Events

Events Planned by Students 

    • All events should be requested in advance as far out of the event date as possible through Room Scheduler EMS.
    • Events must end by 12:00 a.m. midnight for events occurring Sunday through Thursday nights; and by 2:00 a.m. on Friday and Saturday nights.
    • Events must conform to fire code and maximum occupancy limits.
    • Student-initiated events are not allowed during Orientation, First Days, or Final Exam Periods.
    • Student-initiated events are not allowed prior to the first day of each academic term.
    • Student-initiated events are not allowed during Reading Periods (except the night prior to Reading Period beginning, until 2:00 a.m.) The only other exception is for Final Performances.
    • Smoking is not permitted at events held indoors – all College buildings are considered smoke free.
    • Foam machines and parties are not permitted in any College buildings.
    • Fog and smoke machines are not permitted for use in any College buildings. If you would like to use these machines outside of a College building you must check with the Office of Campus Life and Environmental Health and Safety prior to usage.
    • If you are considering candles during an event it must be discussed in advance. Be sure to speak with the Office of Campus Life and Environmental Health and Safety.
    • Outdoor events must be requested and registered through the Office of Campus Life and approved by Facilities and Campus Safety.

  • All requests to utilize space on-campus for events, meetings, and programs should be made utilizing Room Scheduler EMS. The reservation options that are available in Room Scheduler EMS for Students are as follows: Auditoriums, Classrooms, and Meeting Spaces
    Reservation requests for Auditoriums, Classrooms and Meeting Spaces should be made as far in advance of the event date as possible and should be submitted no later than two business days prior to the meeting for optimal consideration.

    A listing of spaces that can be requested through this option can be found here.

    Requests for usage of classroom spaces during academic-year hours cannot be considered until after class schedules are loaded into the system. This typically happens within the first two weeks of the semester.

    Paresky Center and Goodrich Hall
    Reservation requests for space in Paresky Center and Goodrich Hall should be made as far in advance of the event date as possible. Reservation requests should must be submitted at least one week in advance of the proposed space usage date.

    A listing of spaces that can be requested through this option can be found here.

    Requests for usage of classroom spaces during academic-year hours cannot be considered until after class schedules are loaded into the system. This typically happens within the first two weeks of the semester.

    Large Residential Spaces
    Large Residential spaces  are spaces with capacities that are over 50 people without fixed seating, spaces that may require Crowd Managers, Professional Hosts and Servers, and/or require professional staffing from an administrative office on-campus. All requests in room scheduler must be submitted at least one week in advance of the proposed space usage date. If your submission is submitted with less than one week’s notice it is likely that we will not be able to find staffing for your event and it may need to shift to a location if available where staffing is not required.

    All events in these spaces must adhere to and abide by the. Responsible Party Standards for Small Residential Spaces. This policy can be found here.

    A listing of spaces that can be requested through this option can be found here.

    Small Residential Spaces
    Small Residential spaces with capacities that are 50 people and under. Small Residential Spaces are smaller & simpler with specific requirements and are connected to specific smaller spaces on-campus in student residences. The process for Small Residential Spaces allows students the flexibility to request the space quite close to the time of the event due to the need for less coordination and planning.

    All events in these spaces must adhere to and abide by the. Responsible Party Standards for Small Residential Spaces. This policy can be found here.

    A listing of spaces that can be requested through this option can be found here.

    Deadlines for Small Residential Space Requests
    *Requests must be submitted a minimum of one full business day in advance of the proposed usage.
    *Requests submitted after 1:00 pm on Fridays will not be reviewed until the following Monday.
    *Any event expected to have 20 or more attendees must be requested and reserved through room scheduler.
    *Small Residential Space event expected to have less than 20 attendees do not need to be to be requested and reserved through room scheduler.
    *All events must follow the Responsible Party Standards. Individual & Group Host Responsibilities
    *Request the space that you would like to host the event in through room scheduler.
    *Fill out all of the information required on the “Details” tab of the form completely in room scheduler.
    *Be in possession of the email confirmation that your request has been approved.
    *Maintain the party within the Responsible Party Standards and stay at the event the entire time.
    *Address issues which arise (i.e., if a guest brings in hard alcohol, if people arrive putting it over the room capacity, etc.)
    *Call for help if needed to restore party to standards. Tabling – Paresky Center
    The Tabling Tables are located directly across from Baxter Hall in Paresky Center and can only be reserved through room scheduler. Please note these spaces are set-up as an auto-confirmation and after you place your reservation you may utilize the table(s) you have reserved. If there is an issue with what you have submitted you will be contact by the Office of Campus Life.

