Middlebury

 

Student Event Planning

students4

Whether planning a large-scale event or a small meeting, these easy steps ensure that your event request is processed as quickly and efficiently as possible:

1.    Check the campus Calendar of Events to see what’s already scheduled on the date/s you are considering.
In addition to reviewing the Featured Events, click the link for More Campus Events as well. Check for events that might conflict with your plans or compete for your intended audience, eliminating those dates as possibilities.
2.    Check availability of your preferred event venue on 25Live.
Search for the “Location,” select a date range, and check the “Calendar” or “Availability” tabs. Consider your potential audience, your technical needs, and equipment needs. Make sure you are selecting a venue that offers adequate capacity and technological capability.
3.    When you’ve found a date and location for your event, submit an Event Reservation Request online.
You will receive an email confirming that your request has been received.
4.    When Event Management has processed your request and reserved a location, you will receive an Event Confirmation.

Be sure to submit your room request early! Requests are processed in the order they are received, and you are one among many organizations planning events. “Last minute” planning limits your venue options, and the availability of support services.


Please keep in mind:

Event Approval
Do not publicize, sign contracts, make airline/hotel reservations, or other commitments until your event date has been approved and a space has been reserved. Your event is confirmed only when you have received an “R25” Event Confirmation.

Priorities!  
Academic needs take priority over all else. Events can and will be relocated if a room is needed for a class.

The “7 Day Rule”
Service providers such as Facilities Services, Media Services, and Dining/Catering services may not be able to provide support services if your request is received less than 7 days before your event. If you need tables, chairs, band boxes, electrical support, media support, catering, etc. - your request needs to be placed at least 7 days prior to your event!

Film Screenings
Student groups wishing to screen a film may need to obtain public performance licensing to comply with U.S. copyright laws. To obtain licensing, planning must begin at least two weeks in advance of the screening date.

To schedule a film screening:

  1. Contact Susan Driscoll via email sdriscoll@middlebury.edu or by phone ext. 2048. She will verify availability and advise on any licensing requirements and fees. These vary per film, so this step is critical to working within your budget!
  2. Submit an Event Reservation Request form to reserve a screening room.
  3. Submit a Film Rental Form
  4. If you need tech assistance, you will need to contact the HelpDesk at ext. 2200 to make arrangements.
  5. Films can be picked up at the circulation desk in the library on the day of the event. Films must be returned to the circulation desk the day after the screening.

Catering
When planning a catered event, you may want to connect with our office for guidance on selecting the best location for your needs. Please visit our Catering page for College & non-College catering options, linen rental info, and area businesses that provide tent and equipment rentals.
Please note:

  • Only Approved non-College Caterers listed on the Catering web site may provide service on campus. The Controller’s Office will not reimburse payments to caterers that are not on the approved list.
  • Vermont regulations prevent the College from making it possible for non-College caterers to supply food or beverages in venues where the College provides food service.

Rehearsals
Performing arts-related student organizations are expected to submit requests for rehearsal time prior to the start of each semester. Due to limited availability of rehearsal space, Event Management will initially schedule just two rehearsals per each organization. Once all organizations have submitted a rehearsal schedule, remaining rehearsal slots will be scheduled as equitably as possible.

Final Exam Week
Per the College Handbook (see Academics/Calendar), no activities may be scheduled during exam week.

However, an exception may be granted for student organization sponsored stress breaking activities (only) which can be scheduled after 10pm on an exam day followed by a reading day.  No activities can be scheduled on a reading day.

Student Event Scheduling Policies
Student scheduling policies may be viewed in their entirety on our Policies page.

 Student Organizations

MiddLink lists all active organizations. Here you will find a brief description of the organization, contact information, membership roster, upcoming events, and more. This site will change constantly as organizations actively plan and grow!

 Go to:  MiddLink

  1. Log in using your Middlebury credentials
  2. Click on the Organizations tab at the top
  3. Browse organizations alphabetically or by category; or type a keyword in the search field
  4. Click on an organization to view details.
    No info posted? Any organization found lacking detail will be asked to update their profiles by January.