Event Services Reservation Request

"*" indicates required fields

Which best describes you?*

On-campus individual

Off-campus individual

On-campus individuals include students, faculty, staff, etc. Off-campus individuals include people not directly affiliated with the College.

Which best describes your event?*

College-related event (ex: student organization gathering, admissions event, class meeting, etc.)

Personal event (ex: birthday party, wedding, baby shower, etc.)

Have you checked the Outlook calendar for your intended space to see if it is available for your event date? If not, please do so now.*

Yes

NOTE: Please check Outlook to see if there is availability for your room's intended date(s) and time(s). You may continue completing the form after you have done so.

Are you a non-profit organization?*

Yes

Would you like to add your event to our online calendar?

Yes

See our calendar of events at kwc.edu/events.

Event title (if applicable)

Name*

First Last

Phone*

Email*

Are you the main point of contact for this event?*

Yes

Event Coordinator Name*

First Last

Event Coordinator Phone*

Event Coordinator Email

Preferred Start Date*

MM slash DD slash YYYY

Start Time*

Hours

Minutes

AM/PM

Alternate Start Date

MM slash DD slash YYYY

Is this a recurring event?*

Yes

Please list the other dates and times this event will take place:*

If your event is recurring, you do not need to submit multiple requests unless there are major details that change from one occurrence to another.

Participant Information

Number of Participants*

If you are unsure, please provide an estimate so we can adhere to room capacity requirements.

Number of Staff*

Food Service

Please contact stanley.solomon@kwc.edu to negotiate pricing and menu for food services provided by KWC.

Will your event have food?*

Yes

Do you need to use KWC's food service?*

Yes

No, we are bringing our own food

Meeting Space

Below, please indicate your meeting space needs. Include the numbers of people using each space, dates and times the space is required, audio visual needs, room configuration (i.e. round or banquet tables, classroom with fixed seating), and any other information you can give us to ensure that we provide the appropriate space for your event. If additional space is required, please include an attachment.

Room 1

Room 1*

If you need to request a classroom, please select the Classroom option for your preferred building, and then input the room number into the box.

Please specify:*

Room 1 Number of People*

For Room 1, will you need audio-visual support?*

Yes

Please note: AV requests are required no later than 72 hours in advance.

Room 1 Start Date*

MM slash DD slash YYYY

Room 1 Start Time*

Hours

Minutes

AM/PM

Room 1 End Date*

MM slash DD slash YYYY

Room 1 End Time*

Hours

Minutes

AM/PM

Room 1 additional comments including how you would like the room set up.

Do you need more than one room?*

Yes

Room 2

Room 2*

If you need to request a classroom, please select the Classroom option for your preferred building, and then input the room number into the box.

Please specify:*

Room 2 Number of People*

For Room 2, will you need audio-visual support?*

Yes

Please note: AV requests are required no later than 72 hours in advance.

Room 2 Start Date*

MM slash DD slash YYYY

Room 2 Start Time*

Hours

Minutes

AM/PM

Room 2 End Date*

MM slash DD slash YYYY

Room 2 End Time*

Hours

Minutes

AM/PM

Room 2 additional comments including how you would like the room set up.

Do you need more than 2 rooms?*

Yes

Room 3

Room 3*

If you need to request a classroom, please select the Classroom option for your preferred building, and then input the room number into the box.

Please specify:*

Room 3 Number of People*

For Room 3, will you need audio-visual support?*

Yes

Please note: AV requests are required no later than 72 hours in advance.

Room 3 Start Date*

MM slash DD slash YYYY

Room 3 Start Time*

Hours

Minutes

AM/PM

Room 3 End Date*

MM slash DD slash YYYY

Room 3 End Time*

Hours

Minutes

AM/PM

Room 3 End Time*

Hours

Minutes

AM/PM

Room 3 additional comments including how you would like the room set up.

Audio-Visual Requests

Note: AV requests are required no later than 72 hours in advance. Please review the Audio Visual Contract for more information regarding our AV offerings and pricing.

For Room 1, which audio-visual equipment will you need?*

Microphone

Projector/Computer

Sound System

Live Stream

Lighting (only available in Activity Center auditorium)

For Room 2, which audio-visual equipment will you need?*

Microphone

Projector/Computer

Sound System

Live Stream

Lighting (only available in Activity Center auditorium)

For Room 3, which audio-visual equipment will you need?*

Microphone

Projector/Computer

Sound System

Live Stream

Lighting (only available in Activity Center auditorium)

Please describe any details that will help us meet your audio-visual needs (if you are requesting more than one room, please specify details for each room):*

If the event being scheduled is on a production level, you are required to set up a meeting with the Director of AV, Anna Crasher no later than 2 weeks before your event is held. Email: anna.crasher@kwc.edu, Phone: (270) 315-1416

If you have a file that needs to be part of this request, upload it here. You may upload a maximum of 5 files. Files can be no larger than 50 MB.

Drop files here or

Accepted file types: pdf, doc, docx, jpg, gif, png, Max. file size: 50 MB, Max. files: 5.

Online Campus Calendar Details

Main Event Location

If you are reserving multiple rooms, please let us know the main location where your event is taking place.

Are tickets required to attend the event?*

Yes

Cost to attend event:*

Please provide a link and/or contact information of where the tickets can be purchased:*

Organization Website URL (if applicable):

Event Category:*

Event Description:*

Photo and/or Flyer

Drop files here or

Max. file size: 50 MB.

Billing Information

Name/Sponsoring organization*

Address*

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code Country

Name of person to receive invoice*

First Last

Email of person to receive invoice

Phone*

Documentation

The following documentation will be required prior to confirming your event registration. Please upload now if you have it available.

Certificate of Insurance

Max. file size: 50 MB.

Non-profit Documentation

Max. file size: 50 MB.

Please upload official documentation, such as a copy of your 501(c)(3), to support your non-profit status.