Planning your Event
One of campus leadership and activities' main goals is to assist individual students and student groups in planning events. We will support you through all of the neccessary steps to hold an on-campus event.
Campus leadership and activities staff are available and eager to meet with you to discuss the logistics of planning your event, so please come to us with any questions you have. Call extension 6005 for office hours or email firstname.lastname@example.org to schedule an appointment.
All student events require registration. Events held in residential locations require a party permit to be completed through your house office. Any event held outside a residential location, by a student group, and/or for which you are requesting funding must be approved by campus leadership and activities. For questions about registering an event, please contact email@example.com.
Events cannot take place prior to the first day of classes (orientation period) or beyond one week after classes end (graduation period). The student event cut-off date for the 2013 spring term is May 11.
ALCOHOL: For events involving alcohol, you must meet with the assistant dean of students for campus leadership and activities, Pam Tinto, at least 14 business days in advance of your event to discuss the alcohol service at the event. Email firstname.lastname@example.org to make an appointment for an alcohol consultation.
Facility Request and Event Registration Form (ERF)
The event registration form must be filled out to request and reserve a space with the event services and summer programs office and to register your event with campus leadership and activities. Once this form is completed, you will receive an email from the events services and summer programs office confirming your space reservation.
Campus leadership and activities will review your ERF and email you either approving or denying your event. Please do not proceed with additional planning until you have received both confirmation emails, as this fully confirms your event.
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, especially if you are planning to hold an event with a large number of attendees, off-campus performers, or where alcohol is served. This will allow us time to help you make the necessary arrangements, and to let you know if the event cannot happen for some reason. If the event cannot happen, you will then have adequate time to cancel/reschedule it.
If necessary, please be sure to contact media services as soon as your event is approved, at least one week prior to the event, to schedule equipment, technicians, and discuss service fees. Requests can be made online at http://bit.ly/psDQSJ.
IMPORTANT CHANGE FOR EVENTS
As of June 2011, the State of Massachusetts requires that a certified crowd manager attend events occurring in spaces with a capacity of 100 people or more. This impacts Red Barn and dining commons events; in particular those events with any form of amplified music. One crowd manager is required for all events in the Red Barn and two crowd managers are required for events in the dining commons. There is a fee for hiring these professionals. Actual or projected attendance at your event does not eliminate you from having to hire a crowd manager; the requirement is based on the fire capacity of the space as dictated by the Town of Amherst. Please contact us if you have questions regarding the crowd manager requirement.
© 2013 Hampshire College 893 West Street Amherst, MA 01002 . 413.549.4600