event planning guide - wheaton college...event planning guide has been put together to assist you in...

Conference &

Event Services

Balfour Hood Campus Center

Ext. 3789 [email protected]

Event

Planning

Guide

Table of Contents

Introduction

Conference & Event Services Overview 2

Section 1: Booking Basics

Reserving Space & Services 3

After an Event Form is Submitted 3

Making Changes to an Event 3

Factors that Affect Securing a Space or Services 4

Why are Reservations so Important? 4

Section 2: Policies & Procedures

Catering Services 5

Media Services 6-7

Building Services 8-9

Public Safety, Police & Fire Details 10-11

Outdoor Events 12

Events Serving Alcohol 13

Planning an Accessible Event 14-16

Facility Rentals 16

Free Use of Wheaton Facilities 16-17

Weddings 17

Memorial Services 17

Event Photos 18

Section 3: Policies & Guidelines on Space Utilization

Scheduling Priorities 19

Categories of Space 20

Priority Space Usage Guidelines 20

General Space Usage Guidelines 21-22

Special Space Usage Guidelines 22-24

Dining Spaces

Athletic Spaces

Austin House

Cole Memorial Chapel

Section 4: Planning Resources

General Meeting Spaces-Capacities & Info 25

General Dining Spaces-Capacities & Info 26

Classrooms Available as Meeting Spaces-Capacities & Info 27

Event Planning Worksheet 28

Introduction

Wheaton grants access to facilities and the use of equipment resources to current

students, faculty and staff. Members of the surrounding community may also request use

of the Campus in varying capacities.

Employees may schedule facilities and equipment resources so as to carry out their

specific job duties and to schedule events related to their responsibilities at the College.

Students may schedule facilities and equipment resources for both social and academic

activities with the guidance and approval of the Office of Student Life and the

Conference & Event Services Office.

Event planning can be fun and proper planning will result in an excellent event. This

Event Planning Guide has been put together to assist you in planning a very successful

event, no matter how large or how small! All the tools and directions you need can be

found in this guide.

When you need help in your planning please feel free to make an appointment with a

member of Conference & Event Services. We are happy to work with you to make this

process go as smoothly as possible.

Please note that we strongly urge student planners to begin their work with a member of

the Student Activities Involvement and Leadership (SAILS) office.

2

Conference & Event Services Overview

The Conference and Event Services office at Wheaton College is a comprehensive one-

stop shop for all event-planning needs. Our department provides the following:

Reservations for all campus space that is able to be reserved.

Coordination of event logistics to include: Catering/Dining Services, Audio-

Visual/ Information Technology/Sound, Room Set-Up, Custodial Support, Police

Support, Grounds Services, Parking Planning, Building Management and

coordination of Equipment Rental, athletic and common area grounds and

facilities use.

Event planning consultation and assistance.

Facility rentals and agreements for free use of space.

We do not schedule or book academic classes or labs, varsity or intramural

athletic activities. Academic classes and labs are scheduled through the Office of

the Registrar and varsity or intramural athletic activities are scheduled through the

Athletic Department.

We are here to assist you with your event planning needs!

Contact Us!

Email: [email protected]

Phone: extension 3789 on campus

Main Office: lower level of Balfour Hood Campus Center

On-line: www.wheatonma.edu/conferences

mailto:[email protected]

http://www.wheatonma.edu/conferences

3

Booking Basics

Reserving Space and Services

Visit the Conference and Event Services website

Click on “Event Form”

Fill in the appropriate information and click “submit.” Event forms that are

received with incomplete information may result in delay of services or even

inability to process the request.

All requests must include the date, time and location desired as well as

alternatives.

Requests must be received at least five (5) business days prior to the date desired.

*(See Space Scheduling Policy for how spaces are assigned)

After an Event Form is Submitted

The request is received by Conference & Event Services.

Conference & Event Services checks to see if the space/ time requested is

available.

If the space/time requested is available the request is entered into Resource 25

(R25) the College’s space management tool. Once it is saved an electronic

notification is sent to service providers as needed and an email confirmation is

sent to the event planner.

In the case that either the space or a service is found not available, communication

will take place between the event planner and C & E Services.

Requests that are received in less than five (5) business days prior to the

reservation have a risk of being granted only a portion of the services that were

requested, based on availability.

Requestors should expect that their request would be handled within a 24-hour

time period, requests submitted after 3:00 pm may not be handled until the next

business day.

Making Changes to an Event

All changes or cancellations should be emailed directly to Conference & Event

Services; [email protected], as soon as possible.

Changes that include a request for additional services may or may not be granted

depending on availability.

Cancellations that have incurred charges or expenses prior to cancellation will be

billed to the requesting department/party.


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Booking Basics cont.

Factors that Affect Securing a Space or Services

Due to limited resources, submitting an event form does not guarantee that all

services/equipment requested will be available. Additional costs may be incurred.

