You finished! Congratulations! You finally get to ring that bell. But wait! Before you gather with your friends....

A bell ringing is considered an “event” and, therefore, must be properly registered with campus leadership and activities (CLA). To learn how to do this, please read the protocols for registering events (either with or without alcohol service).

As in the past, there will be a fenced-off area located near the bell for those of you who wish to serve wine and/or beer at your bell ringing event. If you decide to serve wine and/or beer, you will need to follow the procedures for hosting an event with alcohol service. That procedure is outlined here.

Avoid custodial service charges and clean the area used around the bell immediately following your event, disposing of any trash or other debris.

Registering an Event Without Alcohol (Bell Ringings, Gallery Openings, Screenings, etc.):

Step 1: For space reservations, contact the event services and summer programs office (ext. 5610). To reserve the bell, come to CLA.

Step 2: Complete and submit an Event Registration Form (ERF) at least 10 business days before the date of your event or bell ringing. Supply your name where the ERF asks you to name the “sponsoring organization” and the “budget manager/signer name." Where it asks you to supply the “organization’s account number," please supply your Hampshire College ID number.

• Please Note: So that resources may be properly planned for and allocated, the office of public safety requires the minimum 10 business days advance notice stated above. ERFs submitted with insufficient advance notice will be denied, and those events will not be permitted to take place.

Step 3: CLA will email you a copy of the ERF form confirming receipt. Assuming, as prompted by the ERF instructions, you have contacted all other necessary offices and made proper arrangements, you can assume that your event has been approved and that your event can take place as planned.

Important Facts to Consider Before Deciding to Serve Alcohol:

When hosting an event where alcohol will be served, please bear in mind that you will be required:

• To abide by all College alcohol policies.
• To hire a trained, certified, and Hampshire-approved alcohol server and to assure that they, too, abide by all College alcohol policies.
• To supply adequate amounts of food and non-alcoholic beverages (Sodexo Catering has the “first right of refusal” on all food served at Hampshire public events. Please contact Sodexo Catering at ext. 6235 to arrange for food service).
• To hire (for most venues) one or more public safety officers to monitor your event. This is a public safety office requirement. Please contact public safety at ext. 5424 to arrange for monitoring.  Also, please note: Because it is housed in the same building as public safety and is patrolled regularly, only properly-registered Hampshire College Gallery events are exempt from this requirement to hire an officer.
• To supply our server with the signed copy of your beer and wine service contract so that they may produce it if requested to do so by public safety officers.

As the individual responsible for your event, you will also be accepting responsibility for any and all expenses incurred, including any damage to equipment and/or property. Please take the facts listed above into careful consideration when deciding whether or not to serve alcohol at your event.

Registering an Event With Alcohol (Bell Ringings, Gallery Openings, Screenings, etc.):

Step 1: For space reservations, contact the event services and summer programs office (ext. 5610). To reserve the bell, come to CLA.

Step 2: An absolute minimum of 14 days prior to the date of your event, call to set up an appointment to meet with Pam Tinto, assistant dean of students for campus leadership and activities, ext. 5751. The purpose of that meeting will be to review the College’s alcohol policies and to complete a beer and wine service contract. This contract must be completed a minimum of 14 days in advance of your event in order for you to serve alcohol. No contracts will be approved with less than 14 days advance notice.

Step 3: Once your beer and wine service contract has been completed and approved, complete and submit an Event Registration Form (ERF). This form must be submitted at least 10 business days before the date of your event or bell ringing. Supply your name where the ERF asks you to name the “sponsoring organization” and the “budget manager/signer name." Where it asks you to supply the “organization’s account number," please supply your Hampshire College ID number.

• Please Note: So that resources may be properly planned for and allocated, the office of public safety requires the minimum 10 business days advance notice stated above. ERFs submitted with insufficient advance notice will be denied, and those events will not be permitted to take place.

Step 3: CLA will email you a copy of the ERF form confirming receipt. Assuming, as prompted by the ERF instructions, you have contacted all other necessary offices and made proper arrangements, you can also assume that your event has been approved and that your event can take place as planned.