Event Planning Forms & Resources

Reserving Virtual Events for Your Online Events

Guidelines

The times we’re in call for alternative ways to continue the work of the college, and for different ways of looking at how we define “scheduling,” “event,” and “space.” Many of you have been working with your departments to consider how to hold and communicate about virtual events. Here’s an update on that front.

It is now possible to schedule virtual meetings and other events by reserving a new “location” in 25Live called Virtual Event. This option allows you to reserve a virtual space for your event so that it can be pushed to your program calendars and/or, if the event is not marked as “private,” the main calendar, smith.edu/calendar. The “Always allow sharing” toggle has been turned on, which means that it can be reserved by more than one person at a time without registering a schedule conflict.

In order to schedule a virtual event, you must:

  1. Not put the Zoom link or access information in the event description, as that information will be publicly viewable and may lead to significant disruptions.
  2. Include email contact information for students, staff and faculty to request the link or access information.
  3. Not add any resources.

Please contact cmshea@smith.edu if you have any questions.

Resources

25Live Pro Resources

Event Form Basics

25Live Help

Events Management Office Services

Consultation and Levels of Service (PDF) (117.99 KB)

Guidelines

Assistive Listening Device Procedure (85.86 KB)
JMG Hall Guidelines (PDF) (4.15 MB)
Lawn and Outdoor Guidelines (PDF) (95 KB)
Tent and Propane Guidelines (PDF) (131.6 KB)
Use of Athletic Facilities (PDF) (146.52 KB)
Posting Temporary Signs (PDF) (115 KB)

Accessible Events Guidelines (PDF)

Planning Checklists and Tips

Budget Planning Checklist (PDF) (167.65 KB)
Event Planning Checklist (PDF) (196.47 KB)
Tips for Speakers (PDF) (212.45 KB)

Forms

Vehicle Requests (online form)

Catering Requests (online form)

Media Consent Form (PDF) (227.07 KB)
Sponsored Event Policy and Application (PDF) (255.93 KB)

Useful Links

Local Accommodations
Local Restaurants
Local Attractions
Campus Map
Directions
Parking at Smith
Campus Safety

Sustainable Events at Smith

Making events more sustainable is an ongoing process. Please understand that staffing levels, available resources, supply chains, and even the weather can impact the availability of some sustainable services. 

Further questions? Concerns? Want to consult an expert? Reach out to ceeds@smith.edu.

  • Offer vegetarian and vegan options
  • Right-size ordering
    • RSVPs
    • “Food for first__”
    • Estimate from past events
    • Consult the Smith Catering team for recommendations
  • Request reduced packaging
    • When ordering from outside caterers, request that they leave out plastic silverware, paper napkins and condiment packets
    • When ordering from Smith Catering, request bulk dressing, condiments and beverages in the Special Instructions field in CaterTrax
  • Avoid plastic single-use water bottles; opt for bulk beverages when feasible

  • Use reusable china or compostable serviceware
    • For Smith Catering, compostable serviceware is the default, or you can request china for a slight upcharge
    • Departments with their own kitchen and dishwasher might consider investing in their own set of plates, silverware, etc.
  • Request linens from Catering (or use compostable paper napkins)
    • Smith Catering provides linens for all events catered by them; for events with outside caterers, you can order linens ahead of time in CaterTrax under Other Services. Clean linens are picked up from Catering, and dirty linens are returned to Catering to be washed by their laundry contractor.
  • For decor, think reusable and recyclable!
    • Examples: paper decor, items that have been crafted or thrifted, flowers and other natural materials
  • Minimize printed materials (especially agendas for meetings)

Follow the Swag Hierarchy! From most preferable to least preferable:

  • Offer experiences instead
  • Consider options that upcycle or reuse existing materials (e.g., decorating water bottles or screen-printing items that students already own)
  • If you’re going to buy new, aim for products that are both useful and ethically sourced, or at least useful OR ethical. Avoid entirely useless items from questionable retailers.

  • Have bins only for what you need
    • Compost bins can be requested in 25Live in compost- friendly locations; look under the Compost Friendly category in Locations Search
    • Provide guidance on sorting; waste signage can be requested through CEEDS or in 25Live
  • Save, recycle, or return containers and decor
  • Share leftovers
    • For small amounts, keep extra to-go containers on hand (or request them in the Special Instructions field in CaterTrax) to share with friends and colleagues
    • For larger amounts (5 or more full servings), reach out to Food Rescue Network (FRN) at foodrescue@smith.edu, a student- run org that picks up leftovers and delivers them to Manna Kitchen. Be sure to mark containers with any common allergens and alert FRN before the event that there will likely be leftovers (This can be done in 25Live under Custom Event Attributes, if you have selected an Event Type that indicates food will be served and your headcount is over 50).

Americans with Disabilities Act

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 those 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 Accessibility Resource Center for all special needs requests. Fees may apply.