    If you are looking to table on Paresky Porch you must utilize the “Paresky Center and Goodrich Hall” located under the “Reservations” menu above.

  • This is the person whose information is entered when a request is made in Room Scheduler on the “Details” tab under the subsection titled “Other Information” in the request field with the question “Who is the individual responsible that will be on-site for the entire event? (name, email, cell phone #).”

    If the request is approved this person is the responsible person who needs to be on-site at the event for its entirety. The full responsibilities and expectations for the person can be reviewed at the following link.

    Responsible Individual Expectations

    It is important to understand you are responsible for the events that your group holds.

  • Campus Speaker/Performer Policy 

    Freedom of expression is central to Williams’ educational mission as an inclusive residential liberal arts institution, and the college is committed to both inquiry and inclusion regarding outside speakers/performers and related events.

    Any guest speaker presenting at Williams should be prepared to listen and respond to questions from the audience. An invitation extended to a guest speaker or performer does not constitute approval or endorsement of the speaker’s or performer’s viewpoint(s) by the college.

    Recognized student organizations (RSOs) may invite speakers or performers of their choosing to campus, subject to the guidelines outlined below. If an individual student or non-registered group seeks to invite a speaker or performer, an RSO, faculty or staff member, or campus office or department may agree to sponsor the event on behalf of that individual or group. In those cases, the sponsor is then responsible for ensuring compliance with this and all relevant policies.

    Sponsoring Organization Responsibilities

    When inviting a non-college individual or group to speak or perform on campus, sponsoring organizations shall:

    • Notify the Office of Campus Life (for OCL-advised RSOs) or the Davis Center (for DC-advised RSOs) of plans to have a speaker, performer, or event at the college.
    • Make clear to invited speakers and performers that any event or performance must adhere to college policies.
    • Be clearly identified as sponsors in all publicity materials for the event, and at the beginning of the event itself.
    • Work with the Office of Campus Life or the Davis Center and Campus Safety Services to determine if additional security measures are necessary for the event and to be responsible for the cost of those additional security measures if the college determines that such measures are necessary should the proposed event have the potential to cause violence or damage or pose a threat to the safety or security of individuals on campus. In exceptional cases, the sponsoring organization may request additional funding from the college to cover necessary security-related expenses.
    • RSO sponsors must complete & submit a written program proposal to [email protected] in the Office of Campus Life (OCL) at least 45 days in advance of the anticipated program date, and then schedule a meeting with a staff member of the Davis Center (for DC-advised RSOs) or the Office of Campus Life (for OCL-advised RSOs) to review the proposal & determine next steps, including location & logistics.

    The following policies guide the use of campus facilities and related resources in support of outside speakers/ performers.

    Contracts

    Williams College will only recognize contracts for an outside performer/speaker being paid for coming to campus that are signed by an agent of the college, defined as a faculty or staff member who has been approved by their correlating Senior Staff member to sign contracts.

    Students are not authorized by the college to sign contracts.

    All third-party contracts, agreements, and arrangements must be fully disclosed at least 30 days in advance of the speaker/performer’s anticipated program.

    Contracts are subject to review by the college’s legal counsel. It may be determined that a certificate of liability insurance is necessary and, if so, must be provided at least one week in advance of the program. All contracts must include the Williams College Performance Rider and are subject to a 5.3% Massachusetts Performance Tax.

    Funding

    All necessary funding must be secured to cover all associated costs before a speaker/performer can be booked. Funding for these programs typically comes from the sponsoring organization.

    Alumni, foundations, and other non-college sources may provide funding for campus speakers. For transparency’s sake, we require that such funding be disclosed to the college. All agreements and arrangements related to such funding must be fully disclosed to the college at least two weeks in advance of the program.

    RSOs must disclose their funding sources when they meet with the Davis Center (for DC-advised RSOs) or with the Office of Campus Life (for OCL-advised RSOs) regarding logistical coordination.

    Funding sources must be disclosed in all publicity for these programs.

