Purpose & Functions

This form can be used to do the following:

1. Report organization meetings and events to the Center for Student Engagement. While reporting your events is required, it can also help your organization! By doing so, CSE is better aware of your club's operations and efforts, which can impact the level of support and funding assigned to your organization. 
   • Organizations are expected to track attendance at their campus events using the Assessment feature in the MICA/APP. Frames are posted outside event spaces where you can print and post your QR Code. 
     
     
2. Request tabling or fundraising at Meyerhoff! You can request for a table to be set up at Meyerhoff in front of the CSE office so that you can bring promotional materials and advertise your event or another cause. This is especially effective during Meyerhoff dining hours! You can also use tabling for small events that won't have more than 10 people at a time or fundraising.
   
   
3. Request equipment. CSE has a large inventory of supplies and equipment that can be reserved for events. Equipment can be picked up and dropped off at the CSE office.
   
   
4. Add poster to the Meyerhoff Television screen. If you want to have additional advertising for your event, this is a good choice!

NOTE: For reserving space, please do that through 25Live (instructions HERE) unless it is BBOX or Falvey. If you would like to book either of those spaces, please reach out to studentengagement@mica.edu.

Event Description: Tips & Best Practices

Identify your organization. When writing your description, avoid language like “our” or “join us”. Instead use language like “Join the [your organization]…”.   

Details, details, details. Think about what information would be helpful for your audience. Is there a cost to attend? Is food provided? Do attendees need to register? If so, what's the link? Expect that readers may not know your organization or the local community, and the more details, the better.

Mention multiple days. If your event is part of a series, it's helpful to mention this in the description so people know there are many opportunities to attend. If you are hosting a multi-day event, consider if someone can attend past the first day (for example, if you are hosting a three day gaming tournament, could someone join on the second day?). 

Pick your pic wisely. For your event image, choose an engaging, horizontal (minimum 1440 x 810 px) photo without much text. A photo is often better than your unedited event poster. [Click here for a Canva template.] The icon for your event will be the center square of your submitted image (810 x 810px or larger).

Add Contact Info for those Qs. Make note of who attendees should contact if they have questions (think something like, "For more information or accomodations, please contact..."). 

Equipment Usage Guidelines:

Requests will be accommodated on a first-come, first-serve basis. Please allow up to 72 hours for a response. Equipment Requests must be at least one week before the event.

• The person filling out the request form MUST be present at time of pick up.
• At NO TIME should the equipment be taken off campus.
• All events where the equipment is being used should be approved by the Center for Student Engagement.
• Accidents do happen, so please be honest and let a CSE staff member know if anything happened to the equipment during your use; we will know how to best handle the situation once we know the details.
• Pick-up and drop-off can only occur during normal office hours (9 am - 5 pm, Monday-Friday). If accommodations need to be made, please make arrangements with a staff member.
• The individual checking out equipment is responsible for the use, safekeeping, and complete return of all items.
• Renters are financially responsible for certain supplies. Ask a CSE staff member for more information.
• LATE PENALTY:
  • Student Orgs, If you have equipment you have not returned, your organization with be subjected to a penalty. You will be unable to schedule more events, reserve equipment, or utilize your budget until equipment is returned to CSE.
  • Departments, If reserved equipment is late by 5 business days, your office/department cannot reserve equipment for the remainder of the semester. Additionally, if the item is not properly cleaned upon returning the item, there will be a cleaning fee of $15 for equipment that contacts food (popcorn machine, snowball machine, cotton candy machine).

Submitting a request does not guarantee the equipment will be available. Requests meeting the above criteria for timing and event registration are accommodated on a first-come, first-served basis; requests that do not meet one (or both) of these criteria are accommodated thereafter.

Please contact Student Engagement at studentengagement@mica.edu or 410-225-2284 if you have any questions or concerns.

Equipment Pick-Up & Return

Equipment must be picked up and returned during regular business hours (Monday - Friday, 9:00 AM - 5:00 PM), unless otherwise arranged with CSE staff (in advance!).