Vehicle Reservations
Contact Mickie Kelly at x3755 or businessoffice@montreat.edu to reserve a Montreat car.
Projector Reservations
Contact IT at x3663 to schedule a projector.
A/V Reservations
Contact AV-needs-for-Music-Business@montreat.edu to reserve audiovisual equipment.
Event Setups
Montreat College’s Facilities Office (TKC) provides building maintenance, janitorial, landscaping, and event setup services to the Montreat College community.
Submit a request for event setup services via the Facilities Office’s website. Please include time for set up and break down in set up requests, as well as facility reservations. Facilities Office staff are happy to meet in the planning stages of events to discuss setup options.
Note: Parking and Unlocking/Locking requests should be directed to Campus Safety. Campus Safety should also be notified of all campus events via safety@montreat.edu.
Facility Reservations
The calendars below are managed via Outlook and Office 365. To schedule a meeting in any of these rooms, simply schedule a meeting in Outlook (PC or Office 365), and click on the “Rooms” button to invite the room into your meeting. Email for approval will be sent to you.
Athletic Facilities
- To reserve any athletic facility, please complete the Facility Rental Agreement form.
Belk Building
- Belk 216 – Conference Room, managed by Academic Affairs
- Belk 304 – Classroom, managed by Academic Affairs
- Belk 305 – Classroom, managed by Academic Affairs
- Belk 306 – Classroom, managed by Academic Affairs
Gaither Building
- Graham Chapel, managed by Amy Alves, CCC
- Gaither Fellowship Hall, managed by Amy Alves, CCC
- Gaither 27, managed by Academic Affairs, CCC
Note: Christ Community Church (CCC) and Montreat College set priority scheduling certain facilities in Gaither depending on time and weekday.
Howerton
- President’s Dining Room, managed by Jonna Sampson
Library – Bell Building
- Library 105 Classroom, managed by Academic Affairs
- Library Archives Room, managed by Academic Affairs (available for administrative use only)
- Library Conference Room, managed by Academic Affairs
McLeod Building
- McLeod Conference Room, managed by Academic Affairs
McGowan Building
- McGowan Chapel of the Prodigal, managed by Amy Alves
- McGowan 117/118, managed by Academic Affairs
- McGowan 110, managed by Academic Affairs
Other Black Mountain Facilities
- The Manor House, managed by Amy Alves
- Black Mountain Cabins, managed by Laura Buckwalter
Procedures
We have updated our procedures for requesting to reserve a space on the Montreat College campus or with the Montreat Retreat Association.
We encourage you to request Montreat College spaces using Outlook calendaring.
Please review the information below for who to contact if you have specific questions about space or availability.
Outlook Calendar Steps to Book a Meeting Room (Desktop & Web)
- Open Calendar: Open Outlook and go to your calendar view.
- Create New Event: Click New Event or New Meeting.
- Add Details: Enter the subject, date, and time.
- Please include the name of the event and host in the subject. (Ex. “Admissions Visit (Allison Merrell)” or “Creative Writing Festival (Zach Rhone)”) This will allow others to contact the appropriate person if there are questions or emergencies.
- You may put notes in the body of the calendar request that may be pertinent to the event, such as an event schedule.
- Allow enough time in your request to allow for set up and clean up if needed.
- Use Room Finder: Click on the Location field and select Browse with Room Finder or click Rooms. (Ex. Gaither Fellowship Hall or Morgan 110)
- Filter & Select Room: In the panel, choose a building, capacity, and check availability. The tool will suggest rooms.
- Add Room: Select the desired room. It will be added to the attendee list and location field.
- Send Invite: Click Send. The room will automatically accept if available.
Tips for Better Scheduling
- Scheduling Assistant: Use this tool to see if attendees and rooms are available at the same time.
- Room List: Rooms are often organized by city or building in the Location panel.
- Autopick: If you cannot find a room, use the Scheduling Assistant to automatically pick an available, suitable room.
- Conflicts: If a room is already booked, you will receive a declined email notification.
If scheduling a meeting or event that is back-to-back with another reservation, please be cognizant of transition time between events.
All space should be left better than you found it and ready for the next group to use it.
Please remember as you request space that if you need facilities support, you need to fill out a request, at least 1 week in advance.
Campus Safety should be notified in advance when scheduling events and if parking will be impacted by the event. Bill Hensley/Campus Safety: safety@montreat.edu
Aramark Catering must be contacted 1-2 weeks prior to event to allow for planning and purchasing. Sharon Randall: Randall-Sharon@aramark.com
Montreat College Reservations Contacts
- Montreat College Classrooms and Conference Rooms: Elizabeth Hayford
elizabeth.hayford@montreat.edu - Chapel of the Prodigal, Gaither Graham Chapel and Gaither Fellowship Hall: Hannah McKinney Hannah.mckinney@montreat.edu and Amy Alves tkcmontreat@tkcmgmt.com
Additional information for Facility Reservations, such as Athletics, AV and Project Reservations and Vehicles, can be found here: Facility Reservations – Montreat College
Montreat Retreat Association Reservations Contact
For reserving a space through the Montreat Retreat Association, contact Elizabeth Hayford with questions and fill out the MRA Reservation Form to request your space.