    General Support Resources

    RSOs are required to coordinate logistical aspects of these programs (including but not limited to publicity, set-ups, lock/unlock schedules, and other details) through the Davis Center (for DC-advised RSOs) or through the Office of Campus Life (for OCL-advised RSOs).

    Hosts may be encouraged by the Davis Center or OCL to seek out additional resources (through the offices of the Dean of Faculty, the Dean of College, and/or Institutional Diversity, Equity, and Inclusion) in order to plan the event in a way that will maximize inclusivity as well as educational benefit.

    Some events may require support from campus and/or other resources (including college staff from various offices, Williamstown Police and/or Fire Department, Northern Berkshire EMS, outside a/v tech companies, etc.). These determinations are made by the college, and the sponsoring organization is responsible for all payments for these services.

    Overnight Stays

    Outside speakers/performers are not permitted to stay overnight on campus. If accommodations are necessary, they must be provided off-campus and paid for by the sponsoring organization or by the speaker/performer themselves.

    Protesting Speakers/Performers

    Protests regarding a campus speaker/performer must adhere to the college’s Campus Protest policies.

    Right of Refusal

    In exceptional cases in which a threat assessment indicates significant risk to the community, the president and senior administration will work with event sponsors to determine measures to maximize safety and mitigate risk. Only in cases of imminent and credible threat to the community that cannot be mitigated by revisions to the event plan would the president and senior administration consider rescheduling or canceling the event.

  • If you are looking to host Bands, DJs, Lectures, Speakers, and Performers please make sure you review this policy as well as the timeline and processes.

    Policy
    Timeline and Process

  • Overview

    Williams recognizes and affirms that freedom of expression, academic freedom, and intellectual inquiry and debate are vital to its academic mission and must be protected, even when the views expressed are unpopular or controversial. As part of this commitment, Williams recognizes and supports the right of students on campus to protest peacefully within the framework of the college’s policies. 

    At the same time, Williams retains the right to regulate the time, place, and manner of protests and will not permit protests that threaten safety, suppress others’ right to speech or equal access to the campus, involve harassment, or obstruct the college’s operations. 

    This policy applies to students. Individuals who are not current Williams students, staff, or faculty are not permitted to engage in protests on college property unless they are invited to campus by a college department or registered student organization in accordance with college policy. 

    Forms of Protest and Pre-Planning

    Protests may take many forms including, but not limited to: assemblies, demonstrations, rallies and picketing, displaying fliers/posters/banners, distribution of leaflets and petitions, chalking, tabling, and the temporary installation of an object. 

    In advance of a planned protest, organizers are strongly encouraged to consult with relevant offices including but not limited to: the Dean of the College, the Davis Center, Campus Life, Campus Safety Services, the Chaplains, and Institutional Diversity, Equity, and Inclusion. 

    Receiving advance notice enables the college to provide information and resources to protest organizers and gives both protesters and the college an opportunity to plan for security needs and other contingencies. While 48 hours’ advance notice is generally sufficient to plan for most protests, protesters are encouraged to give notice as early as possible, especially for events that are expected to be large, complicated, or have unique needs. The college reserves the right to determine an appropriate location for a protest to ensure that college policies are followed.   

    Time, Place, and Manner Restrictions

    To ensure that the safety of the community is protected and that the principles of freedom of inquiry and expression are supported, the college has established the basic rules listed below regarding protests. 

    • Protests may not violate or conflict with college policies or the law, including the disruptive behaviors policy. 
    • A single person or group of people does not have the right to prevent the public expression of others (e.g., preventing an invited speaker from being heard or interrupting an admissions tour). 
    • Protests may not threaten or jeopardize anyone’s physical safety. The use of flames is prohibited unless protesters have received prior approval from Campus Safety Services. 
    • Protesters may not engage in harassing behavior. 
    • Protests may not prevent, obstruct, disrupt, or interfere with the normal academic, administrative, or programmatic operations of the college. These include but are not limited to: 
      • Academic activities, such as classes, labs, activities in any academic building, libraries, etc. 
      • Administrative activities, such as meetings
      • Athletic events, including both varsity and club sports 
      • Events or speakers hosted in accordance with college policy by academic departments, administrative offices, or recognized student organizations 
      • The functioning of the college’s student residences and dining halls 
      • Pedestrian & vehicular traffic flow 
      • Access to/from any college facilities
    • Protesters may not alter any campus structure or landscape unless authorized in advance by the college. Formal requests can be made to the manager of the location being considered; if the manager is not known, Facilities may be contacted for assistance. Students who damage property may be required to pay for replacement/repair costs (in addition to facing potential disciplinary action). 
    • Protests may not exceed legal building capacity limits. 
    • Protests in the form of fliers, banners, installations, or other large format materials, chalkings, or table tents, must adhere to the college’s Posting Policy. 
    • The use of amplification equipment for protest is allowed as long as it does not prevent an invited speaker from being heard, interfere with the normal operations of the college, or violate local noise laws. 

