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.

25Live – What is that?

25Live a database search engine. It gives you direct access to the current class and event schedule. You can quick-check event information anytime, anywhere. Visit our online User Guide for instructions.

Play with it! You cannot change or delete information. You have “view only” access.

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. 

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

As soon as possible, contact Event Management to release the space you have reserved. Then, contact the caterer directly. If you’ve arranged food service through Middlebury College Catering Catering (including pick up service) contact them immediately to prevent food from being ordered or prepared unnecessarily. Then, be sure to inform the HelpDesk & Public Safety if you have arranged for support from their office.

** WARNING **

BE SURE TO FAMILIARIZE yourself with the change or cancellation policies of each caterer.

 

Catering - Questions about catering service?

Everything you need to know about catering options, linen rental, and alcohol 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.

You may contact the Department of Public Safety (802-443-5133) to hire a crowd manager. Or, you may contact the Student Employment Office for information on availability of student crowd managers:  seo@middlebury.edu or  802-443-5377.

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

Events – What qualifies as an “event?”

Anything not course related that 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.

Events that are only open to enrollees of a particular academic course(typically film screenings and lectures) are considered “course related.” Please refer course related requests to the Course Scheduler 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 reserved the space for you. All service and equipment needs are noted in Resource25 (our scheduling software) and communicated to service providers via R25. 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.

Live Performances - Who can help me plan?

After you have contacted the Department of Event Management to discuss potential dates and venues, the Production Advisory Group (PAG) may be contacted to further facilitate the process. You may also be asked to submit a Performance Proposal Form. Please visit the PAG’s web site for details.

Outdoor Events - How do I plan one?

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

The Department of 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.
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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.