1) Check the campus calendar to make sure that your event does not conflict with other major events. Please read the guidelines below for scheduling events.
2) Reserve your room using the Online Event Management system. You should receive a confirmation email.
3) Make requests for any supporting resources you might need.
If your event needs
|Special setup, such as extra chairs, tables, podium, etc.||Facilities Services|
|Food, snacks, beverages, or other refreshments||Dining Services
|Computers, projectors, sound systems, VCRs||Media Services
|Special parking, security, liquor license||Campus Safety|
|Overnight accommodations||Surrey Williamson Inn|
Office of Communications
Fill out your Event Request Form
I. Your event must not take place on the same evenings as other major events. More information.
II. For information on events already scheduled, please check Skidmore's campus calendar or the Online Event Management System.
III. Special Weekends/Theme Programs. More information.
IV. Theme "weeks" and "months". More information.
V. Academic departments. More information.
VI. Publicity of Events. More information.
VII. Facility Rental Policy. More Information.
I. College policy dictates that there will be no more than one major event each evening, Monday through Thursday. It is expected that every effort will be made to avoid scheduling events against All-College Convocations, Annual Named Lecture Series, or major events. For practical purposes, a major event may be defined as an event that is aimed at an all-College audience or that involves payment of an honorarium of $1,000 or more.
III. Weekends that are theme-related shall be designated "Special Weekends" and shall be coordinated by the appropriate sponsoring club, organization or department. Examples of such weekends include (but are not limited to) First-Year Orientation Weekend, Celebration Weekend, and Reunion. The coordinating sponsoring group shall determine the Special Weekend logo and major events for that weekend. Event proposals from other groups may be submitted to the coordinating group for consideration.
Other "special weekends" may be organized, other than the traditional annual Special Weekends, on a year-to-year basis, providing that appropriate weekend dates are available, and do not encroach upon regular cocurricular programming expectations of the many clubs and organizations at the College.
IV. (Hispanic Heritage Celebration, Native American Celebration, Multicultural Celebration, Black History Celebration, Women's Festival, Asian American Celebration, Environmental Awareness) may be noted on the cocurricular calendar and may be recognized as such in an effort to raise community awareness. The appropriate sponsoring group(s) may reserve one "special weekend" attached to the theme week, or within the theme month; (2) weekday evenings (Monday-Thursday) for theme-related programs during a theme week; and (5) weekday evenings (Monday-Thursday) for theme-related programs during a theme month. Major campus activities sponsored by other groups may not be scheduled on these "reserved" evenings without the expressed verbal/written permission of the theme-related sponsoring group. It is expected that the theme-related sponsoring group will make every effort to plan their events well in advance of the theme week/month. If concrete plans for a reserved date are not confirmed prior to that date, then the reservation is considered canceled. Other groups may then calendar that date for non-theme-related activities. The theme-related group may schedule alternative dates on a first-come, first-served basis. Additional weekend night programs may be planned on a first-come, first-served basis, and must be considered part of a variety of weekend program offerings.
V. Theater, dance, sports, music, art may schedule programs during special weekends, theme weeks, theme months, and reserved theme dates at their discretion. Sponsoring groups may not exercise purview over academic-related events that may need to be scheduled on theme-related dates.
VI. College events may be announced in Skidmore's campus calendar, the Skidmore News, and the weekly events email.
Events which are "open to the public" may be announced on radio station WSPN and through a news release from the Office of College Relations. The College "electronic bulletin board" (skidmore.announce) may also be utilized for publicity purposes.
Events which are not open to the public should not be announced on WSPN or released to area newspapers for security reasons.
College departments and SGA organizations may publish special brochures, schedules of events, or programs in an effort to promote activities of a very special nature or to apprise the college community of a series of events (e.g. concert schedules, art exhibits, performing arts series, College convocations, etc.). The mass distribution of printed flyers to announce an event is discouraged, since there are alternative means through which activities can be publicized (see above). Student clubs, academic departments, and other college groups are expected to cooperate with the following publicity guidelines.
Use half sheets for all publicity for co-curricular events. Whenever possible, print other types of announcements on half sheets.
Limit to 150 per event the number of full-page flyers that are posted in campus facilities.
Avoid all-campus mailings whenever possible. Announcements can be mailed to department chairs, office directors, and SGA presidents.
Utilize residence hall "study breaks" to announce events and activities. Announcements can be sent to the Office of Residental Life.
Flyers and posters may not be posted on any glass windows or doors for fire safety reasons and may not be posted outdoors or on vehicles in college parking lots.
All posters, flyers and banners advertising events must be removed by the sponsor within 24 hours after the event.
Use of College facilities by non-College organizations may be approved subject to the guidelines established by this policy. College use of all facilities shall have absolute preemptive priority over all non-College groups.
Non-College organizations, as covered by this Policy, shall be defined as groups that are Not-For-Profit organizations (all campus locations except The Tang Teaching Museum and Art Gallery).
All reservations shall be directed to the Office of Campus Life at (518) 580-5782 between September 1st and May 31st. Reservations for June 1st through August 31st should be directed to the Office of Special Programs at (518) 580-5590.
Reservations for the following campus locations should be directed as noted:
Tang Teaching Museum & Art Gallery - contact (518)580-8080
Sports & Recreation Center - contact (518) 580-5374
Please note: reservations cannot be made until the class schedule, room assignments, and athletic schedule for the requested time period have been made by the College.
For events sponsored by a Skidmore Department, please refer to Sponsorship Responsibilities.
See Rate Chart.
The fee schedule shall apply to all organizations, regardless of faculty, staff or student participation in the event or organization, unless an official College affiliation exists.
Additional fees may be applied for special needs such as Dining Services, Media Services, Facilities Set-up, Security or other College staff required to be present at the event.
Food service needs must be arranged by Skidmore's Dining Services Office, please contact (518) 580-5850.
All requesting parties must provide the College with a Certificate of Insurance as outlined in the Minimum Insurance Requirements.
All billing of non-College sponsored groups shall be handled by the Office of Campus Life between September 1st and May 31st and the Office of Special Programs between June 1st through August 31st. Customers will be sent one bill which will include all fees with the exception of any charges incured by food services (these charges will be sent to the customer directly from the Food Service Office).
CREATIVE THOUGHT MATTERS
Skidmore College · 815 North Broadway · Saratoga Springs, NY 12866
© 2006 Skidmore College