    Enforcement

    Protest participants are required to comply with this and all college policies and should understand that violation of college policy may result in disciplinary action. In the event of a violation, and barring only exceptional circumstances, college personnel and/or other officials will issue a warning and ask for immediate compliance prior to taking any other action. Such requests for compliance may include, but are not limited to, requiring protesters to move to a different location, disperse, leave events, or cease use of certain props, tools, or signs that constitute a violation of this or other college policy. The college reserves the right to take any other action it determines is warranted to preserve the rights of others to access, participate in, or benefit from its educational programs, activities, and services.

    Protesters are required to comply with the requests of campus officials and to identify themselves if asked. Such requests may be made by faculty or staff event organizers where the protest occurs during a scheduled campus event, or by members of Campus Safety Services, the Dean of the College’s Office, the Dean of the Faculty’s Office, the Office of Institutional Diversity, Equity, and Inclusion, or the Office of the President. Law enforcement may be called in extraordinary circumstances.  

    The orderly, equitable, and safe functioning of the college requires adherence to this policy and its consistent enforcement. Sanctions for violation of this policy will vary based on the nature of the violation and whether it is the first instance or a subsequent occurrence. The college’s sanctions rubric provides a sense for which infractions are likely to lead to an informal meeting and which to formal disciplinary action.

    Any community member who has questions or concerns about an ongoing protest should contact Campus Safety Services (413-597-4444) or another trusted campus partner in one of the offices listed above. 

    Related Policies

  • Overview

    Williams recognizes and affirms that freedom of expression, academic freedom, and intellectual inquiry and debate are vital to its academic mission and must be protected, even when the views expressed are unpopular or controversial. As part of this commitment, Williams recognizes and supports the right of students, faculty, and staff to share information publicly on campus in the form of postings. At the same time, Williams retains the right to regulate the time, place, and manner of postings. 

    This policy applies to the entire campus community. It does not apply to postings in individual dorm rooms or offices or to dedicated unit, departmental, or program display areas. 

    Forms of Posting

    Postings may take many forms including, but not limited to: posters, fliers, banners, chalkings, and installations. For purposes of this policy, the following definitions apply:

    • Fliers and Banners (any primarily two-dimensional temporary sign, poster, flier, flag, or banner) 
    • Chalkings (messages installed on hard permanent surfaces such as brick, cement, etc. with chalk) 
    • Other (any physical installation that does not fit within the categories of Fliers and Banners or Chalkings). 

    Clear Ownership 

    All postings must clearly indicate the name and email address for the person and/or group responsible for the posting. The email does not need to be a williams.edu address, but, except where permission has been granted as described below, any group name must be an established unit or department of the college or registered student organization. College groups that are not an established unit or department of the college or registered student organization may seek permission to post without a williams.edu address or individual’s name on the face of the posting by reaching out to [email protected] and providing the name and contact information for a student, faculty, or staff member associated with the group. This process does not involve a review of posting content. 

    Installation 

    Postings are to be installed by the person/group responsible for the postings. When affixing a posting other than on a bulletin board, blue or purple masking tape must be used to avoid damaging or marking surfaces. This includes postings on glass or on the exterior of buildings; duct tape, scotch tape, nails, tacks (except when used on bulletin boards where tacks are provided), spray adhesive, and other attachment methods are prohibited. (The Office of Campus Life makes masking tape available to the community during regular office hours.) Postings may not be affixed to the glass portion of doors. 

    Chalkings may be installed on horizontal outdoor concrete surfaces that are exposed to the elements, i.e., not on walls, pillars or other vertical surfaces, and not under overhangs of any kind. 

