Event Sponsor Agreement

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Event Sponsor Agreement

EVENT HOSTING GUIDELINES
Members of an organization sponsoring an event on campus are responsible for proper communication and enforcement of all relevant campus policies and applicable state and local laws. Events may be shut down or canceled if these laws and policies are not properly enforced. Campus policies are outlined more completely in the Student Handbook and the Rules and Tools Handbook.

• Meet and introduce yourselves as Sponsors/ Responsible Persons to relevant personnel, i.e.: Public Safety, Dining Services, performers, stage crew, and others.
  
• The entrance to your event should be clearly marked with appropriate signage. Other doors should be labeled for non-entry and for Fire Exit Only as appropriate. Major entrances and exits to an event should be marked with signs declaring that no alcohol may be brought into or out of the event.
  
• Maintain a consistent Admission Policy and Door Staffing - Collect fees/tickets; stamp hands; keep an accurate count of the number of attendees. Check ID's if required by your stated admission policy or ticket sales. Staff the entrance to the event at all times. To help student groups comply, all student groups sponsoring social events must check out an Event Tool Box from Student Programs no later than 4 PM on the day of the event, or on the Friday preceding a weekend event. You must also complete and display the Event Sponsor Agreement at the main entrance to your event. Even if your event is free, you are required to staff the entrance & monitor the event and will find this Tool Box helpful.
  
• Event Staff - Sponsors are responsible for providing staff on-site to manage their event, per the terms of the Event Sponsor Agreement. Sponsors must assure that all paths of egress and fire safety equipment are clear at all times. At some events uniformed Public Safety Officers, EMTs or other non-uniformed college staff may be on-site as additional support - this does not relieve student organizers of their responsibilities.
  
• Maintaining a Safe Environment - Student groups are expected to maintain a safe event and notify Public Safety of any incidents and/or problems. It is reasonable and encouraged to call Public Safety if you have concerns, or anticipate problems - YOU DO NOT NEED TO WAIT UNTIL YOU ARE REPORTING AN EMERGENCY OR AN ALLEGATION THAT HAS ALREADY TAKEN PLACE!
  
• No Smoking - All buildings on campus, as well as a 25-foot exterior perimeter, are completely smoke-free spaces.
  
• Alcohol Policy ­ Read and comply with all terms of the Campus Alcohol Policy Guideline sheet (copy in box).
  
• Bias-related Incidents - Harassment based on race, national or ethnic origin, sexual orientation, religion, age, gender, economic class or disability is not tolerated at Mount Holyoke College. Event organizers are encouraged to make this known to attendees at the first recognition of such behavior, and to solicit Public Safety support if the behavior does not cease or legal action is warranted.
  
• Fire Limits/Maximum Capacities ­ Sponsors are responsible for assuring that facility occupancy limits, as set by the building fire codes and noted below, are not exceeded. Any facility found to be occupied in excess of that limit is considered a safety hazard and is subject to immediate shutdown.

Capacities for Chapin Auditorium
Total seated capacity, including balconies = 1,100
Main Floor (w/out chairs) = 600
Open floor (standing) and seated balconies = 1,350
Main floor w/ tables, chairs for banquet, etc. = 250

Capacities for Blanchard Great Room
Total capacity when furniture is removed = 400
Capacity in the Dining configuration = 150
Capacity Audience style (w/ tables removed) = 25

For other campus venues' capacities, check with the campus Facilities Scheduler or the campus Fire Marshall. The posted fire limit may decrease when specific event set-ups occupy portions of the space.

• Parking ­ Sponsors are responsible for considering the parking needs for campus events. Pre-planning with the Parking Office at x2514 is advised. Be sure to advise performers, DJ's and guests of the appropriate parking options.
  
• Curfews and "Shut Downs" - All venues on campus have an established, non- negotiable curfew. All performances MUST shut down at or before this time and guests cordially but firmly be told they must head home. For Blanchard and Chapin this time is 2am Fri. and Sat. nights, and 1am Sunday through Thursday.
  
• Managing the cash - Door receipts must be handled with care. The cash box found in the Tool Box will help you to keep things in order. Do not leave the cash box unattended. Keep all money other than what is needed for making change discreetly under the cash tray until a deposit can be made. See DEPOSIT instructions in the Tool Box.
  
• Clean up Guidelines - In ALL cases, event sponsors are required to guarantee the removal of all decorations, (tape too!), and other large trash items from the event space, and to leave the facility "generally picked-up", with trash in appropriate barrels. For some events additional contracted Custodial Cleanup may be mandatory and fees may apply.
  
• Furniture Set Ups - If your group moved any furniture to set-up your event you must restore it to it's typical arrangement at the end of the program. If the student programs crew did the furniture moving, they will be responsible for the restoration.
  

Public Safety Event Staffing
Public Safety will determine appropriate security for your event based on previous experience and the information you provide on the Event Registration Form. Generally, there will be no charges for events on Friday and Saturday nights, or for events that do not require an on-site assigned officer. Charges may apply for events on other nights or when additional security is required.