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
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.
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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.
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Policies & Procedures cont.
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
Policies & Procedures cont.
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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Policies & Procedures cont.
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.
10
Policies & Procedures cont.
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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Policies & Procedures cont.
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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Policies & Procedures cont.
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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Policies & Procedures cont.
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).
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Policies & Procedures cont.
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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Policies & Procedures cont.
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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Policies & Procedures cont.
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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Policies & Procedures cont.
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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Policies & Procedures cont.
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.
19
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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Policies & Guidelines on Space Utilization cont.
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.
22
Policies & Guidelines on Space Utilization cont.
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
23
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
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.
24
Policies & Guidelines on Space Utilization cont.
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.
25
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
Room Name R25 Name Standard Capacity
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
Room Name R25 Name Standard Capacity
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
B246 SCIENC B246 50 X X
X
B301 SCIENC B301 20 X X
X
B334 SCIENC B334 35 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? __________________________