Campus Events - General

Detailed Procedures
1. Animals
  1. Animals, other than those trained to assist the disabled, are not permitted in College facilities unless they are part of an organized program. Event and Conference Services must be notified of the use of animals in a program in advance.
2. Equipment Usage
  1. All requested equipment (audio-visual, tables, chairs, rentals, etc.) will be placed in the corresponding facility reserved for an event and must remain in that facility for the duration of the event.
  2. Any damage or loss of equipment is the responsibility of the sponsoring organization (this does not include normal wear and tear).
  3. Reimbursement equal to the replacement or repair of the item may be required.
3. Event support
  1. Event and Conference Services, Facility Management and/or Public Safety may require additional staff for large events or events that occur outside regular business hours (Monday through Friday, 8:30am – 4:30pm), to be determined prior to the event.
  2. All costs related to this support are the responsibility of the sponsoring department or organization.
  3. For events held in the Fred M. Rogers Center, the building will be staffed by at least one member of the Event and Conference Services office for the duration of the event.
4. Smoking
  1. Smoking is prohibited in all College facilities, including but not limited to all offices, leased spaces, meeting rooms, restrooms, dining areas and classrooms. Please utilize designated smoking areas outside the buildings and dispose of cigarette butts in the appropriate containers provided.
  2. Fred M. Rogers Center smoking locations – due to the nature of this green building, all smoking stations must be greater than 25 feet from the building. Smoking stations are located by Parking Lot A and the entrance booth.
5. Storage
  1. Organizations that need to have materials and/or equipment delivered prior to an event must check with Event and Conference Services to ensure that the reserved facility is available or to make alternate arrangements for storage upon the items’ arrival.
  2. The College and the Event and Conference Services Office assume no responsibility for loss or damage to materials or equipment in storage or on display for an event
  3. It is the sponsoring organization’s responsibility to ensure that their items are secure and to remove them immediately following an event.
6. Parking
  1. All guest parking for events on campus is located in Parking Lot A, next to the Fred M. Rogers Center unless other arrangements have been made.
  2. Any special parking requests should be made in advance to Event and Conference Services. Requests received less than 72 hours prior the event are not guaranteed.

Date Created: June 2, 2009
Date Effective: July 15, 2009