College Event Scheduling Policies
The purpose of this policy is to regularize scheduling procedures across campus, making it possible to:
·Facilitate appropriate use of space for events
·Enable sharing of space to support the needs of the College
·Permit opportunity to assess events for the feasibility to support all service needs
·Permit assessment for conflicts of interest with regard to attracting the intended audience
This policy also considers:
Prioritization for use of specialized venues
Prioritization for events based on the core mission of the College
Impact events may have on building operations
This policy applies to all College Space.
OWNERSHIP OF SPACE
All space at Middlebury College belongs to Middlebury College. The College will allocate and reassign space to best support and further the College’s academic mission and priorities.
Space allocation will be assigned by the Space Committee and implemented for use for events under this policy.
The Space Committee will approve scheduling policies for all space.
ASSIGNMENT OF SPACE
Although some venues will be designed to support a specific College purpose, that designation does not imply control or ownership of the space. Whenever possible, the space will be made available for appropriate events.
Do not publicize, sign contracts, make airline/hotel reservations, or other commitments until your event date has been approved and a space has been assigned. Your event is confirmed only when you have received an “R25” Event Confirmation.
The Space Committee will conduct an annual review of these policies to insure they meet the current needs of the College.
Department of Events Management
Generally, the Department of Events Management will schedule all events.The exceptions to this practice are:
The Assistant to the President will schedule all uses of Hadley House.
Mahaney Center for the Arts
The MCFA Operations Manager will schedule only those events that are hosted by the departments that reside within the Center.All other events requests should be directed to the Department of Events Management.
The Scott Center Administrative Program Coordinator will schedule only those events that are hosted by the Scott Center, weddings held at Mead Chapel and memorial services held at Mead Chapel.Memorial services will not be scheduled until first approved by the Department of Events Management.
Peterson Family Athletics Complex
The Athletics Operations and Events Manager will schedule only those events that are hosted by the Athletics Department, and the non-college athletic events scheduled on behalf of our community friends and neighbors. All other events requests should be directed to the Department of Events Management.
President’s Dining Room
The Assistant to the President will schedule all events held in the President’s Dining Room.
The Department of Events Management has the authority to deny an event if the event will create an unreasonable conflict for a previously scheduled event, or if the ability to provide the necessary service support to facilitate successful events will be compromised.
It is strongly required that the feasibility of scheduling of space and provision of necessary services be assessed as the first step in event planning.This applies to venues scheduled by others as well as the events scheduled through the Department of Events Management.An appropriate, available space will be scheduled based on the feasibility assessment.An empty space is not an available space unless the event itself can be supported appropriately.
The Department of Events Management will mediate and seek to resolve potential conflicts and, when necessary, the Vice President for Administration will make the final decision.
Approval of funding, mailing of invitations, dissemination of marketing materials, etc. are not driving factors of events scheduling.If the appropriate venue is not available and cannot be made available, the event will be required to be held at an alternative time or not at all.
Generally, venues will not be scheduled unless there is a specific event planned for that venue.Blocking out large periods of time to hold space in an effort to create flexibility for one area is not permitted.Exceptions to this practice in any venue must be approved by the Department of Events Management.