All external organizations and individuals wishing to host events on the Smith campus should contact the Events Management Office (EMO) to discuss requirements for space, fees and insurance, and to arrange a tour of available facilities. The EMO will provide the following services.
Date Consultation
EMO staff will conduct an initial review of the event and offer a recommendation on proposed dates.
Coordination and Assistance
EMO staff will provide consultation, event planning tools, and logistical coordination and advice. The EMO can provide event- and budget-planning checklists, floor plans, policies and procedures for events at Smith and a planning timeline. We will consult with the client, troubleshoot and assist, when needed, to ensure a successful event. Contracts, insurance requirements and cost projections are coordinated between the client and the EMO.
Space Scheduling
EMO staff will reserve space for the event.
Management
EMO staff will act as the primary contact and manager for the event. When an external organization holds an event at Smith, it is managed by the staff of the Events Management Office. A member of the EMO staff will be the designated contact (unless the event is sponsored or co-sponsored by a Smith College department).
Summer Programs
EMO staff will coordinate all residential and nonresidential summer programs held on the Smith campus from the last Monday in May to the third Sunday in August. A designated member of the EMO staff will direct the scheduling and planning process.
Contracts
EMO staff will prepare contracts and cost projections and inform the client of all insurance requirements.
