Section A: Event Sponsor

Name of Person Making Request

Organization Email (Confirmations will not be sent to personal email addresses. Most email addresses begin with your organization's name followed by "mail". The folder is located in your organization's conference.)
@wellesley.edu
Phone Extension

Sponsoring Organization(s) (list primary organization and then additional sponsors)

Section B: Event Information

Event Name (40 character limit)
e.g. Spring Weekend Film Festival

Event Title - Allows you to expand upon the event name
e.g. Film: Stand By Me (type same if you want to repeat event name as title)

Event Type
Select One Ceremony Class (non-credit) Club Sport Event Community Service Concert Conference Dinner Exhibit Film Lecture Lunch/Brunch Meeting Overnight Panel Party Performance Reception Recital Rehearsal - Performing Arts Religious/Spiritual Seminar Study Break Symposium Vendor Workshop
Event Date(s) in the following format MM/DD/YY

Actual Event Start Time (include a.m. or p.m.)

Event End Time (include a.m. or p.m.)

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

No add'l time required 15 minutes 30 minutes 1 hour 2 hours 3 hours More than 3 hrs. - list in comments

Is additional time required to return the space to order following event?

If so, how much? No add'l time required 15 minutes 30 minutes 1 hour 2 hours 3 hours More than 3 hrs. - list in comments

Estimate Number of Attendees
Wellesley Attendees Non-Wellesley

Estimate Number of non-Wellesley vehicles requiring parking

Will food be served at the event? No Yes

Will alcohol be served at the event? No Yes (If so, you must meet with Lisa Barbin before approval will be granted)

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

Event Description - This information will appear on the campus calendar and will help you to promote your event (we will not edit text you submit). To add a link from your event description to an outside URL, click here for further instructions.

Section C: Audience? Change if necessary...

Open to the Public (note any cost for off-campus guests in event description field below)

Restricted to Wellesley College Community

Closed Event: Limited to members or by invitation

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

Section E: Event Comments

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 F: Space Preferences

List any preferences you have for a specific space or building. Check the calendar for availability to save time. Dining hall, departmental and residence hall spaces require additional approvals and may take longer to confirm. If you leave this field blank, the scheduler will attempt to locate the event in a location that has the equipment you require (otherwise you may need to check out equipment - see Section G and H)

Preference 1:
Preference 2:
Preference 3:

Section G: Space 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 Physical Plant approval)? If you're having a panel discussion, please include number of panelists to be seated at head table

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

Your scheduler will attempt to schedule your event in a location that has the equipment you require. If equipment is not available, the scheduler will request it from Media Services and/or Physical Plant. Equipment must be ordered 48 hours prior to the event. 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 events involving major technical requirements, an AV technician may be assigned. You will be contacted if this is necessary. There is a charge for this service.

1. Do you require a videographer (person to tape event)?
No Yes (charge will apply)

2. Do you require a projectionist (person to operate projection equipment)?
No Yes (charge will apply)

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

0 1 2 3 4 5 6 7 8 Aisle mic - Service provider will deliver and set up
0 1 2 3 4 5 6 7 8 Podium mic - Service provider will deliver and set up
0 1 2 3 4 5 6 7 8 Table mic - Service provider will deliver and set up
0 1 2 3 Portable sound system with 1 mic - Event requestor will pick up from Knapp Center
0 1 Portable sound system with 2 mics - Event requestor will pick up from Knapp Center
0 1 2 3 Portable sound system - Event requestor will pick up from Student Activities

4. Do you need a room with a computer and projection capability? 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. Finally, do you require any of the following equipment?

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

Kate Durso kdurso@wellesley.edu
Assistant Director of Student Activities
Page Last Modified: February 16, 2006
Page Expires: December 31, 2006