The Conference & Event Services office will inform you and obtain your

approval before cost related services are secured.

Certain Media Service requests may require additional consultation. Please refer

to the Media Services section of this document for more information.

Certain spaces may have set up and/or capacity limitations. Please refer to the

“Room Gallery” in this document or on our website for more specifics.

Individuals/departments/organizations in whose name reservations are processed

are held responsible for leaving the space and all of its furnishings and equipment

in a neat and orderly condition. Failure to do so may result in a service charge or

denial of future services.

A diagram outlining the details of the space set up must accompany reservations

requiring a special set up. A “special set up” is anything other than what is noted

in the Room Gallery.

A diagram outlining the details of the space set up must accompany requests for

events in the Atrium of Balfour Hood.

Why are Reservations so Important?

Each reservation is recorded on a weekly “Facilities Report”, which is then distributed

across several campus departments. This report informs the support staff of the event

requirements. The distribution may include departments such as Public Safety, Building

Services or Media Services for example. The reservation and sharing of event

information is important for several reasons; community safety, facility maintenance, fair

access and the College’s commitment toward quality service.

5

Policies & Procedures

Catering Services

Events requesting catering must make their own contact with the Catering

Director by calling extension 5451 or by emailing the Director of Catering. This

should be completed at least 5 business days prior to the scheduled event.

Catering requests will be discussed only if a space reservation has already been

made with Conference & Event Services.

Catering for events in dining spaces (Chase Dining Hall, Emerson Dining Hall,

the Loft, Faculty Dining Room and Lounge, President’s Dining Rooms 1 & 2,

Crum’s Cloakroom and Chase Small) may only be secured through Wheaton

College Dining Services. Outside catering is not allowed in such spaces.

o An exception to not allowing outside catering in a dining facility can be

made when the meal being served is a meal that Wheaton College Dining

Services is unable to provide based on its contents. Wheaton College

Dining Services is unable to provide Kosher meals. In any case,

approval from the Director of Dining Services is necessary.

Events requiring catering, other than Wheaton College Dining Services, must

make arrangements for the caterer to provide a certificate of insurance, naming

Wheaton College as additionally insured, to the Conference & Event Services

office at least five (5) business days prior to the scheduled event.

Groups that bring in catering, food of any kind other than catering ordered

through Wheaton College Dining Services, are responsible for cleaning the

reserved space in which this “outside” food was consumed. Failure to do so may

result in a charge to the group, department or organization or denial of future

access to space.

When serving a plated meal in a non-dining space, a plating area (additional

room) should be reserved for an additional hour both before and after the event.

Example: Serving a meal in the Woolley Room, Mary Lyon Hall requires a

plating station in a space such as the Holman Room, Mary Lyon Hall. In these

cases please consult with the Catering Director to ensure all needs are being met.


6

Policies & Procedures cont.

Media Services

Services Available for Request Include:

Equipment and support for audio-video systems in classrooms

Media and projection systems for campus events

Limited videotaping of speakers and events (when available, and permission must

be received from speakers/performers prior to event)

Purchasing and rental assistance for all types of media/audio related equipment

Installation and maintenance of projection, audio, video, satellite and broadcast

equipment

Equipment Available for Request Includes:

CD and DVD players

Tripods

Microphones

35mm slide projector

LCD projector & Screens; 6’ & 7’ tripod only

Laptop computers, MAC and PC

Overhead transparency projectors

Small audio speakers for internet/video playback

VCR

Flip, HD digital cameras, Document Camera

Digital Audio Recorder

Requesting Services or Equipment for an Academic Class:

Media Services requests for an academic class should be directed to the Media Services

form or sent to their office via email: [email protected]. A link to their request

form can be found at www.wheatoncollege.edu/campus-events in the section called

“Services.”

Requesting Services or Equipment for an Event/Meeting:

See the section in this document titled “Reserving Space and Services for an Event”

and follow the steps outlined.

Requesting a Film Showing with a Film on Reserve:

Place your film on reserve in the Library and reserve an appropriate space to hold the

film showing by following the by following the steps outlined in the section titled

“Reserving Space and Services for an Event” of this document. Be sure to indicate that

the film is on reserve and enter its title.


http://www.wheatoncollege.edu/campus-events

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Requesting a Sound Check:

Media Services is able to assist with a sound check only during the day of the

scheduled event and may be restricted to certain time frames depending on

availability.

General Points to Consider:

Media Services does not provide equipment or support services for outdoor

events, events outside of campus, events in the Lyons Den nor events in

Residence Halls.

Media Services follows copyright laws at all times.

Media Services does not provide microphones or audio support for bands or disc

jockeys.

Media Services is unable to provide microphone set-ups for an acapella event

rehearsal.

Other equipment is available for “check-out” from the Media Services Office,

Room 205, located to the right of the Media Center, in Balfour Hood.

