Internal Events

This is for faculty and staff. For events from an outside organization, please see External Organization Events.

Timeline

Small Event
This type of event is casual, no invitation or RSVP required, and is an internal event and/or takes place on our campuses. Begin the below process 4–7 weeks prior to the event date.
Large event
This type of event needs print invitations, catering, press coverage, internal or external venue/location, etc. Begin the below process 3–6 months prior to event date.

Instructions

Please adhere to the following chronological order of instructions:

  1. Once you decide to host an event, make sure the date of the event is at least 4–7 weeks away for small events and 3–6 months away for large events that will include printed invitations/materials for mailing or distribution.

  2. Before you can commit to hosting an event, you will need to gain approval from Facilities, Grounds, Custodial, and Public Safety. To do so, complete an Internal Event Request Form for the Events department. This form is also available on the Facilities page on MyCecil. In addition, you can request this link by emailing events@nullcecil.edu.

    Catering Note: If your event requires catering, orders must be placed at least 4 weeks prior to the event. It is the responsibility of the requestor to place the order with the caterer. All caterers MUST be approved to provide their services at the College. If you wish to use a company that is not "pre-approved" please contact Events to have the caterer approved. If you do not know who the pre-approved caterers are, please contact Events for the most current list.

    All food commodities require approval to be served and provided on campus except sealed, self-stable items and pre-packaged items from grocery stores. Items from stores including but not limited to Wawa, Chipotle, Dunkin’ Donuts, etc. require approval. Once your catering order is placed, please provide the invoice and any other pertinent caterer communications to Events as it may impact staffing and set-up.

  3. The Events department (within Facilities) will contact you to confirm your location, date and time. They will then communicate with Public Safety, Facilities/Grounds, Custodial and I.T. to determine availability and any considerations. They will then inform you regarding whether your event is approved.

  4. Promoting your event: Once your event is approved by the above-listed departments and the location, date, and time of your event has been secured via the Events department, you will then submit a Marketing Event Request Form. The link to this form can be found on the Employee page of MyCecil under "Useful Links" as well as the Marketing and Communications page on the same site. Submit this form at least 4–7 weeks prior to your small event and 3–6 months prior to your large event.

    **DO NOT use the Marketing Event Request Form if your event involves a cohesive series of events (e.g., "Fall Workshops") or multiple, related events (e.g., "Welcome Week Activities"). Email Amy Henderson and Laurie Lopez directly instead of using the form. The form is for single events only.

    Note: It is your responsibility to reach out to the Marketing department to request promotional materials (not the Events department). Please do so only after your event has been approved by Events and the location has been reserved.

    Any physical signage/decoration related to your event on College campuses will require the approval of both Facilities and Marketing (sidewalk chalk, stickers on the internal or external flooring or steps, stanchions, sandwich boards, etc.). Facilities retains the right to remove any signage not approved. Please request these via Facilities Work Order Form located on the Employees page of MyCecil under "Useful Links".

    Per the College’s paperless protocol, you will need the approval of your Vice President (via email) prior to sending any event literature print requests to duplication. You will submit the request to duplication (Marketing does not submit the request). **Duplication needs 3–5 business days to accommodate 100 pages of colored single page requests.

  5. Two weeks prior to your event, Event staff, after your initial consultation, will contact you to meet, as needed, for a walk-through or further consultation.

External Organization Events

For any external organization events on College campuses (venue rental, etc.), approval must be obtained by Public Safety and Facilities before the event can be confirmed. If you have been approached by any outside organization inquiring about hosting an event on our campuses, please refer them to the Events department and have them contact (410) 287-1071 or email events@nullcecil.edu. They will need to complete the External Event Request Form to request approval. This form is also located on the Facilities page of MyCecil.