CAMPUS FACILITIES
Rooms and Space in the Campus Center
Lobby Tables
Outdoor Events
Campus Center Front Steps
 

 

Rooms in the Campus Center with Descriptions and Photos

Campus Center Floor Plan

Technical Services Request Form

Auditorium

The Rondileau Campus Center Auditorium is equipped with full theatrical lighting and sound equipment and staffed by a professional Technical Director under whose supervision all use of the Auditorium falls.  Prior to approving use of the Auditorium for any function, the Campus Center Office requires that the sponsoring organization and the organization's OSIL program advisor discuss the program with the Conference and Event Services Office (CESO) Coordinator at the beginning of the planning process.

The CESO Coordinator will then facilitate the review of the technical and production requirements of the event with all necessary personnel.  Once use of the Auditorium is approved, the CESO Coordinator will inform the OSIL program advisor and discuss any technical issues, the need for support details, crowd control, event managers, ushers and any other issues pertinent to ensuring a smooth program.

The Auditorium is booked for extended periods of time for Theater Arts and Dance performances.  It is advisable to discuss periods of availability with CESO before planning any event that must occur in the Auditorium.

Availability not withstanding, use of the Auditorium is generally granted when the nature of the activity requires use of Auditorium sound and light equipment, the expected attendance requires a facility of this size, and/or the nature of the activity requires a stage of this size.  Since use of the Auditorium requires that the Technical Director and/or member(s) of his/her staff staff the facility, all requests for use of this facility are reviewed to determine that an alternative facility cannot accommodate the event equally well. 

The Campus Center Office reserves the right to refuse use of the Auditorium if an alternate facility is available or if the technical staff cannot accommodate additional programs based upon the events already scheduled.

Use of the auditorium may be denied if the program sponsor is unable to cover all costs associated with use of the facility for the planned event, including the costs of any and all required services.

Program Deadlines

The technical nature of support required for events in the Campus Center Auditorium combined with the rigorous activity schedule of the Auditorium require that significant advance notice be given of a sponsor's intent to hold an activity in the Auditorium.  Sponsors are encouraged to reserve the facility and arrange the meeting to discuss their event as far in advance of the scheduled performance date as possible.

All programs in the Auditorium must be confirmed four full weeks prior to the scheduled event.   Any activity being planned with less than four weeks notice may not be approved.

Contracts for Performances in the Auditorium

Before an official offer is extended to a performer, the Auditorium Technical Director must review all contracts and their technical riders to be sure the needs of the performer can be adequately met.  Once the SAO program advisor has reviewed the rider(s), s/he will submit it for review.  Failure to do so prior to contracting the performer may result in the program sponsor's inability to fulfill his/her contractual obligations.

Sound and Light Equipment

The Campus Center Auditorium has sound and light equipment adequate to accommodate most programs planned within the Auditorium, other than concerts.    This equipment can only be used by trained technical crew members under the direction of the Auditorium Technical Director.  This equipment is rarely adequate for concert productions.   The rental of any additional sound or lighting equipment is at the expense of the sponsoring organization.

No outside audio, lighting, or stage equipment may be used in conjunction with this College equipment without the express prior approval of the Auditorium Technical Director.   This is to ensure that any additional equipment brought into the facility is compatible with the existing equipment.  For this reason it is critical that any technical needs be determined as early in the planning process as possible.

The Technical Director can assist you in preparing information for sound reinforcement and/or lighting bids and recommends companies that are familiar with the Auditorium and its systems.

Access to the Auditorium Stage and Related Equipment

No one may access the auditorium stage, scene shop, related facilities or related equipment without prior approval from the Auditorium Technical Director.

Use of scene shop equipment, and tools must have prior approval from the Auditorium Technical Director.  Anyone granted use of this equipment must first demonstrate his or her ability to use the equipment in a safe and responsible manner.  This may require a training session.

Misuse of auditorium equipment may result in loss of privilege to use the equipment.

The Theater Department must approve use of all props, costumes and the vinyl dance floor stored in the Campus Center, as they own these items.

Building Overtime


As with all events scheduled in the Campus Center, the event starting and ending times must be within regular Campus Center building hours.    A sponsoring organization may request that the building be opened early or that it remain open beyond its scheduled closing time.  This request should be made at the time the Auditorium is reserved, but not less than 2 weeks prior to the scheduled event.   If a request for extended building hours is granted, the sponsoring organization will be responsible for any additional building manager and/or custodial costs in fulfilling the request at the existing rate.  Contact CESO for the current hourly pay rate.