8


Building Services

Equipment Available for Request

The following equipment may be used for campus events; however, many items have

location and/or other restrictions regarding its use. They are outlined below. All requests

for these items should be made through the Conference and Event Services office by

following the steps outlined in the section titled “Reserving Space and Services for an

Event” of this document.

Tables

Rectangular tables are available in limited quantities in both 6’ and 8’ lengths.

Round tables are also available to seat up to 8 people. Paper tablecloths can be

provided with the tables in either white or blue.

Chairs

Folding chairs are available in some locations while others have stackable chairs

that are always kept in that particular space or building.

Easels

Wooden easels used to display posters; signs or that can hold flip charts are

available, flip chart pads and markers are not provided with them.

Display Boards

Free-standing, four-sided display boards are available that posters, pieces of art or

other items can be adhered to using simple push pins.

Podiums

Podiums are available for use in several locations and are typically a standard

white with either the Wheaton word mark or college seal on the front.

Music Stands

A limited number of music stands are available; they are a standard black metal

stand.

Staging

Staging is available in two forms; 4’ x 8’ blue risers that are put together to form

low-style platform staging and full-style staging that is assembled by the

Carpenter’s Shop. Staging requests may require consultation with a service-

providing department and may be subject to town permitting regulations.

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Services Available for Request

Customized space set ups, custodial service and assistance securing rental equipment to

support your event are all available through the Building Services department. These

items can be coordinated by working with the Conference & Event Services office.

General Points to Consider

Events that require special equipment set up, such as through an outside lighting

company or staging company, must arrange for the equipment to be taken down

and removed immediately following the conclusion of the event.

Equipment and/or services that are requested less than five (5) business days prior

to the event may not necessarily be provided. Availability of both the equipment

and staff will determine whether or not those requests can be fulfilled.

All room setups must be coordinated through the Conference & Event Services

Office. Once a room is set, any considerable moving of the furniture can only be

done by the appropriate Building Services staff. At no time is furniture to be

moved by program organizers or program participants.

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Public Safety, Police & Fire Details

General Considerations:

A decision to assign detail officers to an activity or event is generally determined

by the number of people expected to attend, whether alcohol is being served, and

whether the activity may reasonably present a safety or security concern. The

number of officers that are needed will increase proportionately to an increase in

any of these individual factors.

For most events, decisions regarding the need for public safety, police and/or fire

detail(s) will be made collaboratively between representatives of Wheaton

College Public Safety, the Conference and Event Services office and the event

planner(s).

Detail services will not be secured unless an official reservation has been

processed by the Conference and Event Services office.

In the event of any conflicts regarding the need for or number of detail officers,

the Director of Public Safety or his designee will make the final determination.

For certain events (i.e. large concerts, events involving tents) permits from the

Norton Fire Department and the Town of Norton Building Inspector may be

required. Advance notice is needed to obtain these permits.

Factors Influencing a Decision to Assign a Detail:

Attendance: Whenever attendance at an activity or event is expected to exceed

100 persons, a discussion will take place between the Public Safety Department

and the Conference and Event Services office or the appropriate department or

group, regarding the necessity of a police detail. If the activity or event is

advertised off campus, this discussion will take place regardless of the expected

attendance.

Alcohol: A detail will generally be needed for any activity in which alcohol is to

be served.

Safety and Security Concerns: The following are examples of safety and security

concerns that will generally require the posting of a police detail:

o Any activity which involves the closure or partial closure of a college

roadway or lane of travel or parking lot, or which will involve special

traffic or parking arrangements.

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o Some concerts, bands, Disc Jockeys, or live acts, often dependant upon

expected attendance.

o Events involving public exposure for celebrities, government officials, or

VIP's. (This detail may involve plainclothes officers, uniformed officers,

or both, depending on the nature of the event and the anticipated

attendance.)

o Any other event or activity which poses a significant safety risk or concern

to players, participants or staff, or which may create conditions of

disorder.

Other Factors to Be Considered: Other factors that may be considered in deciding to assign police details may include:

The history of a particular activity or event, including a consideration of past

problems (or lack thereof), and any other public safety concerns.

Whether admission is to be charged at the activity or event.

Event set up and components (light, sounds, special affects).

Costs:

The sponsoring (or responsible) individual, group, or department will be billed for the

cost of any detail requested, negotiated, or otherwise assigned.

Cancellation: Twenty-four hours notice of event cancellation is requested. In any circumstance, eight

hours notice of cancellation must be given to detail officer(s), or the sponsor will be

charged for the detail as if the event had proceeded.

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Outdoor Events

Outdoor events are subject to the same policies and procedures as indoor events, but

because of their public nature there are additional considerations. Outdoor spaces are

reserved through the Conference and Event Services office.

Some considerations about outdoor events:

When planning an outdoor activity, alternative indoor facilities must also be

reserved in the event of inclement weather (if the activity can be moved indoors)

or a “rain date” should be considered. Events reserved without a rain location may

result in cancellation if inclement weather exists.

