Facility use approval is one of the first steps required when planning an event on campus. You must receive approval for facility use prior to confirming your event.
Be mindful of allowing appropriate lead time for your event’s implementation and promotion. Event implementation and proper promotion can take anywhere from four weeks to 12 months, depending on the event’s scope. Space on campus is limited, and it is critical to allow as much time to plan as possible. Note that the facility use approval process alone can take up to two weeks.
Facility use is approved by Conference and Events Planning (CEP) in consultation with the Dean of the Faculty and, in some cases, select facility committees (e.g., PAB, Greenwood, Sports Center) or other offices (e.g., facilities).
Many factors must be considered prior to confirming an event on campus, including but not limited to space availability, timing, relationship to the academic program(s), other coinciding events, costs to the college, staffing needs, our ability to organize and staff the events, and possible liabilities. Completing this form allows for all parties to have a better understanding of what the event will entail and what staff and other resources will be needed.

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Email *
Date of application: *
What is your name? *
What is your email address? *
What is your phone number? *
What is your relationship to Reed College? *
Have you read the in-person event COVID-19 protocols on Reed's COVID-19 website? (www.reed.edu/coronavirus/plan/visitors-travel-events.html#in-person-events)
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Has a VP/Dean signed off on your event proposal. If yes, who?
What is the name of your event? *
What is the date(s) and time(s) of your event? *
What is your event's designation?  
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What type of event is it? You may select more than one. *
Describe your event (e.g., speakers’ and participants’ names, film and lecture titles). *
Do you have a specific facility you would prefer to use at Reed?
Do you need access to the room(s) before/after the event(s)?
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Who will attend your event? *
What is the expected number of attendees? *
Who will be paying for the event?   *
Is the event a fundraiser? Note: third-party fundraisers are prohibited unless approved by the Reed Office of Development. Students must also refer to the Office of Student Engagement’s fundraising guidelines. *
Will attendees be charged?   *
Will the event need security or crowd control?  
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Will alcohol be served? Please refer to policy. *
Will there be minors in attendance? *
Will there be catering needs?   *
Will there be audio visual needs?   *
Will there be lodging needs?   *
Will there be travel assistance needs?   *
Will you need floor plans?   *
Describe room set up preferences.
Will there be material needs?  Note: all associated costs are the responsibility of the payee. *
Anything else?
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