Event Manager

The Campus Center Office reserves the right to assign an event manager to supervise programs and events occurring within the Campus Center Auditorium.  The Event Manager, who may be an hourly or student manager, is responsible for ensuring that the scheduled activity is conducted in a safe and responsible manner.  As such s/he has final authority for decisions regarding the conduct of any Auditorium event in the absence of a special police detail. S/he will discuss any situation that may affect the program with the sponsor prior to implementing a decision, provided that such situation is not life threatening or potentially dangerous.  

The Campus Center Office generally bears the cost for event managers if Campus Center ushers are being hired for the event.   Exceptions include externally sponsored activities, some fund-raising events, and events for which the sponsor specifically requests an event manager when such a manager would not ordinarily be scheduled.

Ushers

Program sponsors are required to have ushers for all events to which tickets have been issued to ensure the safe flow of audience traffic into the Auditorium.   Student Organizations may request permission to use their own volunteers to serve as ushers for an Auditorium event if a professional member of the Office of Student Involvment and Leaderhip will be coordinating the assignments of ushers and on hand throughout the entire program.   The Campus Center reserves the right to deny the use of volunteer ushers if the size and/or nature of the program warrant the use of fully trained Campus Center employees.

The following guidelines apply when a student organization has permission to use its own ushers:

All ushers must be familiar with the Auditorium, its seat numbering system and the location of emergency exits.  A training session should be conducted before the date of the event, but not less than 2 full hours before the doors open.   Materials for training are available from the Campus Center Office.
A minimum of 4 ushers is required for events using orchestra seating only and expecting less than 500 people.   If the Balcony is to be open at least 2 additional ushers are required.   One additional usher is required for each additional 100 people over the first 500.  If your event is general admission, usher requirements may be re-evaluated.
Ushers must be at their posts at least 30 minutes prior to the scheduled opening of doors.
Ushers must remain at their posts outside the Auditorium entrances for at least one hour after the start of any program.

If an OSIL professional staff member is not managing the event, the Campus Center will assign ushers at the sponsoring organization's expense.   Ushers will be billed to the sponsor at the existing hourly rate .

Sound and Light Crew

The sound and light crew will be provided by the Campus Center Office under the direction of the Auditorium Technical Director.   The Campus Center Office generally bears the cost for the sound and light crew, except for externally sponsored activities and some fund-raising events.   Additional sound and light technicians may be available for hire for services requested by the sponsor but not integral to the performance (i.e., special audio or videotaping of a performance).  These technicians will be billed to the sponsor at the existing hourly rate.

Food

No food may be brought into the Campus Center Auditorium at any time.  Refreshments may be arranged for the lobby area through the College's food service vendor only.  The intention to serve refreshments should be indicated at the time the reservation is made, but not less than 2 weeks prior to the program.  The sponsoring organization is responsible for ensuring that refreshments are not brought into the Auditorium.

Sale of Items

Occasionally contracted performers want to sell promotional items such as CDs, t-shirts, posters, etc. at performances.   Arrangements for any sales must be made at least one week prior to the performance.  Any artist selling items at an event must do one of two things to compensate the college for this opportunity.  They must either offer the sponsoring group a percentage of profits or pay a $50 flat fee back to the organization.  In the event that the performer pays the flat fee, that should be collected prior to the event.  The sponsoring organization is responsible for obtaining payment from the performer's representative.  Failure to do so will result in the fee being billed to the sponsoring organization.


Special Setups

The Auditorium lobby is furnished with several couches, benches and trash receptacles.  No other furniture or equipment will be set up in the lobby area unless specifically requested by the program sponsor.   Equipment available for use in the foyer for events includes tables for registration/refreshments, sign holders, tensabarriers for crowd control, and easels. 

Miscellaneous

Appropriate dressing room space and hospitality areas should be booked at the time the reservation is made, but not less than 2 weeks prior to the event.

The Box Office in the Auditorium lobby is actually located within the office of a faculty member in the Communications Studies and Theater Arts Department.  Use of this Box Office is not part of an Auditorium reservation.  If such use is requested, the sponsoring organization must contact the Chair of Communications Studies and Theater Arts directly to make such request.  Without his prior approval the Box Office will not be unlocked or made available for the event.