Outdoor events may require special overtime details for setup or cleanup. These

will be discussed during the reservation process.

A limited number of tables, chairs, trash barrels and other equipment is available

to support outdoor events. Staging and sound equipment is not available from the

College. It is important to discuss your needs with the Conference and Event

Services office as early as possible to determine if your program needs can be met

with on-campus resources.

If your event requires setup of a tent, porta-potties or other rental equipment, you

may be required to pay for a detail service from the Grounds, Electrical or other

Physical Plant departments. This will also be discussed during the reservation

process.

Outdoor Events with Amplified Sound:

The College does not own equipment to provide amplified sound to outdoor

events. All equipment needs will be outsourced through the assistance of Media

Services as appropriate.

Reduce noise after 11:00 pm so as to contain it within the campus perimeter.

When planning an event with amplified sound consideration needs to be given to

the impact that event will have on the surrounding community.

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Events Serving Alcohol

Wheaton College, as a licensee, is responsible for the administration of the sale and

service of alcoholic beverages in accordance with the laws and regulations of The

Commonwealth of Massachusetts and the Town of Norton. We will serve alcoholic

beverages in a safe and responsible manner and reserve the right to refuse service to any

individual who is intoxicated or an individual who cannot provide one of the 3 following

identifications:

Valid, State Issued Drivers License

Valid, State Issued Identification Card

Valid U.S. Passport

Wheaton College holds a liquor license, permitting the service of wine and malt

beverages in specific locations on campus. Please note that under special circumstances

you may be required to apply for a one-day liquor license with the Town of Norton. This

will be determined by working with Dining Services and they will assist with the

application process.

How does someone plan an event that is serving alcohol?

First, you must secure a space for your event and request services. See the section in this

document titled “Reserving Space and Services for an Event” follow the steps to make

a space reservation and obtain services for an event.

Once you have received a confirmation for your event you must complete an

“event/party with alcohol” registration form (which can be obtained in the SAIL

Office) and complete that process with their office by the Monday prior to your

event.

Dining Services will track consumption during the event and will submit the

appropriate paperwork to the Business Services Office for billing purposes.

Business Services will bill you, at cost, for all alcohol consumed at your event.

These procedures compliment the College’s Policy against the abuse of drugs and

alcohol, (available in the Staff Handbook), and The College’s statement of

responsibility for alcoholic beverages (available on Business Services website).

14


Planning an Accessible Event

As an event planner, you have an ethical and legal responsibility to ensure that people

with disabilities are able to attend and participate in your event. Wheaton’s obligation to

consider the needs of participants with disabilities extends to any event sponsored by the

College, student organizations, departments, or groups whether held on or off campus

and whether or not members of the public are invited to attend. In very few

circumstances, such as a private social function or a meeting where the participants are

known and no accommodations are required, it may not be necessary to plan for the

needs of participants with disabilities.

Making an event accessible is easier if you keep access in mind throughout the entire

planning process, below you’ll find considerations to help you:

A fully accessible location for the event, including restrooms, eating venues,

seating, etc. should be requested. Accessible space is limited and relocation may

not be an option.

Advance notice of accommodations that will be needed is key, and working with

Disability Services will be essential.

Preparation of program or event hand-outs in alternative formats, such as Braille,

for persons who cannot read standard print

Having a wheelchair lift van for transport of a participant who uses a chair IF

transport of all others is being provided for event attendees

Meeting special dietary needs as you plan meals

Providing sign language interpreters or other accommodations for persons who

are deaf or hearing impaired.

Selecting locations that are inclusive and do not require people in wheelchairs to

be isolated in one portion of the room.

Communicate with participants as much as possible and as early as possible to

allow people with disabilities to request accommodations and provide you with

the necessary time to arrange for those accommodations. Using an “Access

Statement” such as the one listed below on all event promotional materials will

help in the communication process.

Planning Assistance Available to You:

Planning assistance is available by arranging a meeting well in advance of your

event date with staff in either the Conference & Event Services office or SAIL

office.

Disability Services is also available to help locate vendors to provide services

during your event or assist in the logistics planning.

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Consult resources such as the “Communication and Physical Access” guide

available online as part of the Conference and Event Services web site under

“Event Planning Tools.”

When completing your online Event Form be sure to check yes for “Disability

Services” in the section titled Special Service Needs.

Before the Event Begins

As soon as possible, notify attendees with disabilities when their accessibility

arrangements are in place.

Identify, label, and publicize the location of the accessible restroom, parking, and

TTY telephone closest to your event.

Provide preferential seating toward the front of the event for attendees who are

utilizing sign language interpreting or real-time captioning services (CART). Sign

language interpreters should be situated in proximity to the event speaker and

within the sight line of the person who is deaf.