    The location of a posting must not pose a risk to health or safety, including by breaching Fire Codes or similar life/safety regulations as determined by the appropriate college or town officials. 

    For postings that fall into the Other category, the installer must reserve the posting space by emailing [email protected]. 

    Individual offices, departments, and programs often provide dedicated bulletin boards or other display areas that are managed by those units and may not be available for general postings. These units may remove any posting on their boards at any time and for any reason.

    Administrative or academic units that manage entire buildings may choose to further restrict the location of postings within the building, for example by requiring that postings be confined to bulletin boards, by clearly advertising that fact within the building.

    Any prominent exterior signage locations generally associated with advertising events or programming may be used only to advertise programming within the associated building and shall include the name(s) and date(s) of that programming. 

    Content

    Postings may not defame an individual, constitute harassment, fighting words, or a threat of violence, unjustifiably invade substantial privacy or confidentiality interests, or otherwise violate college policy or the law. 

    Duration and Regular Removal

    College staff remove postings from college buildings on the 1st and 15th of every month. If the 1st or 15th falls on a weekend or holiday, they will be removed on the next business day. Postings will also be removed and discarded campus-wide on the day after the last day of final exams at the end of each semester, at the end of Winter Study, and in mid-August. 

    Regularly removed posters will be recycled. Community members who wish to reuse posters should remove them prior to the 1st or 15th deadline.

    Event-related posters will not be removed until the last program date on the flier has passed but may not be posted more than four weeks prior to the first program date on the flier. Thereafter, they may be removed by any member of the community. Event dates must be listed on the poster itself and may not be accessible solely via link or QR code. Posters advertising regularly scheduled and recurring meetings (e.g., weekly meetings for the duration of the semester) will be removed as part of the regular clean-up process. Only health and safety-related postings and legally mandated HR postings are exempt from the requirement of regular removal.  

    Unauthorized Removal, Defacement

    With the exception of removal of expired event-related posters, community members may not remove, cover over, or write on others’ postings unless given explicit permission to do so by the original poster. Community members whose postings have been improperly covered over, removed, or defaced can alert the college by sending a message to [email protected]. 

    Enforcement

    Everyone who posts on college property is required to comply with this and all college policies and should understand that violation of college policy may result in disciplinary action. Postings that do not comply with college policy, for example because they were hung improperly or do not contain proper identification, will be removed and recycled. Postings removed due to their content will be held in the Dean of the College’s Office for at least one week.

    Decisions to remove a posting due to its content will usually be made by one or more members of the posting advisory group in consultation with others as needed. The advisory group also receives emails sent to the [email protected] account. Current member names are listed at the bottom of this policy. Community members with questions about this policy or its application are encouraged to reach out to one or more members of this advisory group.

    The orderly, equitable, and safe functioning of the college requires adherence to this policy and its consistent enforcement. Sanctions for violation of this policy will vary based on the nature of the violation and whether it is the first instance or a subsequent occurrence. For students, the college’s sanctions rubric provides a sense for which infractions are likely to lead to an informal meeting and which to formal disciplinary action. If college property is damaged by any posting, those responsible will be charged for any associated costs in addition to possible disciplinary action. 

    Postings that do not appear to adhere to these policies should be referred to [email protected] or Campus Safety Services at 413-597-4444. 

    Exceptions

    Individuals who are creating postings as part of academic projects, programs, or assignments may seek exceptions to some of these parameters. Please contact [email protected] in advance for guidance. 

    Individuals, entities, and groups external to the college who seek to post on campus to advertise local events or resources of interest to the college community may do so only with advance permission by emailing [email protected]. 

    Posting Advisory Group

    • Jeff Malanson, Chair
    • Bilal Ansari
    • Rachel Bukanc

    Related Policies

  • College property (including but not limited to College buildings and grounds) is primarily designated for use that correlates to the College’s core educational purposes. Its use for such purposes as lectures, plays, musical performances, dances, etc., must be approved by the appropriate College authorities.

    College property may not be used for the purpose of participating in, or intervening in, any political campaign on behalf of any candidate for public office.

  • Williams seeks to accommodate requests for the use of College facilities by local groups when the fit with College operations. Click here to learn more.

    Looking for information on Summer Conferences? Click here.

  • Below is a list of questions frequently asked about student events.  If your question is not answered here, contact the Associate Director for Student Centers & Events.