Ballroom RCC206

The Ballroom is a true multi-purpose room.  It consists of two sections, the Small Ballroom and the Large Ballroom, which can be divided with a folding wall.  In addition, when not in use for classes, the Demonstration Room wall can be opened, creating an even larger room, called the Grand Ballroom.

The Ballroom is ideal for meals, lectures, dances, musical performances, workshops, special ceremonies, etc.  Since the Ballroom is the only large room of its type on campus, it is in heavy demand, and is often scheduled up to a year in advance.  It is very important that you check availability and make a reservation for the room before proceeding with the selection of a program date if the Ballroom is critical to the success of your program.

Setups

The Ballroom has no fixed furniture.  It has a wooden floor and a variety of furnishings and equipment available for programs.  These include: 60" round tables, 6' rectangular table, chairs, staging, pipe and drape, a piano, coat racks, and two amplified podiums.  Program sponsors need to specify a setup for any event they book in the Ballroom.  These setups are done by the Campus Center building crew at no cost to a program sponsor.  A minimum of 4 business hours of setup time is required between one event and the next.  Requests for programs with less setup time are likely to require a custodial detail(s) at the sponsor's expense to setup the room.

Sound and Light equipment

The Ballroom has a series of lighting options, most of which can be set up in advance for the program sponsor.  The overhead lights are dimmable and it is possible for sponsors to adjust them throughout an event.   The Campus Center also has two lighting trees that are available for use in the Ballroom.  They serve to illuminate a stage area with a wash of light and do not have dimmer controls.  Use of the trees requires a Campus Center technician and a minimum of two weeks advance notice.

Amplified podiums are setup in advance of events upon request.   The portable sound system can be requested when multiple microphones are needed.   This system is not designed as a sound system for performers.   Use of the sound system requires a Campus Center technician and a minimum of two weeks advance notice.  Questions about the system should be discussed with your OSIL program advisor.

Custodial Details

College policy requires that an overtime custodial detail be assigned to certain types of programs and activities.  (This policy is detailed in the Requesting Campus Services section of this Handbook.)    Many programs that take place in the Ballroom fall within this category especially those involving food, large audiences on evenings and weekends, and those requiring load-in and/or load-out access after building hours.  Your program advisor will let you know if a custodial detail is likely to be needed for any event planned in the Ballroom, and what you can expect from that person's involvement in your program.


Ballroom Guidelines to remember:

Maximum capacities for the Ballroom are 320 banquet style and 450 lecture style (capacity is the result of limited furniture rather than actual room size).   Capacity without seating is limited to 750 people.

If you request the room without a setup, you will get the setup from the last scheduled event.

As with all College facilities, program sponsors may not rearrange furniture and/or setups. Doing so may impact other program sponsors and may result in extra charges to your organization for resets.

Due to the fact that each program requires a special setup, which is done by the Campus Center building crew, the Campus Center Office reserves the right to refuse use of the Ballroom when an alternative facility could be used.    For example, as a rule, the Ballroom will not be reserved for a meal function for fewer than 50 people when either the BDR or One Park Avenue is available.

Registration or admission tables are available for the Ballroom Foyer and should be requested at the time paperwork is submitted.

Campus Center event managers are available at the program sponsor's expense to assist with event management.  Check with CESO for the existing rate.

Decorations may not be taped to any painted surfaces in the Ballroom.


One Park Avenue Room RCC004

One Park Avenue Room is ideal for meals, coffeehouses, informal presentations (due to seating style), meetings with food, and social programs with light refreshments.   

The room is carpeted, has an air conditioner, and a built in sound system with four channels for acoustic style performers.   There are 15 square tables and 60 wooden chairs.  The standard setup for this room is tables of four.

Guidelines for use of One Park Avenue are as follows:

  • Due to the demand for function rooms that accommodate meal programs, priority for advanced scheduling is given to programs involving meals during traditional meal times.  If food is not being served as part of a program, the Campus Center Reservations Office reserves the right to restrict use of this room to groups of 30 or more, since smaller groups may be accommodated in other meeting rooms.
  • The room may not be booked for regular meetings (those occurring more than once per month), unless food service is involved.
  • The furniture in One Park Avenue can be re-set by building staff with advance notice, but cannot be removed from the room.   Please keep in mind that the more tables are put together, the smaller the room's capacity.  If you are interested in a special setup, this should be requested at the time that the room is booked so that the Reservationist can also book setup time.  Setups may not be possible due to previously booked events. 
  • As with all College facilities, sponsoring organizations may not rearrange furniture and/or setups. Doing so may impact other program sponsors and may result in extra charges to your organization for resets.
  • There is one piece of 6' x 8' portable staging normally available for use in the room.  Staging should be requested at the time the room is reserved, but not less than 48 hours prior to the event.
  • Use of the sound system requires a Campus Center technician and should be requested at the time the room is reserved, but not less than 2 weeks prior to the event.

