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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 necessary 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 413.559.6005 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 housing area 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 bhSA@hampshire.edu
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 assistant dean of students for campus leadership and activities, Gretchen LaBonte, at least two weeks in advance of your event to discuss the alcohol service at the event. Email email@example.com to make an appointment for an alcohol consultation.
Visit the newly redesigned event registration system to request and reserve a space with the event services and summer programs office and to register your event with campus leadership and activities. Students may use adastra to reserve the Prescott Tavern, the R.W. Kern Center, Franklin Patterson Hall, and Adele Simmons Hall. Students must also submit an Event Registration Form on collegiatelink for their event to be fully confirmed. This year, we are introducing our new online platform for student groups. Only members of recognized student groups can reserve spaces for your events and meetings. As a member of a student group on collegiatelink, you may submit an event under the Events tab on the sponsoring student group's page. If you are not a part of a student group, but would like to plan an event, please reach out to bhSA@hampshire.edu for how to register an event on campus.
Campus leadership and activities will review your request and notify you either approving or denying your event. Please do not proceed with additional planning until you have received a confirmation on collegiatelink, as this fully confirms your event.All requests must be submitted by 4 p.m. at least two weeks (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 by submitting the form found here:
Events with an expected attendance of more than 200 individuals require consideration beyond the two week event-registration requirement. Campus leadership and activities will work in conjunction with student organizers in an attempt to accommodate large events. Because each event may require unique considerations, however, each must be evaluated on a case-by-case basis.
Students who want to hold a conference or multi-day event on campus must do so in conjunction with campus leadership and activities. Conference planning requires a large amount of preparation and logistics. Considerations need to include: expected attendance of on- and off-campus individuals, parking and traffic, time of year, security, food, lodging, cost, location, setup, technical needs, conflicts, advertising, and guest registration.
Planning must begin at least four months in advance. Due to availability of campus resources, students and student groups are allowed to host only one conference or multi-day event a year.