Frequently Asked Questions

We understand that questions might arise while working with our calendaring system, Event Manager. Please take a moment to read the questions and responses we have to best assist you below.

The DeLand and Gulfport campuses use two different calendaring systems. You can access each at:

DeLand CampusGulfport Campus

Room reservations are approved by employees who work during official university operating hours. Therefore, we suggest you make a room reservation at least three weeks in advance to ensure your event can be approved in a timely manner.

As a reminder, you cannot request event support or apply for cultural credit until your event has been approved, so submitting your event as early as possible is encouraged.

If you have questions about the status of your request, you should reach out to the room approver of the requested location. All contacts can be found on the Calendar Contacts webpage.

The Event Support Equipment Request Form should be used to request items such as chairs, tables, trash cans, and more. Additionally, a request should be submitted if you are utilizing the Rinker Field House or Edmunds Center for your event as the floor covering is required.

Please note your event must be approved on the campus calendar before completing this form, and the form must be submitted at least ten days prior to your event.

Internal Departments:

  • Event Support (event guidance, equipment requests, etc.)
  • Chartwells Catering (food, beverages, bartending services, linens, etc.)
    Jim Crowl - 386-822-8783
  • Custodial Needs (trash removal, venue cleaning, etc.)
    Jason Myree - 386-822-8803

Recommended External Vendors:

Public events are open to the majority of campus and are visible on the public calendar. If you are hosting a public event, make sure to add plenty of information in the "event description" section for interested attendees.

Private events are open to only the organizing group and are not visible on the public calendar. If you are scheduling a meeting for your organization or a retreat for your department, please select this option. The event will not be shown on the calendar but will ensure the location is reserved for your group.

Unlisted events are submitted only by calendar administrators to reserve locations for maintenance purposes.

For an event to become a cultural credit event, it has to be an approved existing event in the calendar. 

After your event has been approved on the calendar, you will need to visit the Cultural Credit website and review the "Create a Cultural Credit Event" section.

Once approved for cultural credit, the cultural credit office will go into the calendar of events and tag your event as a cultural credit.

Knowing where to start really depends on which is more important to you: a specific location or a specific date and time. Usually, you should be able to do both, but sometimes you may have to make the tough call. In cases where a desired location is not available, we recommend that you use the room search to limit options to room types that are similar to what you are looking for or to contact the room approver of the desired location to see if any special arrangements can be made.

Absolutely! It is important to establish the time you'll need to set up and take down your event so that other events do not overlap time with your event. Also, if you will need extra amenities and special settings, you will need to prepare ahead of time what should be done.

Be sure to select "Location Search" under the "Location & Time" section of the event request form. This will allow you to search by setup, capacity, availability, and features to ensure the room you are reserving can accommodate your event needs.

We are currently working on addressing accessibility to each building and room at this time.

Keywords are more-or-less key phrases that help end users find your event by searching for it in the calendar. For some events that are open to the public, being able to find your event is very important and could impact attendance.

Audio/Visual, or A/V, refers to the microphones, TVs, projectors, computers and air media capabilities provided in each location. If you have questions or concerns regarding the A/V components of a location, please email IT at [email protected].

There is no cost to rent a room for Stetson University community members and organizations. Additional costs for any other event amenities (i.e. tables, chairs, etc.) may apply.

External groups interested in renting a space on the DeLand campus can get more information by contacting [email protected].

It is important when submitting a request that the location search feature is used when selecting a room for your event. This ensures your request is sent to the correct room approver and can be approved in a timely manner. 

Requests that enter a custom location for a room that already exists in the system will be denied.

Events requesting an off-campus location will be reviewed on a case-by-case basis.

Featured events are chosen by the Office of University Events & Conference Services and typically include events that are open to the greater Stetson community. At this time, there is no option to request to have your event listed as featured.

All events with alcohol will need to review and complete the Event Alcohol Registration Form. Questions regarding events with alcohol can be directed to [email protected].