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These policies and procedures have been established
by the College Relations Events Management Office. Questions should be directed to
the Events Management office (extension 2669).
Requests for space should be made using the
space request form; click 'Make a Request" on the online
calendar. View Locations/By Date to determine availability.
Students must contact the student scheduling
coordinator (ext. 4963) for instructions. In addition, please review the Student
Campus Event Guidelines and Checklist.
College-Related Business: Staff
and faculty are encouraged to use the online calendar to
request space for college events. These events are generally not subject to rental
fees. Staff and faculty must submit an Event Service Request form (ESR) at least
two weeks before an event in order to receive publicity and any other services, including
multimedia equipment and/or special setups. Staff and faculty who want an event publicized
to the Smith College or Five College communities should submit their requests on
the online ESR. Please note the appropriate
deadlines for submission of such material. Requests for audio-visual equipment
or special set-ups must also be indicated on the ESR and submitted at least two weeks
before the event.
Private Functions: Members of the Smith
College community may use campus spaces for private or personal events (parties,
wedding showers, etc.). Fees may apply and insurance may be required.
Meetings: Smith employees who are members
of local organizations or clubs may reserve campus space for meetings, subject to
approval by the Events Management Office, which will determine fees and insurance
requirements.
Staff/Faculty Sponsorship and Co-Sponsorship: If
an individual or department wishes to sponsor an external group on campus, the rules
pertaining to external organization fees and insurance requirements apply. If a department
formally co-sponsors an external group, the department becomes responsible for all
direct costs incurred. In both cases, the requestor must: identify a department contact
to serve as the link between the college and the external organization; initiate
the space reservation and oversee the event; complete an Event
Service Request form (ESR) for services, equipment and technical needs; and serve
as the on-site contact at the event. The EMO events coordinator will advise on any
insurance requirements. Please also see the Guidelines
for Co-Sponsorship and Sponsorship of Events by Smith College Departments and External
Organizations.
Departmental Space: Departmental
space is defined as conference rooms, lounges, and lunchrooms that are maintained
by individual departments and cannot be requested on the online calendar. Departmental
spaces are subject to rules defined by the individual departments.
Individuals and organizations interested in
hosting residential or non-residential summer programs should contact the summer
programs/events coordinator at ext. 2892 or e-mail summer@smith.edu as
soon as possible, preferably by February 1, to plan the program. Please contact the
summer programs coordinator to discuss residential and dining needs, requirements
for meeting space, fees, insurance, recreational activities and a tour of available
facilities.
Anyone wishing to use one of the
gardens on campus for wedding photographs must contact the Events Management
Office (ext. 2179), to request a reservation. Comprehensive General Liability (CGL)
insurance is required. There are no rental fees; however, donations to support the
Botanic Garden are encouraged.
Botanic
Garden Wedding and Wedding Photo Policy >
Faculty and staff requesting use of campus
space for functions that are not related to regular college business must meet the
college's insurance requirements. Contact the EMO events coordinator (ext. 2179).
The Americans with Disabilities Act (Public
Law 101:336) requires that activities and events that are open to the public be conducted
in such a way as to not discriminate against persons with disabilities. The types
of activities and events that are covered by this law include theatre performances,
concerts, lectures, sporting events, and exhibitions. The Events Management Office
will assist in locating an accessible space. Organizers of events are responsible
for contacting the Office of Disability Services (ext. 2071) for all special needs
requests. Fees may apply. |