Be sure to walk through your event venue at least two days before. Check that

automatic door openers and elevators are operational. Verify that all paths are

clear and free of steps for wheelchair access. A member of Conference & Event

Services, SAIL or Disability Services can be requested to walk through the site

with you and make suggestions.

Access Statement for Use in Event Communications

When printing posters, invitations or sending emails about your event inserting an access

statement such as the one below can help make you aware of attendees needing

accommodations in advance of your event.

“Individuals with disabilities requiring accommodations or information on accessibility

should contact Disability Services at (508) 286-8215, TTY (508) 286-5682.”

During the Event

Event staff should be aware of their general obligation to provide accommodation

for people with disabilities. At minimum you will need to identify a person who is

prepared to address disability accommodation arrangements during the event, or

consult with others for assistance in determining what is appropriate.

Even with conscientious planning, there may be instances when a person with a

disability may request an accommodation moments before the event begins. Try

to address their needs as best you can, and if you can’t, encourage them to make

their requests further in advance to ensure their attendance and participation at the

next event.

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Accommodations for Persons who are Deaf or Hearing Impaired

Commonly requested accommodations for persons who are deaf or hearing

impaired include assistive listening devices (FM systems), sign language

interpreters, closed captioning in real-time or for films. To arrange for a sign

language, oral interpreter, CART services, or assistive listening devices please

contact Disability Services, (508) 286-.8215. Advance notice is required.

Alternative Print Accommodations

For someone visually limited, enlarge the document to font 18 or larger. This can

be done using a copier or just from your original document itself.

Some people who are blind or have reading disorders may wish to have handouts,

playbills, etc. in an electronic format on a disc for future reference.

For assistance in obtaining documents in Braille contact Disability Services at

(508) 286-8215, advance notice is required.

Facility Rentals

The College, in an effort to maximize revenue-generating and outreach opportunities

when facilities and resources are not focused on the academic mission, will grant access

to space to members of the general community and reserves the right to charge for this

use of facilities and equipment/services according to an established schedule of fees.

Priority will be granted first to those requests from the general community that most

closely align with the College’s academic mission and secondly to maximize revenue.

All such requests must be referred to Conference & Event Services.

Once the request is reviewed and deemed feasible, Conference & Event Services

will offer a contract to the outside group with a set fee schedule, will secure

appropriate insurance and process all event details including an event form and

bill processing.

Free Use of Wheaton Facilities

Wheaton College aims to collaborate with the surrounding communities when

appropriate and feasible. One of the ways in which it does this is by granting “free use of

space” to outside entities.

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All requests must be made through the Conference & Event Services office and the only

individual that can grant this “free use of space” is the College President.

How does someone obtain “free use of space?”

The requesting entity needs to contact the Conference & Event Services office

with the specific details of their request.

The C & E Services office will determine whether or not the request is feasible

and will do so by communicating with other departments as necessary.

If the request is deemed feasible then the C & E Services office will submit that

request to the President of the College.

Upon the President’s approval the C & E Services office will make further

arrangements with the outside entity to complete a “Use of Facilities” contract,

will obtain appropriate insurance certificates and manage the event details by

processing an event form.

Weddings

Cole Memorial Chapel is available for current faculty, staff, students and alumnae/i or an

employee of dining services. Weddings are only permitted when the students are not in

session: Columbus Day Weekend, January break, Spring break and during the summer

and can be reserved on a first come first served basis for a flat fee of $500. This fee

includes a rehearsal date and time as well as the ceremony date and time. Basic Media

services are also provided which includes a microphone, podium and sound.

Weddings are not held in any other location on campus, outside tents are not allowed.

Emerson Dining Hall can be booked for a reception, with catering provided only through

Wheaton College Dining Services.

Memorial Services

Memorial Services will be permitted in Cole Memorial Chapel for current Students,

Faculty, Staff, Trustees, top donors and those with “emeritus” status. Any fees incurred

will be underwritten by the Office of the President’s budget. This includes fees related to

overtime costs, media costs, etc. that may be incurred by other campus departments. The

decedent’s family or estate will not be charged. Conference & Event Services Staff will

serve as the primary point people for the requesting party and will therefore communicate

logistical needs to service providers.

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Event Photos

The campus is open to the public to take pictures; this is not restricted to only those that

hold their ceremony or reception in our facilities. The request should be made in writing

to C & E Services and should include the date and approximate time that they will take

place.

Pictures are limited to the outdoor grounds only. College buildings are not available for

photos.

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Policies & Guidelines on Space Utilization

Scheduling Priorities

Semester – long, Academic Classes

Spaces that have been designated as classrooms will not be reserved for anything

other than semester-long, academic classes until the Add/Drop date of each

semester has passed. This is typically two weeks after the start of the semester.

During the “Add/Drop” time frame of a semester, departments may establish

patterns of use for their priority space(s) throughout the semester and submit

recurring reservations to the scheduler so that the space is reserved for those times

throughout the entire semester.

