FACILITY USE APPLICATION

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.

Date of application: *

YYYY

What is your name? *

Your answer

What is your email address? *

Your answer

What is your phone number? *

Your answer

What is your relationship to Reed College? *

Your answer

What is the name of your event? *

Your answer

What is the date(s) and time(s) of your event? *

Your answer

What is your event's designation?

Sponsored event: Fully financed by college funds and administered by a faculty member, staff member, or a Reed College-recognized student organization.

Co-sponsored event: Backed by a Reed faculty member, staff member, or a Reed College-recognized student organization but not fully financed by the college. Co-sponsored events must directly relate to the assigned responsibilities of the sponsoring faculty, staff, or student organization.

Rental

Not sure

What type of event is it? You may select more than one. *

Lecture

Seminar/Workshop

Conference

Retreat

Dance

Theatre

Film

Music

Sports

Meeting

Ceremony

Rehearsal

Exhibition

Athletic, fitness, or outdoor

Reception

Other:

Required

Describe your event (e.g., speakers’ and participants’ names, film and lecture titles). *

Your answer

Do you have a specific facility you would prefer to use at Reed?

Your answer

Do you need access to the room(s) before/after the event(s)?

Yes

Maybe

Other:

Who will attend your event? *

Faculty

Staff

Students

Alumni

General public

Other:

Required

What is the expected number of attendees? *

Your answer

Who will be paying for the event? *

Your answer

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. *

Yes

Will attendees be charged? *

Yes

Maybe

Will the event need security or crowd control?

Yes

Maybe

Will alcohol be served? Please refer to policy. *

Yes

Maybe

Will there be minors in attendance? *

Yes

Maybe

Will there be catering needs? *

Yes

Maybe

Will there be audio visual needs? *

Podium

Microphone(s)

Projection

None

Other:

Required

Will there be lodging needs? *

Yes

Maybe

Will there be travel assistance needs? *

Yes

Maybe

Will you need floor plans? *

Yes

Maybe

Describe room set up preferences.

Your answer

Will there be material needs? Note: all associated costs are the responsibility of the payee. *

Name badges

Easels

Whiteboard(s)

Signage

Publicity support

Photographer(s)

None

Other:

Required

Anything else?

Your answer

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