 


Hingham Room RCC210
Hanover-Duxbury Room RCC212

The most appropriate use of these rooms is for meetings. Hingham can seat 12 around a conference table, and Hanover-Duxbury can can comfortably seat 22 around its large, immovable conference table, with an additional 8-12 around the room's perimeter.

Guidelines for use:

  • These rooms are booked "as is" with very limited ability to modify setups.
  • As with all College facilities, sponsoring organizations may not rearrange furniture and/or setups. Doing so may impact other program sponsors and may result in extra charges to your organization for resets.
  • Light, buffet-style refreshments are best suited for Hanover-Duxbury, and shouldn't be served to groups of more than 18 since that is the maximum number that can be seated around the conference table.
  • If food is being served, be sure to book at least 30 minutes before and after your meeting/event to allow access for food service to setup and breakdown your refreshments.
  • The large conference table in Hanover-Duxbury cannot be moved.
  • There are whiteboard cabinets with newsprint pads and blackboards permanently mounted in the rooms.
  • Pull-down screens are also permanently located in the rooms.

Green Room RCC119

The Green Room is a small multi-purpose room.  It can be used for meetings, workshops, presentations, and social events.  This room is used as a traditional green room during theatrical performances, but may be reserved at other times of the year. 

The Green Room has a 10-foot meeting table which seats 10; 30 upholstered stacking chairs; 2 three-seater couches; 2 lounge chairs; a 6' rectangular table for food; one easel with a notepad; and grippers on the walls for hanging newsprint sheets.

Guidelines for use of this room are as follows:

  • Unless specifically requested, this room is booked "as is" meaning that you will have the setup from the previous user.  A wide range of setups are possible in this room and should be requested at the time paperwork is submitted.
  • The conference table can be folded to make more room, but cannot be removed from the room.  
  • The lounge furniture may not be removed from the room. 
  • Additional chairs can be added for a maximum lecture-style seating capacity 40.
  • As with all College facilities, sponsoring organizations may not rearrange furniture and/or setups. Doing so may impact other program sponsors and may result in extra charges to your organization for resets.
  • Food is allowed, but light buffet-style refreshments are most appropriate.  The furniture does not lend itself to the service of meals.
  • If food is being served, be sure to book at least 30 minutes before and after your meeting/event to allow access for food service to setup and breakdown your refreshments.
  • During the "two week theater period", it is reserved exclusively for theater performances. (See the Reservations Office for more information.)


Crimson and White Room RCC209

The Crimson and White Room is a meeting room that was created to be more readily available on short notice.  It has both informal couch seating (for 12) and tables and chairs (for 30).  The following guidelines apply to use of this room:

  • This room cannot be booked for regularly scheduled meetings, i.e, those that occur more than one time per month. 
  • Food and/or beverages of any kind are prohibited.
  • Users may need to stop by the Campus Center Operations Office, room 111, to have the room unlocked for meetings.  Users are asked to inform this office at the conclusion of their meeting so the room may be relocked.
  • Special setups of the room are kept to a minimum so as not to take away from general availability.   The tables and chairs can be reconfigured, but the lounge furniture cannot.
  • As with all College facilities, sponsoring organizations may not rearrange furniture and/or setups. Doing so may impact other program sponsors and may result in extra charges to your organization for resets.

Bridgewater Dining Room RCC104

The Bridgewater Dining Room (BDR) is ideal for meal functions, receptions, meetings, and/or social programs with light refreshments.   It seats a maximum of 60 people at 14 tables. The BDR is a restaurant from 11 AM to 2 PM, Monday through Friday during the academic year.  On these days it may be used until 10 AM, and again after 3 PM, depending on event requirements.