During the “Add/Drop” time frame of a semester, others may also submit

recurring or one time reservation requests for priority space; it is assumed that the

department’s needs have been met.

2) Annual, “All-College” Events

“All-college” events may include, for example, endowed lectures and concerts,

Fall Orientation, Homecoming, January Orientation, the Leadership Recognition

Awards Ceremony, the Housing Lottery and Commencement/Reunion. Items

noted in the College Calendar, approved by President’s Council are included.

These events may be scheduled more than one academic year at a time.

3) One-Time Events Aligned with the College’s Academic Mission

May include building dedications

4) General One-Time or Recurring Events

Include other Faculty, Staff or Student organized meetings, events and activities

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Policies & Guidelines on Space Utilization cont.

Categories of Space

Priority Space

Facilities that are shared and reserved with priority given to a particular

department or program, typically spaces that are designated for semester-long,

academic classes

General Space

Facilities that may be reserved and are shared by the general Wheaton

community, some of these are shared spaces between the general community and

the priority areas, specifically the scheduling of classrooms for both academic and

non-academic programs.

Special Space

Facilities that require special approval to reserve; these may include Dining Halls,

Athletic facilities and the Cole Memorial Chapel for example.

Off Limits Space

Space that typically, cannot be reserved due to its functionality, due to safety

concerns, or where use other than that which has been deemed normal business

use would interfere with the daily operations of a particular area. Some examples

include faculty and staff individual work spaces, the greenhouse and private

rooms in residence halls.

Priority Space Usage Guidelines

Due to the nature of classroom facilities, food may not be served in any classroom during

regular academic terms. Exceptions to this may require the assignment of an overtime

custodial detail at the requestor’s expense to ensure the room is clean for the next

scheduled class.

When classrooms are reserved for programs during regular academic terms, they must be

used as “standard set-up” to ensure that they are ready for the next scheduled class.

Special setups, if approved by the Conference & Event Services office, may require the

assignment of an overtime-custodial detail at the requestor’s expense.

The Holman Room, Mary Lyon Hall remains in its “standard” audience-style classroom

until Commencement/Reunion weekend and otherwise is not rearranged.

Use of classrooms equipped with technological equipment may be limited and

may require special staffing when used for programs.

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General Space Usage Guidelines

Park Hall Conference Room is restricted to reservations made by and for faculty

and staff members only.

Food and Drink are restricted from the Chapel Sanctuary, Weber Theatre, Kresge

Experimental Theatre, Weil and Beard Galleries and Haas Athletic Center (with

some athletic and “all-college” exceptions) in addition to all classroom spaces.

Some spaces have restrictions on the types of decorations that can be used. Due

to beam detectors (fire safety), balloons are not allowed in Haas Athletic Center,

Meadows Center and Weber Theatre.

Lit candles are NOT allowed in any building on campus at any time.

Smoking is prohibited in all college buildings and facilities, including all campus

residence halls and houses, in public or private spaces. The smoking of any

illegal substance in any campus building or on campus grounds is prohibited and

may result in user legal prosecution and/or College sanction.

Various locations can accommodate “table reservations” where by an individual,

group, organization, department etc can reserve just a table to promote their

activities, conduct a fundraiser, recruit members etc. Tables described as above

can be reserved in Balfour Hood Campus Center, Emerson and Chase Dining

Halls and some outdoor locations depending on weather conditions.

While general spaces will be granted in the order of priorities listed above, most

general spaces on campus are available on a first come, first served basis, within

one academic year at a time. “General Spaces” are defined as the ones listed in

the Room Gallery.

In general, event space will not be used for semester-long academic courses. One-

time exceptions can be made by the Conference and Event Services office for

single meetings of a course as appropriate (i.e., a final presentation when the

assigned classroom is inappropriate).

The process for handling these requests is:

The course instructor would request an exception to use an event space

from the Conference and Event Services office. C & E Services would

evaluate whether an appropriate classroom facility was available by

communicating with the Office of the Registrar.

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If an appropriate classroom is not available and such event space were

available, C & E Services would ask the faculty member to complete

an event form and submit it to C & E Services, who would be

responsible for coordinating the necessary services to support the class

use of the space (i.e., requesting media equipment)

General Space that cannot be used for semester-long, academic classes

includes: the New Yellow Parlor, 1960 Room and Lyons Lounge in

Balfour-Hood, the Woolley Room in Mary Lyon Hall, the Greenaway

Room in the Library and Park Hall Conference Room.

Special Space Usage Guidelines

Dining Spaces:

In order to close a dining hall during a mealtime for an event, approval must be

granted from the Dean of Students office prior to submitting a reservation request.

Events in Emerson Dining Room must end by 11:00 pm during the academic year

so as not to disrupt the residents in Emerson Residence Hall.

