An "ERF" - Event Registration Form - is required for all student sponsored events except simple meetings or an SPE (small private event in the Res. Halls).

Simple meetings
For simple meetings that meet the criteria below complete the Campus Space Request Form on the Event Services Web site (allow 3 business days).  Cultural Centers are included in this process for meetings, but require Event Registration Forms filed with Student Programs for more substantial events, and have some additional criteria for event approval. An ERF does not need to be filed if the meeting is:

• sponsored by a campus department or registered student organization
• expected to be less than 50 people, gathering for the purpose of a meeting or similar.
• not in need of any custom event services such as additional media services, catering, custodial, or equipment from the Facilities Management stockroom (unless there is 14 day lead time).

NOTE: postings to the MHC Events Calendar or Five College Calendar will be done only if lead time alows.

SPE's (Small Private Events)
Residential Life makes available the option for students to host SPE's in thier own residence halls. As the name implies these are small (less than 50) and private (non-advertised) events that must meet specific criteria for approval. See Guidelines for Hosting an SPE on the Residential Life website.

All other events hosted by Students
The process that student organizations follow to plan an event is different than the process for campus departments. Students and Student Orgs can host eventsonly during the academic year (first day of classes to the last).

Following these steps assures you the best campus services and we hope a stress reduced program planning experience. Gatherings and events that are not meetings (nor SPE's) must complete the Event Registration Form (ERF).

Planners will have the best results if they follow the 3 step process outlined in this FAQ.

STEP 1
Before students begin planning an event, browse the helpful event planning pages on-line. Consider meeting with the Student Programs Event Coordinator to discuss your ideas and plans.

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To request a particular space on campus, please submit your request via the Campus Space Request Form.  A few spaces on campus are reserved by specific Depts. (eg. Rooke, McCulloch, Kendall) - Student Programs or Event Services can advise you about these. For more information about specific spaces that Conference & Event Services reserves review their Campus Space Inventory. Please allow a minimum of 2 business days for Event Services to reply with your tentative reservation number.
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STEP 3
Once you receive the tentative reservation number from Conference & Event Services, you must then complete the Student Programs Event Registration Form a minimum of 14 days prior to your event. You will use the Student Programs Event Registration Form (ERF) to request any services that you need for your event, including; room configuration, event equipment, media/technical assistance, Public Safety needs, MHC Events Calendar and Five College Calendar postings, etc...

The ERF is also an excellent tool for guiding you through a checklist of event planning items. It is a PDF file that can be saved to your computer and data fields can be modified multiple times. To download any of these files, you must have Adobe Reader 6.0 or higher (free download). Please note that lower versions of Adobe will not let you save your work.

Save the ERF with an identifying title to your computer first, and be sure to use "Save as..." for the PDF when saving changes! 

*The Treasurer's Event Budget Page is part of the ERF, but this part must be printed, completed, and a signed paper copy delivered to the Office of Student Programs no later than fourteen (14) days before your event.

FORMS ARE DUE 14 DAYS IN ADVANCE        OF YOUR EVENT!

(events not properly registered are subject to cancellation and fees)