Campus Reservations

Macon Request Form

If you are planning an event that includes food and/or beverages, please review the Mercer Food Policy Guidelines for On-Campus events on the Policies and Procedures page.  Also, review Event Resources to see Setup Details (tables and chairs) and A/V fees where they apply. Also, see the suggestions below that will allow your event and our processing to run seamlessly:

  • PLEASE BE MINDFUL of high volume events which may place limits on already limited space (i.e.: Homecoming, Make it Mercer, Admissions events, Testing, etc.) These events limit parking, facilities, and resources. Scheduling your events around these large events increases the likelihood that your event can be accommodated.
  • PLEASE PRE-PLAN  to allow for time to advertise your event after space is confirmed. The system will not allow a request to be submitted less than ten business days in advance of your desired date. This allows us to better serve you by accommodating your space and resources in enough time for you to advertise and for our staff to be available for setup.
  • PLEASE BE FLEXIBLE as processing of requests is ongoing and what space appears available today may not be available when your event is reserved by our office.

Note that our office reserves the ability to place your event somewhere other than your preferred space at our discretion. For instance, if your meeting can fit in a classroom that has all requested resources this may be a decision we make for the sake of space utilization. Thank you for your support!

Contact Information

Event Classification (choose one)

Mercer email address only
For student organization email address or external organization email address only

Event Information

Event Type (choose one)

Please provide as much detail about the event as possible

Event Location

While every effort will be made to reserve Either the first or second choice location for your event, requesting a space does not guarantee that you will be given that space. Campus Reservations reserves the right to place your event in a location that best utilizes space on campus.

Event Format

Do you require a set-up for your event?

PLEASE READ BEFORE ANSWERING:

Choose "Yes" if you need ANY tables, chairs, or trashcans set up for your event (requires 10 business days' notice).
This applies if you are requesting spaces such as Penfield, CSC rooms, PDR, outside tables, etc.

Choose "No" if you don't need ANY tables, chairs, or trashcans set up for your event (requires 3 business days' notice)
This applies if you are requesting a space that is already set up, such as a classroom or CSC Lobby table.

If so, please choose one and fill in the description box below.

For an event requiring a setup, use this box to provide number of tables, chairs, trash cans, etc. needed for event.
Please note — we do not provide tablecloths. You can either provide them yourself or rent them from Aramark for a fee. If you are having an event catered by Aramark, table linens are provided.
Please no earlier than loading…
Please no earlier than loading…
For decorating, etc. — If none, leave blank
For clean-up, etc. — If none, leave blank
State additional dates or recurring basis — if none, leave blank
State max anticipated attendance at event
Use this box to indicate if event limited to Mercer students, faculty, or staff and also if having a guest speaker at event

Additional Services

A/V Services

Do you need A/V Services for your event?

If so, please check all that apply.

If you are planning to have any type of virtual connection at your event (such as Zoom, streaming a movie, etc.), you must coordinate with AV Services, x2942 prior to your event date.

Food Services

Will you be having any type of food/beverages at your event?
If yes, have you read and do you acknowledge the Campus Food Policy Guidelines on this page?

If Yes, please choose one

Please note: If you are planning to have food from a third-party vendor, you must first email Aramark to ask permission. Aramark has right-of-first-refusal on the Macon Campus, so you need to send an email to: catering@mercer.edu and ask permission regarding other food. This applies to ANY outside food trucks, outside food delivery, etc. Does not apply to potlucks or bake sales.

Use this box for items such as: beverages, hors d'oeuvres, breakfast, lunch, dinner, cloths, skirts, other food source, etc.

Tent and Stage Services

Physical Plant does not provide tents or stages for events. Campus Life does have “pop-up” style tents that they loan out. You can contact Campus Life directly for those. Physical Plant can contact Macon Tent Rental to get a quote for larger tent and/or stage rentals for your event and assist you with ordering. Contact Michelle Beavers (x2902) for assistance in determining tent and/or stage size needed.

Do you need to rent a tent and/or stage for your event?
If so, please check all that apply
Size of tent and/or stage (if known)

Outside Vendors

External non-food related vendors for events must be approved to be on campus. The campus entity hosting the event is responsible for obtaining any required documentation from the external vendor and submitting it to Mercer Legal for approval to be on campus. This applies to any vendor providing a service at the event, such as inflatables, dunk tanks, contracted sound systems, DJ’s, performers, etc. This process needs to be done at least a month PRIOR to event date to allow time for Legal to process your request. Campus Reservations must be sent copy of approval to arrange for vendor to be given access to campus locations.

Will you be having an Outside Vendor at your event?

If so, please specify in the box below the vendor names(s), description of vendor(s), arrival time of vendor(s) on campus, and if vendor will request outdoor power.

Additional Information

Please specify any other needs or concerns
Each organization, group, or person using Mercer University facilities must do so within the General Policies and Regulations of the University. You will be charged for damage to facilities and/or resources. Facilities should be returned to their original condition. Failure to do so may result in additional charges and suspension of reservation privileges. Mercer University reserves the right to cancel, deny or relocate any event at any time.
A copy of this request will be emailed to the contact provided above
Map & Directions to Mercer University
Campus Reservations
Mercer University
1501 Mercer University Drive
Macon, GA 31207
reservations@mercer.edu
(478) 301-4200

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