Athletic Space:

All use of Wheaton College athletic facilities by members of the Wheaton College

community for internal “business” should be reflected by making a “reservation.”

Austin House:

Priorities of Overnight use (in descending order) – artists-in-residence or

visiting artists; select visiting speakers or dignitaries; Trustees and friends of

the college; candidates for faculty or administrative positions

All requests to use the Austin House will go through the manager first. For

department retreats, information on catering needs is required to book the space.

If space is available, the manager will pass on the request to either the President

or the Provost for approval

Departments using the Austin House agree to use the facility as is. Additional

furnishings and equipment will not be moved into the facility.

Once approval is given, then the manager will add the overnight guest to the

Austin House schedule. The manager will keep the housekeeper notified about

room usage and develop a cleaning schedule. For overnight guests only, the

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manager will also alert Aramark to stock the kitchen with basic items (bottled

water, juices, tea, coffee, milk, cream, yogurt, bagels & bread)

A department org number is required to book the space and will be used to cover

any damages to the Austin House

For department retreats, the department is responsible for ordering and covering

the cost for any catering.

Media and A/V related items are not available at the Austin House.

The fee for using the Austin House overnight rooms is $50/night

Arrivals & departures before 8:30am or after 4:30pm or on weekends will be

handled by Public Safety {this involves key distribution and key retrieval}

The Wheaton host (the person who booked the room with the manager) is

responsible for providing the necessary guest transportation to/from campus

Reservations need to be made at least 5 business days in advance

The Wheaton host will need to be available for a walk-through of the property

with the manager prior to and after the guest’s stay at the Austin House

Public Safety will make periodic checks of the property when guests are booked

at the house

The entire facility, including all guest rooms, is a smoke-free environment

The Austin House is not handicap accessible

The fireplace is not available for use

No pets allowed

Due to liability and safety concerns all food for events in the Austin House must

be catered either through Wheaton College Dining Services, by an outside vendor

or acquired and brought in by the booking party. Actual cooking of food in the

kitchen of the Austin House is strictly prohibited.

Austin House Manager: Susan Colson

508-286-3491

[email protected]

General Directions to Austin House (20 Elm Street)

From Exit 11 on I-495 take Route 140 south 2.5 miles. Turn left at the intersection of

Routs 140 and 123. Proceed approximately three-tenths of a mile east on Route 123 to

Elm Street, which will be on your left. Travel two-tenths of a mile on Elm Street, on

your left you will see a white post with the #20 on it. This is the driveway to the Austin

House.

From Exit 10 on I-495 take Route 123 west for approximately 1.5 miles to Elm Street,

which will be on your right. Travel two-tenths of a mile on Elm Street, on your left you

will see a white post with the #20 on it. This is the driveway to the Austin House.

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Cole Memorial Chapel:

Priority is granted first to “all campus” events such as Commencement/Reunion,

Homecoming, Ruby Lectures, Loser Concerts, Visiting Artists Program and then

to activities that are closely related to the mission of Service, Spirituality and

Social Responsibility.

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General Meeting Spaces Capacities & Room Info Updated: 5/10

Room Name R25 Name Standard Capacity

Audience No A/V

Audience With A/V

Circle U-

Shape Boardroom

Closed Square

Open Square

Rounds (8 per table)

Other

Balfour Hood

New Yellow Parlor* BHCC NEW YELLOW PARLOR 13 32 28 30 15 max 14 20 18 3 1960 Room* BHCC 1960 ROOM 19 25 20 - 12 15 - - -

Atrium BHCC ATRIUM Empty 100 75 - 30 - 40 38 10-12 Cocktail

Tables 20

Lyons Lounge & Conf Room

BHCC LYONS LOUNGE & CONF ROOM 20 50 50 - - max 20 - - 6

Dance Studio BHCC DANCE Empty 175 150 - 40 max 20 50 48 12

18 8' vendor style w/ 2

chairs

Chapel

Chapel Sanctuary CHAPEL SANCTUARY 700 700 700 - - - - - - Basement Meeting

Room CHAPEL MTG ROOM Empty 70 70 30 30 max 20 40 38 6 Library

Greenaway Room*^ LIBR GREENAWAY ROOM 20 - - - - 20 - - - Mary Lyon

Woolley Room^ MARYLY WOOLLEY ROOM Empty 70 50 50 25 max 20 40 38 6 Cocktail

Tables 12

May Room*^ MARYLY MAY ROOM Parlor 40 30-35 40 20 max 15 20 18 4 Park Hall

Conference Room*^ PARK HALL CON FROOM 8 - - - - 8 - - - Old Town Hall Bookstore

Bookstore Mtg Room BOOKSTORE MTG ROOM 12 - - - - 12 - - -

Science Center

Lobby SCIENC LOBBY Empty - - - - - - - 6 Standing

Receptions

Watson Fine Arts

Haas Concourse* WATSON HAAS CONCOURSE Empty - - - - - - - - Standing

Receptions

* Denotes Rooms with A/C after June 1 each summer ^Denotes Rooms capable of Conference Call service

