FAQ

Faculty and staff should work through their academic coordinators and administrative assistants. Most have received training in how to plan and schedule events.

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

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 as well.

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 on the online calendar, Featured Events (those open to the general public) will be included in a weekly faculty/staff email during the academic year. 

You may also register your event in Presence, Midd’s student engagement platform. Note: Events may not be registered in Presence until they are confirmed by Event Management.

Please review alcohol policies on the Dining Services website. Any questions should be directed to the Dining Services Office.

Employees requiring ASL services for a College event should contact Human Resources for assistance.

Students requiring ASL services for a College event should contact the Disability Resources Center for assistance.

If you are hosting an event and anticipate a non-College participant requiring ASL services (community member, invited guest, or a presenter), please contact Event Management for guidance.

As soon as the decision to cancel is made, please do the following:

• 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. 
• As soon as possible, 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.
• If you registered your event in Presence, please remember to cancel that registration as well.

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

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

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 one crowd manager for every 250 occupants. As the event organizer, you are expected to plan to meet this requirement.

Ideally, the sponsoring department or organization will have a trained crowd manager or managers among their members. Training is provided through the Environmental Health and Safety Office on a regular basis. 

Departments wishing to hire student crowd managers should contact the student employment office for information on student availability at hr@middlebury.edu or 802-443-5377. 

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

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).

Regular class meetings, changes to course room assignments or lecture/lab/discussions, all final exam scheduling, and make-up classes are considered “course related.” Please refer course-related requests to Course Scheduling in the Registrar’s Office at 443-5069.

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.

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 an event create a strain on our resources and may 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.

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 via 25Live Pro reporting. The cost of providing service may be billed to your event budget depending on the scope of support needs.

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

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

Approval for events in outdoor spaces is based on the impact of the event on the proposed space, and on other activities previously scheduled in nearby venues.

Event Management will assist you in coordinating services. Those services may be charged to your event budget depending on the scope of support needs.

Visit this ITS website for instructions.

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