Hampshire College

Planning your Event

One of the Office of Student Development and Community Leadership's main goals is to support individual students and student groups in planning events. We will support you through all of the neccessary steps to hold an on-campus event. Please come to us with any event-planning questions you have.

The SDCL has a student program coordinator who is available to meet with you to discuss the logistics of planning your event. Call our office at x6005 for that individual's office hours, or email sdcl@hampshire.edu to schedule an appointment with them.

Our event planning handbook is available online through the link to the left.
 
Event Registration

All events require registration. All residential events require a party permit to be completed through your House Office. Any event held outside a residential location requires an Event Registration Form (ERF).

Events cannot take place prior to the first day of classes (orientation period) or beyond one week after classes end (graduation period).

ALCOHOL For events involving alcohol, you must meet with the student activities coordinator at least 14 business days in advance of your event to discuss the alcohol service at the event.
 

Event Registration Forms (ERF)

Prior to filling out an ERF,  make a tentative reservation for the location of your event with Special Programs. Your ERF will confirm this reservation.

All ERFs must be completed by 4 p.m. at least ten business days (not including the day it's submitted) before your event . There are no exceptions to this policy. We encourage you to register the event more than ten days in advance. This will allow us time to help you make necessary arrangements, and to let you know if the event cannot happen for some reason. If the event is not able to happen, you will then have time to cancel/reschedule the event.

To complete an ERF, click on the "event registration" link to the left.

After completing your ERF,  call and check in with the Public Safety office (x5424) to discuss the logistics of and security needs for your event.

If necessary, contact the Media Services Coordinator at least one week prior to the event at x5759 to schedule equipment, technicians, and discuss service fees.

All performers at Hampshire College sponsored by a student organization must complete and sign a contract. Contracts are available in the SDCL.