The following guidelines apply to the Bridgewater Dining Room:

  • Priority for advanced scheduling is given to programs involving meals.   If food is not being served as part of a program, the Campus Center Reservations Office reserves the right to restrict use of this room to groups of 30 or more, since smaller groups may be accommodated in other meeting rooms
  • The BDR may not be booked for  "regular" meetings (those occurring more than once per month) unless a meal is part of the meeting.
  • Special setups in this room are limited to creating table configurations for different numbers of people.   The tables and chairs are very heavy and cannot be moved for different style setups.  Furniture cannot be removed from the room.
  • As with all College facilities, sponsoring organizations may not rearrange furniture and/or setups. Doing so may impact other program sponsors and may result in extra charges to your organization for resets.
  • Please keep in mind that the more tables are put together, the smaller the room's capacity.
  • The BDR has an air-conditioner that is turned on for programs when the weather warrants.
  • There are coat hooks in the room.  Arrangements can be made for a coat rack in the hallway.
  • Arrangements can be made for a registration table in the hallway.
  • Special arrangements should be made in advance of the program deadline.
  • The BDR is air-conditioned.

Council Chambers RCC201
The Council Chambers' primary use is as a meeting room for groups of 50 to 100.  

This room is used for student organization meeting, Sunday through Wednesday nights, 6 - 10:45 PM. Any early morning use on the days following these meetings will need to be "as is" unless the program sponsor is willing to incur custodial costs for special setups.

Guidelines for use of this room are as follows:

  • This room is provided "as is" unless the sponsor requests a special setup.  "As is" usually means the standard student organization meeting setup, with 40 chairs facing tables arranged in a U-shape.
  • To ensure that a special setup can be accommodated, it should be requested at the time that the room is booked so that the Reservationist can also book setup time.  Setups may not be possible due to previously booked events since this is a heavily used room.
  • As with all College facilities, sponsoring organizations may not rearrange furniture and/or setups. Doing so may impact other program sponsors and may result in extra charges to your organization for resets.
  • Food may be served in this room. If food is being served, be sure to book at least 30 minutes before and after your meeting/event to allow access for food service to setup and breakdown your refreshments.
  • Requests for any special equipment should be made at the time paperwork is submitted, but no less than 48 hours prior to the event/meeting
  • Music performance events are limited to coffee houses or equivalent, using concert seating. No dances can be booked because the room is carpeted and has no dance floor. Staging is limited to one 6' x 8' or 4' x 8' platform. Decorations can not be taped to any walls to avoid damage. Banners can be attached to pipe and drape. We discourage serving fruit punch in the room - spilled punch is especially difficult to remove from carpet. A custodial detail is typically needed when food is served at events after 4 PM.


Plymouth County Room RCC109
Plymouth County Room is an ideal room for meetings, and is frequently used back-to-back for several hours every day.  The room has one 14-foot meeting table with 14 upholstered armchairs and 20 BSC captain chairs that line the walls.  The room is booked on a first come, first served basis.

Guidelines for use of the Plymouth County Room:

  • Room must be used as is.  Furniture cannot be moved.
  • Light refreshments are best for this room, and shouldn't be served to groups of more than 14 since that is the maximum number that can be seated at the table.    
  • If food is being served, be sure to book at least 30 minutes before and after your meeting/event to allow access for food service to setup and breakdown your refreshments.
  • Requests for any special equipment should be made at the time paperwork is submitted, but no less than 48 hours prior to the event/meeting.
  • This room is air-conditioned.

Meeting Rooms RCC202, RCC203, RCC204
RCC202 and 204 can accommodate meetings of 20-40 people in a lecture-style, banquet, or hollow-square setup. RCC203 is set in seminar-style for 12 people with additional seating around the perimeter of the room

Guidelines for use of these meeting rooms :

  • Light refreshments are best for this room, and shouldn't be served to groups of more than 14 since that is the maximum number that can be seated at the table.    
  • If food is being served, be sure to book at least 30 minutes before and after your meeting/event to allow access for food service to setup and breakdown your refreshments.
  • Requests for any special equipment should be made at the time paperwork is submitted, but no less than 48 hours prior to the event/meeting.

Use of Public-Area Tables in Campus Center

The Campus Center maintains areas for campus organizations to recruit, advertise, distribute information and fundraise.  Organizations may reserve a table in specified areas under the following guidelines:

1. Lobby tables must be reserved at least one day in advance with the Reservationist located in Campus Center room 108. 

2. Lobby table use is limited to Bridgewater State College organizations and students.

3. The Campus Center reserves the right to limit the number of days per month, if necessary, an organization may use a lobby table to ensure equal access to all College organizations requesting such use.

