COVID-19: Essential Information
COVID-19 - Can I schedule an event?

The availability of physical space and resources to safely support in-person events is extremely limited. To the fullest extent possible, student organizations, faculty, and staff meetings and events should occur through a virtual format. Please consult the Return to Campus Guide before submitting an event request.

I am clueless! Where do I start?

Leave it to the experts! We advise faculty and staff to work through their academic coordinators and administrative assistants. Most have received training in how to plan and schedule events.

Students, please visit our web site for info on Student Event Planning.

Advertising – How do I publicize my event?

If you wish to post your event to the online Calendar of Events, please indicate “Yes” on the Event Reservation Request form when you request a space.  If you have text available at that time, you may submit it via the same form in the Calendar Text section, and you may submit a photo at the end of the form.

If you need to add calendar text or a photo after your event has been confirmed and booked by Event Management, please submit it via the Event Calendar Posting Request form on our website.

In addition to appearing in the online calendar, Featured Events (those open to the general public) will be included in a weekly all-campus email during the academic year.

Alcohol - Questions about serving alcohol at your event?

Please review alcohol policies on Dining Services' web site. Any questios should be direcyed to the Dining Services office.

Cancellations - Who do I inform if my event is cancelled?

As soon as the decision to cancel is made:

  • Immediately contact Event Management to cancel your space reservation and free up the space for other uses. Event Management will send a cancellation notice to service providers as needed. Releasing the space will automatically remove the event from the campus calendar if it was publicized. 
  • ASAP contact your caterer directly to prevent food from being ordered or prepared unnecessarily. Be sure to familiarize yourself with the change or cancellation policies of each caterer.
  • If the Helpdesk has issued a ticket for Media Services support, be sure to close your ticket.
  • If you have arranged for any special support from Public Safety, confirm the cancellation with them.

Failure to notify may result in charges for previously arranged goods and services.

Catering - Questions about catering service?

Everything you need to know about catering options and policies can be found on the Middlebury College Catering web site.

Crowd Control – What’s my responsibility?

Any event with an expected occupancy greater than 50 people shall have a minimum of one trained crowd manager. Where the occupant load exceeds 250, additional crowd managers shall be provided at a ratio of 1 crowd manager for every 250 occupants. As the event organizer, you are expected to plan to meet this requirement.

Ideally, the sponsoring department or arganization will have a trained crowd manager/s among their members. Training is provided through the Environmental, Health & Safety Department on a regular basis. 

Departments wishing to hire student crowd managers should contact student employment office for information on student availability.  Email: seo@middlebury.edu or  phone 443-5377. 

Please review the Environmental Health & Safety web site for complete details on Crowd Management requirements, and how to obtain crowd manager training.

Events – What defines an “event?”

Anything that is not part of the academic course schedule and requires dedicated use of space (even outdoor space): meetings, lectures, workshops, receptions, etc.  ALL events must be scheduled through Event Management or the appropriate Event Scheduler (for some occupants of Specialized Venues).

Changes to scheduled classes, additional rooms during scheduled class times, final exams, and make-up classes are considered “course related.” Please refer course related requests to Course Scheduling in the Registrar’s Office at 443-5069.

Event Changes - Who do I inform if event details change?

Changes in date, time, or venue MUST be routed through the appropriate scheduling channel FIRST. It will then be necessary for you to contact your caterer, the HelpDesk, and Public Safety (if you have arranged for support from them) to inform them of any approved changes.

Event Deadlines - What is the "7 Day Rule?"

All event plans must be completed at least 7 days in advance of the event date to ensure successful support for your event. This includes arrangements for space, equipment, and services (Dining Services, Facilities Services, Media Services, and Public Safety). Requests for service support less than 7 days in advance of the event will not be honored.

Additional lead time is required to plan large scale events, depending on expected attendance:
>200 people = minimum 4 weeks
200-500 people = 2 months
>500 people - 3 months

All details for large scale events should be finalized 2 weeks prior to the event date to ensure the success of your event.

Event Set-Up - How do I arrange for set-up & clean-up for my event?

Service needs are arranged through the Event Scheduler who confirmed your space reservation. All service and equipment needs are noted in 25Live Pro (our scheduling software) and communicated to service providers 25Live Pro reporting. The cost of providing service will be billed to your event budget.

Note: Non-college caterers are expected to clean up and remove any equipment or food they provided for your event - including trash.

Outdoor Events - How do I plan one?

Even outdoor spaces are schedulable spaces. All outdoor events are scheduled by submitting an Event Reservation Request.

Approval for events in outdoor spaces will be based on the impact of the requested event on the space, and on other activities previously scheduled in nearby venues or buildings.

Event Management will assist you in coordinating services.Those services will be charged to your event budget.

Registered Parties - What's the difference?

Parties arranged by students must follow the requirements as described in the Residential Life web site.  See Party Information.

The rules that govern registered parties do not apply to any other events on campus.

Wireless Network - How do I access the campus wireless network?

Visit this ITS Wiki website for instructions:
http://mediawiki.middlebury.edu/wiki/LIS/Get_Started_with_Wireless

Please direct any additional questions to the Technology Helpdesk at 802-443-2200 or Helpdesk@middlebury.edu.