    Q: Who created the formula for alcohol and what does it mean?

    A: The 2004 Alcohol Task Force made the recommendation for the formula based on the percentage of Williams students who are 21 years or older and can legally drink. The recommendation was approved by the Dean of the College. The responsible rate of consumption is based on one drink per hour per person.

    Q: Why do I have to follow the formula for alcohol?

    A: The formula for the amount of alcohol must be followed to ensure compliance with Massachusetts Law and College policy. Furthermore, compliance encourages responsible consumption.

    Q: Why can’t I have more people attend my event than what’s listed on the capacities sheet?

    A: Capacities are set by the Massachusetts Building Code. Some of the factors are the building use group, number of exits and number of bathrooms. For more information on capacities, contact Frank Pekarski.

    Q: How do I book a room for my event?

    A: You must request a room reservation separately through the online room scheduler (EMS).

    Q: I’m a first-time event planner.  What do I do?

    A: If you are part of an organization supported by CampusLife or an individual student, contact Sam Boyden, Associate Director for Student Centers & Events, to set up an initial meeting. If you are part of a student organization supported by the Davis Center, please contact your organization’s specific advisor.

    Q: Why do people in other offices need to know about my event?

    A: Various offices on campus need to know what events are happening, and sometimes need to ask questions about an event to ensure that the event goes off without a hitch. Sometimes staff in other offices will need to offer assistance, too. So we include folks from Facilities and Campus Safety so they have the same information the Office of Campus Life & the Davis Center have, at the same time. It also gives those offices a half-day to bring up initial questions to be shared with the student by the Programming Coordinator or the Davis Center advisor during the meeting the next business day.

    Q: Do hosts & servers at events with alcohol have to be certified?

    A: Yes. Both TIPS (one-time during Williams career) and Host/Server (annually) and be hired by the Student Involvement and Events Assistant.

    Q: My event doesn’t include alcohol.  Do hosts need to be certified?

    A:  Maybe – it depends on the event and specific details submitted through your Room Scheduler request. The Student Involvement and Events Assistant or your advisor in the Davis Center will let you know.

    Q: I don’t have all the details of my event worked out – should I still submit the Room Scheduler (EMS) request?

    A: Yes! Submit it as early as possible and fill out the information as completely as you can at the time. We’ll work with you to figure out the details after you submit the form.

    Q: My event involves a contract.  Can I sign it?

    A: No – students are not authorized to sign contracts on behalf of the College. Contracts must be reviewed and signed by a staff of the college. Please see the contract policy found HERE.

    Q: Do I have to meet with someone in the Office of Campus Life or the Davis Center after submitting the Room Scheduler (EMS) request?

    A: Yes – so we can help you make sure that your event happens smoothly.

    Q: What if I don’t meet a deadline for submitting the form or for contract review, or for auxiliary services?

    A: You probably won’t be able to have the event on the date you’d like, but we’ll work with you to find a new date that will work.

    Q: Who gets the email or the form when it’s submitted?

    A: Staff from the Office of Campus Life, the Davis Center, Campus Safety, Facilities, and the Dean’s Office.

