) that
interferes with your proposed event, that club must send written permission to nmtevents@npe.nmt.edu for your club to hold an event during their recurring event/meeting.
If a club or student group has a reservation for a one-time event, it is unlikely
that they would be willing to reschedule. However, if both parties have agreed on
terms for rescheduling, the club relinquishing their time slot must send written permission
to nmtevents@npe.nmt.edu for your club to hold an event during their reserved time.
Oral permission will not be accepted by either party in any case.
What if I need to change details for my approved and scheduled event?
Any changes to your event must be emailed to nmtevents@npe.nmt.edu. If you have accommodations (such as catering) set-up already, it is recommended
that you contact them directly.
If you are moving your event to a location that requires a separate form, you must
immediately submit that form for processing. If you are unable to get permission to
move your event to the new location, you will be notified.
What if I don't know my budget code, or the event costs will exceed the club budget?
All SGA-sanctioned clubs have a budget code. Any forms submitted without the proper budget code will not be accepted. Your form will be put on hold until you provide us with your club budget code. Contact
the SGA if you do not know your club budget code.
If you are an SGA-sanctioned club worried about financing an event, the SGA has several
different funding options outside your general club budget. To learn more, please
see the SGA Forms and Usage webpage.
When are the black-out dates during 49er's and Spring Fling?
Black-out dates occur on the Thursday, Friday, and Saturday of Spring Fling and 49er's.
Spring Fling dates are TBD.
Who do I contact if I have questions or concerns?
The primary contact for all on-campus events is nmtevents@npe.nmt.edu. This inbox is monitored 8am-5pm Monday-Friday.
If you have coordinated accommodations with another department, it is recommended
you contact them directly expressing your concerns.
