Meeting and Event FAQs

Ensure Event Success

Please view our Event Services guide to help plan out your event to ensure it is successful.

What type of information is needed to make a reservation?

Before contacting Event Planning please be prepared to answer the following questions when you are ready to book space at the TMI:

  • What is the date of the event? Is this date flexible?
  • What is the exact event run time? Do you need extra time before or after the event for set-up or clean-up?
  • What is the purpose of the event?
  • What is the event type? (meeting, conference, dinner, cocktail reception, etc.)
  • What type of room furniture set-up do you need? (seated tables, cocktail tables, classroom style, etc). Do you need event extras? (linen, name badges, center pieces, etc)
  • How many people are you estimating to attend the event?
  • What is the title of the event?
  • What type of audio-visual equipment do you need? (microphones, hybrid event, presentation, etc)
  • Who is the sponsoring/hosting the event?
  • What is the name, phone number, and e-mail address for the designated contact person or persons?
  • Do you have an event agenda?
  • What type of catering will be needed? (appetizers, breakfast/lunch/dinner, coffee, etc)
  • Are you working with a budget?

How do I plan the perfect event?

Plan ahead.
It is best to contact an event planner 3-6 months before a large event with numerous moving parts, such as a banquet, lecture, conference, or cocktail reception. Before you send out invitations or advertisements, contact your event planner and secure a space. The earlier you start, the more likely you are to secure your preferred venue and date. We book up very quickly during the beginning of fall and the end of spring semester.

Determine any AV needs.
Let us know all your AV needs so we can ensure your event is a success. Please note, hybrid events do come with a higher price tag.

Know your budget.
Events can be produced on all budgets. We can help you plan your event based on your budget, just be sure to have dollar figures in mind while you’re planning.

Know the number of expected attendees.
You don’t want your guests to be crowded, but you also want to adequately fill the space. Don’t forget about the activities taking place at your event and the space required. Discuss the size of your event with an event planner. Our professional staff knows the space and can guide you in this process.

Envision the event’s look and feel.
Ordering equipment and determining a room’s furniture placement will be simplified if you plan in advance how you want your event to look and feel. With your event planner, discuss what elements you want at your event, such as food tables, staging, podiums, sound equipment, and decorations. You can view sample

Be prepared if your event is outside. If you’re looking to host your event on the terrace, please know we will also book an additional space for you inside, in case of bad weather.

How can I make reservations at the Institute?

As long as you provide us with the information needed to process your request (please review “What type of information is needed to make a reservation), we can book the room and send you a confirmation.

How long will it take to receive confirmation?

We are a small team and do our best to respond to requests within 24 hours for simple meeting spaces. It may take 48 hours+ to process requests for events with more moving parts (AV, catering, rental requests) such as conferences and cocktail receptions.