Event Services

Here at the MSU we offer a variety of services to enhance the Kutztown University experience for students, staff, and faculty alike.

• Sales and Solicitation Tables

  Groups wishing to conduct any type of sale or organized solicitation may reserve table space in the McFarland Student Union main lobby at any of the designated sales & solicitation locations.  There are five designated locations, all of which can accommodate one 8' table. Four of the locations (A, B, D, F) have electrical outlets.
  
  Please note that off-campus vendors may not be affiliated with KU. Students looking for fundraising support may stop in room 153 for a list of vendors who are interested in supporting student fundraising.  Off-campus vendors sponsored by campus organizations will be charged a per table fee of $15.00.  Student organizations reserving space for these vendors must add this to their event planning. To reserve space, organizations must work with their organization advisor to request a space via the online conference services room reservation system virtual EMS (room scheduler).

• Reserving a Space

  Step 1: Space Availability 

  
  Find out what space in the McFarland Student Union is available for your meeting or special event. Contact Conference Services at 610-683-1359 or stop by their office in Walnut Cottage near the Alumni Center. 

  Step 2: Reserve Your Space

  
  Reserve the facility/room after determining what space is available. Officially confirm your reservation by submitting an online request at https://roomreservation.kutztown.edu/EmsWebApp/ (on-campus only) or by submitting a completed Event Registration/Facilities Reservation Form at least two weeks prior to the requested reservation date to Conference Services. Forms are available at the Office of Conference Services and/or downloadable PDF.

  Step 3: Approval  

  
  Conference Services will process your request. Approval or denial of requests will be sent via email by Conference Services. For requests being made with a hard copy, an email will be sent and a copy will be returned to the requesting individual. 

  Step 4: Coordinate Setup and AV  
  Coordinate Room Setup & Audiovisual Needs After the official confirmation of your reservation, contact the McFarland Student Union Operations (McFarland Student Union 274, 610-683-4087) to arrange equipment and room setup.

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  Who can reserve space?

  All registered Kutztown University student organizations, departments, or committees may reserve facilities within the McFarland Student Union.

  What about Non-University Organizations?

  
  The McFarland Student Union provides space that can be used for meetings, programs, and events by non-University profit and non-profit making organizations. All external groups and/or events must go through the Office of Conference Services when interested in renting space in the MSU.

  Non-University groups will be charged for the use of facilities as outlined in the University's Facility Use Policy. 
  

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  Priority for Early Reservations for the Next Academic Year:

  Each year in the spring semester, campus organizations may submit requests for space for the upcoming academic year during the early reservation period organized by the Events Scheduling Committee. This committee meets each year to schedule space for major university events that require significant planning, contract coordination, or particular space requirements. The Events Scheduling Committee, when considering requests for space in the McFarland Student Union, uses the following priority system:

  • Programs funded by the Student Government Association through the Association of Campus Events, Student Government Board, or other Student Government Board funded programs.
  • Programs sponsored by all other student organizations.
  • Programs sponsored by University departments, committees, and offices.
  • Programs sponsored by outside/off-campus organizations.
• Available Spaces and Seating Capacities

  The chart below is a listing of available space for meetings, events, and conferences. Other space such as the Cub Cafe, Bear's Den, and various lounges are available on a limited basis.

  *Subject to change*

  Space	Location	Configuration	*Capacity	Features
  Alumni Auditorium (AA)	MSU 183, Lower Level	Fixed Theatre Seating	239	Touch Screen controls for AV devices Stage Lighting Video Projection Unit 18" high wood platform stage Assisted Listening Device
  Multipurpose Room (MPR)	MSU 218, Main Level	Lecture, Banquet 25	300; 200	Video Projection Unit  Stage Lighting Sound System 12 X 24 Movable Stage Hardwood Floors Assisted Listening Device
  (MPR)	MSU 218A	Lecture, Banquet	130; 80-100	Front Section of the MPR
  (MPR)	MSU 218B	Lecture, Banquet	160-180; 100-120	Back Section of the MPR
  Formal Dining Room (FDR)	MSU 223, Main Level	Lecture, Banquet, U-shape, Boardroom	90; 88-96; 60-70; 40	Connected to MPR Sound System Dimmable lights Presentation Board
  President's Reception Room (RR)	MSU 250, Main Level	Lecture, Banquet, U-shape, Boardroom	70; 30; 45; 20	Wood Paneling Fireplace Sound System
  TV Lounge / Mini-Auditorium	MSU 116	Fixed Theatre Seating	28+	Video conference, Projection Screen, Blu-Ray/DVD Player,  Internet Access, Laptop Projection
  Conference Room	MSU 307,Upper Level	Conference	8	Speaker Phone Presentation Board
  Conference Room	MSU 312, Upper Level	Conference	40	Conference Call Phone Microphone System Presentation Board Credenza TV
  Conference Room	MSU 322, Upper Level	Conference	25	Speaker Phone Presentation Board Mounted Display Credenza
  Conference Room	MSU 323, Upper Level	Conference	12	Speaker Phone Presentation Board Mounted Display Credenza
  Conference Room	MSU 324, Upper Level	Conference	12	Speaker Phone Presentation Board Mounted Display Credenza
  Conference Room	MSU 325, Upper Level	Conference	12	Speaker Phone Presentation Board Mounted Display Credenza

• Event Planning

  To plan a successful event in the McFarland Student Union, our staff would like to offer you the guidelines below to make your planning experience easy and enjoyable:

  1. Always allow time to plan an event, as planning is the most crucial and time-consuming aspect for any event. You should start as early as possible.
  2. Reserve a room based on the number of attendees you realistically expect and what best fulfills your purpose of the event. Our staff can assist you with guidance and suggestions.
  3. Request equipment and determine a room's furniture placement in advance and discuss it with our staff. You should include what elements you feel are necessary, such as food tables, staging, podiums, sound equipment, etc.

  You should also have the following information prepared:

  • Date of Event
  • Event Start and End Time
  • Purpose of Event
  • Event Title
  • Room Preference
  • Sponsoring Group
  • Number of People Attending
  • Event Type (meeting, banquet, special event, etc.)
  • Name, Address, & Telephone of Contact Person
  • Event Agenda
  • Equipment, including tables, chairs and Audio Visual needs.

  Click here to go to Kutztown University's Catering page.