Wellesley College Student Event Scheduling

Use this form ONLY if this is your INITIAL request for space and services for a STUDENT SPONSORED event. To change an existing reservation, please complete a Student Space Reservation Change Request. Thanks.

This form must be completed 10 business days prior to the event if the event has no resources (ie. set up needs) If you have resource needs this form must be completed at least 15 business days prior to the event.

Section A & B - Required event information (Complete All Fields)
Section C - Event information
Section D - Space preferences
Section E - Set up needs
Section F - Media and technology
Section G - Student Activities resources

 

Section A: Event Sponsor - ALL FIELDS REQUIRED

Name of Person Making Request

Organization Email (Confirmations are sent to your orgmail account, not your personal email)
@wellesley.edu
Sponsoring Organization(s) (list primary organization and then additional sponsors)

Audience:
 Open to the Public (list admission charge, if any, for non-Wellesley/MIT - $ )
Restricted to Wellesley College Community
Closed Event: Limited to members or by invitation

Section B: Event Information - ALL FIELDS REQUIRED

Event Name (40 character limit) as it will appear on the calendar e.g. Spring Week Film Festival

Event Title - Allows you to expand upon the event name
e.g. Film: Stand By Me

Event Type - select one

Event Date(s) in the following format MM/DD/YY

Actual Event Start Time

Event End Time

How much additional time is required to set up the space for the event?

Is additional time required to return the space to order following event?
If so, how much?

Estimate Wellesley attendees

Estimate non-Wellesley attendees

Estimate number of non-Wellesley vehicles requiring parking

Will food be served at the event? Yes No

Will alcohol be served at the event? Yes No (Additional steps are required for alcohol registration. Please contact the Assistant Director of Student Activities and the Chief of Police for additional information)

If alcohol is being served, list the event manager responsible for the event

Section C: Event Information

Event Description - Promote your event by providing details about the speaker, URL for additional information, the party theme, etc. This information will appear on the Campus Calendar exactly as written. To add a link from your event description to an outside URL, click here for further instructions.

If you've contracted with outside performers/agents, please list available contact information below


Additional Comments for Schedulers - include alternate dates for event should your first choice not be available, special instructions, questions, etc.

Section D: Publication to the College calendar? Change if necessary...

Publish event on public and on-campus calendars

Restrict publication to the on-campus calendar

Section D: Space Preferences

List 3 preferences you have for a specific space or building (please note space requests depend upon availability)

Preference 1:
Preference 2:
Preference 3:

Section E: Set up Needs

Based on the default set-up of furniture already located in the space, will you require:
Additional 6' rectangular tables? Quantity:
Additional folding chairs? Quantity:
Special furniture set-up (may require approval from Maintenance or Custodial Services)

Section F: Media and Technology Services/Equipment - complete ONLY if you require computing or A/V equipment

We will try to assign you a room that has been fitted with the equipment you need; however, check-out equipment may be necessary. Equipment must be ordered 48 hours in advance. A lead time of 5 business days is required for requesting the services of a (student) videographer, projectionist or technician. If your request for assistance is able to be scheduled, you and Media Services will be emailed by the student no later than three days prior to your event.

Occasionally, coverage may not be possible. In such a case, Media Services will email you no later than three days prior to your event.

For more information on media, visit the Media Services web site at: http://www.wellesley.edu/Knapp/Mediaservices/mediaServ.html



1. Do you require the assistance of a videographer (person to tape your event)? There is a charge for this service.
No Yes

2. Do you require the assistance of a projectionist (person to operate your projection equipment)? There is a charge for this service.
No Yes

3. Do you require microphones? If so, please read about sound support including costs and various options available to you. Indicate the quantity required for each microphone type:

Quantity

Aisle
Podium
Table
Portable sound system with 1 mic - Knapp Center pick up
Portable sound system with 2 mics - Knapp Center pick up

4. Do you need a room with a computer with projection? No Yes

If so, select platform Windows Mac Doesn't matter

5. Will you require media equipment for presenting:

VHS tapes? If so, from what countries?
DVDs? If so, from what countries?
Transparencies
Opaque documents
16 mm films
Slides
CDs
Records
Laser disks

6. Check the following if needed:

Television
LCD projector (for a VCR or DVD player)
Digital audio tape recorder
Tape recorder
Audio tape transcriber kit
Laser pointer
Large screen
Amplifier speaker

Section G: Student Activities Resources (students may borrow resources depending on availability)

Bull horn
Club light set
Water cooler

Additional comments for Student Activities: