Information for Planning Student Events
Planning your Event
One of Student Engagement's main goal 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.
Student Engagement 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 413.559.6797 for office hours or email Rachel Kremer, assistant director of student engagement at rkSA@hampshire.edu 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 from the Student Activities Fund must be approved by the Student Engagement Office. For questions about registering an event, please contact the Student Engagement Office.
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 complete the Beer and Wine Service Contract and meet with Rachel Kremer, assistant director of student engagement, at least two weeks in advance of your event to discuss the alcohol service at the event. Email rkSA@hampshire.edu to make an appointment for an alcohol consultation.
Current Hampshire College students, faculty, or staff members may invite an off-campus group or individual to campus for an event, subject to the Campus Event Safety Policy.
Visit the Events tab for your student group on HampEngage and click on "Create Event" to request a space and register your event with Campus Leadership and Activities. Only members of recognized student groups can reserve spaces for group events and meetings. If you are not a part of a student group, but would like to plan an event, please reach out to CLA at firstname.lastname@example.org for information on how to register an event on campus.
The Student Engagement Office 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 HampEngage, 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 two weeks 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 this form.
Events with an expected attendance of more than 200 individuals require consideration beyond the two week event-registration requirement. The Student Engagement Office 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.
Hosting Conferences or Multi-day Events
Students who want to hold a conference or multi-day event on campus must do so in conjunction with the Student Engagement Office. 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. Because of availability of campus resources, students and student groups are allowed to host only one conference or multi-day event a year.