Student Events with Alcohol Policies

  • Students Events with Alcohol Policies

    • Students are required to follow all of the Responsible Party Standards and specific rules related to events in Paresky Center, Goodrich Hall, Large Residential Spaces, and Small Residential Spaces.
    • Student events with alcohol are restricted to member of the College community and their escorted guests.
    • All advertising for events with alcohol must be directed exclusively at the College Community.
    • No off-campus advertising or promotion of events with alcohol is allowed.
    • Advertisements for events with alcohol may not in any way feature alcohol, either in name of the event or in the description.
    • College funds may not be used to purchase alcohol.
    • No admission fees, cover charges, or charges for alcoholic beverages are permitted when alcohol is served unless a temporary license to sell is obtained from the Town of Williamstown and approved by the Board of Selectors. To secure a temporary license please reach out to the Office of Campus Life.
    • Bracelets must be used to identify persons of legal drinking age of 21 years.
    • Events must conform to fire code and maximum occupancy limits.
    • A barrier (e.g. bar) is required to separate the alcohol from guests; only servers may have access to the alcohol during the event. The area must have adequate lighting to check ID’s.
    • Events with alcohol may not begin before 6:00 p.m. on days when classes are scheduled or before 12:00 p.m. noontime on Saturdays and Sundays.
    • Events with alcohol must end by 12:00 a.m midnight for events occurring Sunday through Thursday nights; and by 2:00 a.m. on Friday and Saturday nights.
    • Hard alcohol, including punch, is prohibited from all registered student events.
    • Senior events (Fall Formal, 100 Days Dance, Senior Week Events) have an 8-keg maximum.
    • Alcohol is not permitted at athletic events unless purchased from a licensed vendor on the premises.
    • Outdoor events with alcohol must be requested and registered through the Office of Campus Life and approved by Facilities & Campus Safety. These events are subject to additional requirements.
    • Alcohol may not be served in First Year residence halls or at any event exclusively intended for First Year Students.
    • First Year entries cannot fund alcohol for events, but under separate bulling can sponsor entertainment, food, and alternative beverages.
    • Student-initiated events with alcohol are not allowed during Orientation, First Days, or Final Exam Periods.
    • Student-initiated events with alcohol are not allowed during Reading Periods (except the night prior to Reading Period beginning, until 2:00 a.m.).

  • Please note Alcohol will not be allowed at any in-person event, meeting, and/or program. If this changes we will provide you with an update at that time.

    Food Requirements for Events with Alcohol

    Food and non-alcoholic beverages must be provided for consumption throughout the duration of any event with alcohol. Adequate amounts of non-salty/non-sweet food must be provided as well as ample quantities of non-alcoholic beverages.

    The requirements for different ever with alcohol are as follows:

    • Unregistered Intimate Events with Alcohol
      • Max # of people in attendance is 20,
        • 2 lbs of food and 5 liters of non-alcoholic beverage must be provided.
    • Basic Events with Alcohol
      • Between 21 and 50 people in attendance.
        • 4 lbs of food and 10 liters of non-alcoholic beverage must be provided.
    • Complex Events with Alcohol
      • Between 51 and 99 people in attendance.
        • 4 lbs of food and 10 liters of non-alcoholic beverage must be provided.
      • Between 100 and 199 people in attendance.
        • 8 lbs of food and 20 liters of non-alcoholic beverage must be provided.
      • 200 or more people in attendance
        • 24 lbs of food and 60 liters of beverage must be provided.

  • Host and Servers

    Hosts – are the gatekeepers, monitors, and policy enforcers.

    Servers – are those responsible for safe alcohol service.

    Host and Servers are responsible to do the following:

    • Accept and carry out full responsibility of all aspects of the event including compliance with all Massachusetts State Laws concerning alcohol.
    • Comply with all registration form information.
    • Sign for alcohol at beginning of event (21-year-old).
    • Arrive substance-free at the start time and remain substance-free though clean-up.
    • Use the bracelets as supplied by the Office of Campus Life to identify of-age guests.
    • Serve the alcohol only to of-age guests as identified with a wristband.
    • Monitor and controls alcohol service and use.
    • Prevent minors from drinking alcohol.
    • Prevent alcohol from being passed to minors.
    • Prevent intoxicated persons from drinking more alcohol.
    • Ensure a secure area for alcohol.
    • Ensure that any guest whose behavior is disruptive or creates an unsafe environment, or anyone who fails to comply with you in your role as a server, will be required to leave the event, enlisting the aid of Campus Safety if necessary.
    • Remove any guest from the event who fails to comply with Massachusetts law or College policy.
    • Enlist the aid of Campus Safety, when necessary, to ensure compliance with Massachusetts law and College policy.
    • Carry out additional tasks and responsibilities as assigned by the Event Coordinator and other event team members.
    • Ensure that the event sit is cleaned up and furniture is placed in its original location at end of the event.
    • Prevent alcohol at non-alcohol events.
    • Prevent hard alcohol from being brought into an event.
    • Dispose of any unsupervised beverage cups throughout the event.

    The Office of Campus Life in conjunction with Campus Safety and Security determines the number of hosts/servers that are required for an event. The number needed is determined based upon the event, location, sponsoring organization, history, and other additional relevant factors.

    The Office of Student and Campus Safety and Security may require professional hosts and/or servers to be hired for an event.

Events Planned by Faculty or Staff

Faculty or Staff planning events should refer to the Office of the Dean of the Faculty event planning site.