Tips for Successful Event Planning

Step 1: Confirm the Event Location

(At least 10-14 days prior to the event date )

  1. Check Virtual EMS

    Use the "Browse for Space" option under the Browse tab on Virtual EMS. This will give you the indication whether or not your desired space is available. 

  2. Place a request for event space

    Rollins College faculty, staff and students should submit space requests via Virtual EMS.  Follow the on-screen instructions to log in and submit a request.

    External event clients should submit space requests via e-mail to events@rollins.edu, or contact Sudie Eisenbarth at 407.646.2677.

    If you do not have Internet access, please contact Scheduling and Events Services via telephone at 407.646.2541.

  3. Wait for space/date confirmation from Scheduling and Events Services

    Scheduling and Event Services will respond via e-mail within 48 hours of your event request. If the event can be confirmed as requested, you will receive confirmation. If the event details have not been finalized, please save the confirmation e-mail. Details for an event after the space has been confirmed should be sent via e-mail to events@rollins.edu.

    If the event cannot be confirmed as requested (due to lack of availability or more information needed to process the request) or if the request will take longer than 48 hours for confirmation, Scheduling and Event Services will contact the requestor with information/instructions regarding the pending confirmation.

  4. Add your event to the Rollins.edu online calendar

    The confirmation email you received from the Scheduling and Event Services will contain a link to the form you will need to complete in order to promote your event on the Rollins.edu online calendar. By using this form, you will have the ability to include a detail description of your event and attach documents, photos and videos that are relevant to your event.


Step 2: Planning Your Catering

(10 business days or more prior to the event date)

Rollins College Catering is the exclusive caterer for all campus events and has the right of first refusal for all College catering.

  1.  Complete the online catering order

    Please visit the Catering web site to view catering options. If you have questions about placing your catering order or need assistance, please e-mail the catering office at mpadilla@rollins.edu or call 407.646.2675.

  2. Proper planning = successful event!

    Proper planning is the easiest and most cost effective way to plan your event. Whether a pizza party, continental breakfast, reception, or full-course meal, event planners must adhere to College policies and local and state health regulations for catered events. Sodexo Catering is the exclusive caterer for all campus events and has the right of first refusal for all College catering.

    Organizers of events requesting to serve "potluck", donated products, or organizations preparing their own food must receive written permission from the Rollins catering manager (407.646.2675) at least 14 days prior to the event. The catering manager will review the plan for food service and will approve or deny  in keeping with College policies and health regulations.

Rollins College

Rollins College
Scheduling & Event Services

1000 Holt Ave. - 2728
Winter Park, FL 32789
T. 407.646.2541
events@rollins.edu