Information for Planning Student Events
Planning your Event
One of Student Engagement's primary functions 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 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 or email email@example.com to schedule an appointment with staff. Click here for related information in the Student Handbook.
All student events require registration. Events held in personal room assignments go through a different process. Events held by students or a student group on campus must be approved by Student Engagement staff. Events using Student Activities Funding must be approved by Student Engagement staff. For questions about registering an event, please contact the Student Engagement staff.
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 Student Engagement staff at least two weeks 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.
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 Student Engagement. 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 Student Engagement for information on how to register an event on campus.
Student Engagement staff will review your request and notify you in writing whether approval is granted. Do not proceed with additional planning until you have received written confirmation (on HampEngage for student organizations), 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. Student Engagement staff 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 Student Engagement. 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.