4. Use of lobby tables is free of charge to College organizations for College business, and $25 per day when the organization is sponsoring an approved vendor sale. 

5. College organizations may sponsor non-College affiliated organizations or vendors when the organization or vendor's purpose is in keeping with the mission of the college sponsor.

6. If a College organization sponsors a vendor, the vendor must provide the organization with a percentage of sales for fundraising purpose no less than 15% of all gross sales.

7. Bridgewater State College students may reserve a lobby table for personal vending at the rate of $12.00 per day, provided that all vendor guidelines are met.

8. All fees must be pre-paid prior to use of the Lobby table.

9. Tables reserved by sponsoring Bridgewater State College organizations must be staffed at all times by an official member of the College community, i.e., student, staff member or faculty member.

10. Each organization must contain its information, signs, merchandise, etc., to the reserved table and the space immediately behind the table.  Solicitation is allowed only at the reserved table unless expressly approved by the Campus Center.

11. All literature distributed by student organizations must be approved by the Office of Student Involvment and Leaderhip.  All literature distributed by College departments must be approved by the department director or chairperson.  The sponsoring college organization is responsible for all literature distributed by a sponsored non-college organization and is expected to follow the proper approval guidelines stated above.

12. All organizations must be clearly identified at their table.  All literature must include the organizations full name and any and all affiliations. 

13. Any organization distributing flyers, leaflets, or other papers is responsible for the pick-up of discarded materials.

14. Audio-visual aids may be used in the Lobby provided space and electrical outlets are available and provided so that the flow of traffic in the corridor is not impeded.  No electrical cords may run across the corridor.  

15. The Campus Center cannot be responsible for any media equipment left in the Lobby.  Organizations using TV/VCRs or other equipment should make arrangements in advance for the equipment to be delivered to the Campus Center Office, room 111.  This equipment should be returned to the Campus Center Operations Office or directly to Media Service immediately following its use in the Lobby.

16. Music, videos, etc. should be operated at a reasonable volume so as not to interfere with other organizations authorized to use the Lobby area.  Campus Center Operations reserves the right to request that the equipment be turned off if necessary to ensure that the rights of all Lobby users are respected.

17. Posters may not be attached to windows, the sculpture or any painted wall surface.  Stantions should be requested in advance if posters or signs cannot be directly affixed to the reserved table.

18. Disruptive behavior, verbal or physical, is prohibited.

19. Violation of the above policies shall result in the immediate suspension of use of Lobby tables by the offender(s) and may result in prohibition for future use by the sponsoring organization.

Sponsored Vendor Guidelines

1. Vendors are prohibited from conducting sales in the Campus Center unless they are sponsored by a college organization.   Sponsorship can only be granted when the vendor sale is directly related to the mission of the sponsoring organization, i.e., the sale of Greek letter apparel sponsored by a Greek letter organization, the sale of cultural items sponsored by a cultural organization, etc.

2. All vendors must be licensed by the Commonwealth of Massachusetts to conduct such sales and able to provide evidence of such licensing to the College upon request.

3. Vendors are responsible for the collection and payment of all applicable sales tax(es).

4. Vendors must warrant all products to be free from defects and must provide all customers with a full address for future inquiries upon request.

5. Vendors are responsible for adhering to all federal, state and local statutes.

6. Violation of the above policies will result in the immediate suspension of use of the Lobby table by the vendor and may result in prohibition from future use by the vendor and/or sponsoring organization.

Main Foyer Tables

There is space for up to two information tables in the main foyer of the Campus Center.   These tables are specifically designed for special information campaigns, once a year recruitment efforts, elections, etc, and not for general use.    They may not be used for bake sales, ticket sales or sponsored vendor sales.  Money may be collected as donations for the specific campaign, i.e., donations for ribbons for AIDS awareness, etc.

Lower Foyer Tables

Use of the lower foyer requires special permission from the Campus Center and/or the Office of Student Involvment and Leaderhip.   Due to the pedestrian nature of the area, its use is limited to those programs that cannot be accommodated at other table areas within the building.   If you are interested in using this area, it is best to discuss your plans with your program advisor before requesting the space.

East Campus Commons

Information on guidelines for use of this space is currently being finalized so please check back with the Conference and Event Services Office in September for more updated guidelines.