26

General Dining Spaces Capacities & Room Info


Plated Meal

Buffet Stationary and/or Passed Reception

Emerson Dining Hall

President's Dining Room 1 EMER PDR 1 10 10 - -

President's Dining Room 2 EMER PDR 2 12 12 - -

President's Dining Room 1 & 2

- Up to 30 Up to 30 Up to 30, after 3:00 pm

Crum's Cloakroom EMER CRUMS CLOAKROOM 10 10 - -

Faculty Dining Room EMER FACULTY DINING ROOM 70 85 75 Up to 100, after 3:00 pm

Faculty Lounge EMER FACULTY LOUNGE 24 24 18 Up to 50, after 3:00 pm

Faculty Dining Room & Lounge

94 109 93 150

Emerson Dining Room EMERSON DINING ROOM 230 230 206 -

150 without porch

seating

125 without porch

seating -

Chase Dining Hall

Chase Small CHASE SMALL 30 30 30 -

Chase Round CHASE ROUND 150 150 130 -

Chase Square CHASE SQUARE 256 300 256 -

27

Classrooms Available as Meeting Spaces Capacities & Room Info Updated:

5/10


SMART Room

Network Access

Conference Call Capable

Multi-regional DVD Player

Balfour Hood Center

Media Center BHCC MEDIA 50 X X

X

Knapton

114 KNAP 114 30 X X 214 KNAP 214 30 X X 218 KNAP 218 20 X X 315 KNAP315 26 X X Lecture KNAP LEC 60 X X Mary Lyon

Holman Room MARYLY 211 120

X Meneely

102 MENE 102 49 X X X X

103 MENE 103 22

X X 104 MENE 104 22

X X

105 MENE 105 47 X X X X

201 MENE 201 28 X X X X

205 MENE 205 22

X X 206 MENE 206 22

X X

207 MENE 207 35 X X X X

208 MENE 208 22

X X 209 MENE 209 42 X X X X

301 MENE 301 70 X X X X

302 MENE 302 22

X X 303 MENE 303 12

X X

304 MENE 304 12

X X 305 MENE 305 12

X X

306 MENE 306 22

X X 307 MENE 307 42 X X X X

Science Center

Hindle Auditorium SCIENC AUD 201 X X

X

A102 SCIENC A102 20

X

X

A118 SCIENC A118 24

X

X

B243 SCIENC B243 50 X X

X


X


X


X

B350 SCIENC B350 30

X

X

Watson Fine Arts

Ellison Lecture WATSON 102 104 X X

X

Experimental Theater WATSON 109 125 Weber Theatre WATSON 201 354 Seminar Room 206 WATSON 206 14 X X

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Event Planning Worksheet

Use this tool as a way to organize your thoughts before completing the online Event Form.

BASIC INFO

Event Name: _______________________________

Event Date(s): ______________________________

1st Choice Room: ___________________________

2nd Choice Room:

___________________________

Rain Location: ______________________________

Who are the attendees? Faculty, Staff, Students?

_________________________________________

Start Time: ____________ End Time: _________

Event Description: __________________________

__________________________________________

__________________________________________

EVENT SET UP

Tables & Chairs: ______ # Rounds _____ # Chairs

______ # 8’ Rectangle Tables

______ # 6’ Rectangle Tables

______ # Paper tablecloths Blue or White?

Should they be linen? They will need to be included

in my catering order in this case.

Misc Items: ______ # Easels _____ # Podiums

_____ # Trash Barrels _____ # Display Board

Room Layout: I.e. Audience ___________________

Do I need to create a diagram for the set up? ____

Other Items: _______________________________

Media Needs: _____ LCD Projector ____ Screen

____ Laptop (Mac or PC) ____ DVD Player

Do I need sound for a presentation? _____

____ Podium Mic ____ Wireless Mic

____ Lapel Mic ____ Wired Mic on Stand

____ Overhead Projector for Transparencies

Am I using additional equipment that will need to

be “plugged in?” I.e. IPod, mp3 player?

Am I showing a film? Have I put it on reserve in the

library and will I then need a Media Services Tech

to pick it up and set it up? ____________________

_________________________________________

FOOD NEEDS

Do I need to place a catering order? ____________

Am I brining food and will need trash barrels? ____

Will alcohol be served? _____ Yes ____ No

If yes, did I complete an alcohol form? __________

SPECIAL SERVICES

If guests are coming from off campus have I

connected with Public Safety to organize parking

needs? ___________________________________

If special clean up is a concern a custodial detail

should be included in my event form.

PUBLICITY

Do I want this event on the Wheaton calendar, if so

have I completed the form online from the

calendar web site? __________________________

event planning guide - wheaton college...event planning guide has been put together to assist you in...

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