NMT Activity & Special Event Requests

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 the NMT 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 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.

Event Request Process

Event How to

Click here for pdf with clickable links

1. Submit the online request form: NMT Activity & Special Event Request Form.

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 8/15/24:

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 Tuesdays. 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 ([email protected]) 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.
Swim Center Facility Rental Form. This is a PDF that you will need to fill out and submit to Melissa Begay.

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 [email protected] 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. Submit a catering waiver if planning to use non NMT Dining services.

FAQ

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.

How can I check on the status of my pending forms?

Any individual or club listed on the forms can email [email protected] 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 Swim Center Rental Form, contact [email protected].

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.

If you would like to do the recurring events in the SAC, you can submit the SAC request form and NMT event request form on the 25th of each month. For example, the event will be recurring on every Monday of September, the earliest day to submit both forms is August 25th. The recurring event for the entire semester is not allowed.

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.

For computer lab support, contact ITC.

For assistance setting up a SMART classroom for your event, contact ACT. A list of classrooms overseen by ACT, Classroom schedules, and ACT's Statement of Operating Procedures are available for your reference.

What if I need to change details for my approved and scheduled event?

Any changes to your event must be emailed to [email protected]. 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.

Who do I contact if I have questions or concerns?

The primary contact for all on-campus events is [email protected]. 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.

Location Calendars

This is not an exhaustive list.