To date, the following policy information has been established:
  • ECC building hours 7 AM - 11 PM daily
  • ECC rooms are currently named (capacities in parentheses):  East Dining (38), West Dining (38), North Dining (78), South Dining (78) and Private Dining (25). 
  • Atrium tables are available for faculty, staff and student use only.  No requests for sale of goods by any organization will be granted. Tables cannot be reserved for outside vendors or for use by off-campus organizations.

Outdoor Events

Events to be held outside still require that the sponsoring organization properly reserve the outdoor facility to be used and get the event approved and confirmed. Outdoor facilities, with the exception of residence hall courtyards, are reserved through the Reservationist who will coordinate availability with other college departments as necessary.  Some things to keep in mind about outdoor events:

  • Priority for use of College athletic fields is given to athletic use.  Alternative uses which may damage playing surfaces will be carefully reviewed and may be limited to certain times of the year.
  • When planning an outdoor activity, alternative indoor facilities should also be reserved in the event of inclement weather (if the activity can be moved indoors) or a "raindate" should be considered.
  • Outdoor events may require special overtime details for setup or cleanup.  Discuss this with your SAO program advisor early in your planning process to be sure your budget includes this cost if needed.
  • The College has very little equipment to support outdoor events.  A limited number of tables, chairs and trash barrels are available, but staging and sound equipment is not.  You must discuss this with your program advisor as early as possible to determine if your needs can be met with on-campus resources.

Outdoor Events with Amplified Sound

Outdoor events with amplified sound are considered special events.  Amplification, particularly of music, has significant impact on the college and surrounding community.  They require significant advanced planning and special approval through either the Assistant Dean for Campus Life or the Assistant Dean for Residence Life and Judicial Programs as appropriate.  Approval should be secured no less than four weeks prior to the proposed program date.

The first step to planning this type of event after gaining organization and advisor approvals is to tentatively reserve the outdoor venue.   The next step is to submit a written proposal to gain approval.  The proposal should include the names of all sponsoring organizations; the proposed date and time of the event; the proposed location and inclement weather plan; the purpose of event, target audience and advertising expectations; the proposed performer's name(s) (including name of agent if applicable); the contact names and numbers for three references at other college; the sponsor's staffing plans for the event; a budget summary of the event's cost and the group's ability to support the event.   The organization's SAO program advisor will be able to assist the group with the preparation of this proposal.   

Completed proposals should be submitted to your SAO program advisor no less than 5 weeks prior to the proposed event date.  Your program advisor will submit the proposal for the required approvals.

The following guidelines apply to outdoor events with amplified sound:

  • Events should not exceed five hours in length including sound checks. All amplification must end no later than 10 PM.  
  • Organization's advisor must agree to be present throughout the event and work with the organization and campus police to ensure the smooth conduct of the event.
  • The college reserves the right to limit the type of sound reinforcement equipment to be used and to determine maximum volume limits (based on event location) which will be incorporated into all contracts.
  • Some performers may not be appropriate for outdoor events (i.e., performers whose musical recordings contain parental advisories or whose acts are known to include language not acceptable for broadcast). It is important to discuss possible performers with your advisors as early as possible to be sure that this will not be an issue with your event.
  • The sponsoring group is required to work with its advisors to draft a letter alerting local neighbors to the event.  Once the event is approved the group will work with the Office of Student Involvment and Leaderhip to distribute the letters to college neighbors.  This should occur no less than one full week in advance of the event.
  • Generally some type of campus police detail will be required for these events.  The Student Activities Office will work with Campus Police to determine the needs and the associated cost to the sponsoring organization.

Campus Center Front Steps

  • Requests for events held on the Campus Center front steps, as with all events, must be approved by the Office of Student Involvment and Leaderhip no less than 2 weeks in advance.  Overnight events may require more planning time and different criteria for approval so it is essential to plan even further in advance in this case.
  • The Campus Center steps must be reserved with the Reservationist.  The Campus Center reserves the right to deny a request when the event might be disruptive to other scheduled events within the building.
  • Any events being held after the Campus Center closes will require additional security arrangements.
  • Participants and set up may not block building entrances and must be at least 6 feet away from doors.
  • No extension cords can be utilized and any A/V equipment must be battery operated
  • The duration of the event is limited to 20 hours
  • Participants must coordinate clean up with an adequate clean up crew or be subject to grounds or custodial detail costs.
  • All money raised must be deposited with Student Activities by 4:00 p.m. on the day the event concludes.
  • All groups are responsible for assuring compliance with college policies.

 

Last Modified: September 8, 2006