Event Rules Quick Guide 2025.xlsx

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1	The following rules, procedures, and laws pertaining to the Middlebury campus have been summarized for quick reference. Complete descriptions and requirements of most rules may be found on the websites provided below. Please review all links that apply to your event!
2	Questions about these rules should be directed to the department or entity of origin.
3	Rule	Description	Origin	Web Link
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5	7-Day Rule	Service providers are not able to provide support services for requests received less than seven (7) business days before an event.	Catering, Event Management, Facilities Services, Dining Services, Media Services, Public Safety	http://www.middlebury.edu/offices/business/scheduling/EventFAQ
6	Academic Scheduling Restrictions	Events requiring a classroom/academic space can not be scheduled until the course schedule for that academic term is complete (mid-to-late November for spring term events, late April for fall term events, and mid-to-late May for summer events).	Registrar's Office	https://www.middlebury.edu/event-management/policies#scheduling-prioritization
7	Alcohol Policies	Use of alcohol on campus is strictly regulated by Vermont state law. Please review all campus alcohol policies on the Dining Services website.	Vermont state law; Dining Services; College Handbook	https://www.middlebury.edu/office/dining-services/catering/alcohol-policies
8	Barbecue Grills	Possession and or use of grills, electric grills, camp stoves, and portable or erected fire pits are prohibited on or in campus property. Approved, college provided grills or fireplaces with prior approval from Events Management, the Department of Public Safety, Middlebury Fire Department, and the Office of Environmental Health, Safety, and Compliance are exempt from this policy. Grills used by approved caterers are excepted from this policy.	College Handbook	https://www.middlebury.edu/handbook/pages/ii-ug-college-policies/ug-policies/res-life-conduct-policies/residential-life-policies/#firesafety
9	Bonfires / Burn Permit Policy	Lighting a fire, including possession of or use of a grill, without an authorized fire permit, inside or outside of buildings, other than smoking in authorized outdoor spaces, is prohibited. Outdoor fires may be approved for the Atwater Dining outdoor fireplace and The Knoll (Organic Farm) in Cornwall. Outside burning in other locations requires advance review and approval from Middlebury College and the Town of Middlebury. The location must be reserved and Middlebury College Burn Permit approvals must be obtained in advance of the event.	Environmental Health & Safety Office, and the Town of Middlebury	http://www.middlebury.edu/offices/health/ehs/policies/burnpermit
10	Catering Restrictions	Only non-college caterers approved by Dining Services may provide food on campus. The Controller’s Office will not reimburse payments to caterers that are not on the approved list.	Dining Services and Controller's Office	https://www.middlebury.edu/office/dining-services/catering/non-college-catering-options
11	Catering License	Caterers or food prepared off campus may not be brought into any facility or dining hall for which Dining Services holds a catering license. Dining Services also maintains the right of first refusal to serve in these areas. Licensed facilities outside of dining halls include: The Grille, the Grille Conference Room, Wilson Cafe, Kirk Alumni Center main room, Kirk upper and lower decks, Tavern on the Tee, the Bread Loaf kitchen, dining room, Bread Loaf Inn first floor, Bread Loaf porches, and the West Lawn, as well as the Bread Loaf Little Theater. Dining Services holds a seasonal license at the Snowbowl (November through April).	Dining Services, per VT state law	https://www.middlebury.edu/office/dining-services/catering
12	Contract Management Policies	There are contractual requirements for anyone providing a service on campus, including performers & lecturers.	Controller's Office	https://www.middlebury.edu/office/finance-and-administration/controller/purchasing-and-payment/independent-contractors
13	Course Relocations	Contact Course Scheduling to request course relocations. Activities related to a course (film screenings, meetings, an extra discussion session, a lecture for class, etc.) are scheduled by Event Management. Please submit requests for activities via your department coordinator.	Registrar's Office & Event Management	https://www.middlebury.edu/office/registrar/course-scheduling/guidelines-and-faqs
14	Crowd Control	All assembly occupancies greater than 50 people, shall be provided with a minimum of one trained crowd manager or crowd manager supervisor.	Environmental Health & Safety Office, per State of Vermont Life Safety Code	https://www.middlebury.edu/office/environmental-health-safety/fire-and-life-safety#crowd-manager
15	Demonstration & Protest Regulations	Requests for demonstrations or protests must be submitted as an event request via 25Live. Demonstrations and protests are planned in consultation with Event Management and Public Safety. Event Management and Public Safety will identify an appropriate time, location, and manner in which the demonstration may occur, in accordance with Middlebury Handbook regulations. Please review the Handbook regulations before submitting an Event Scheduling Request. See also, Handbook Policy on Open Expression below.	Middlebury Handbook	http://www.middlebury.edu/about/handbook/policies-for-all/health-safety/demonst-protests
16	Dining Facilities, use of for events	The use of any dining facility, even if the event does not require food or alcohol service, requires a dining staff member to be present to manage the facility and comply with the license. This represents added labor expense for the event.	Dining Services, per VT state law	dining@middlebury.edu
17	Event Protocol Committee (EPC)	Requests for space are reviewed weekly by the Event Protocol Committee (EPC). The EPC ordinarily includes staff representatives from Event Management and Public Safety. It may include staff from other applicable departments as well (Student Affairs, Risk Management, General Counsel, Office of the Provost). The objective of the EPC is not to approve or deny events. Instead, the EPC vets events from a safety perspective. The EPC is not responsible for determining the value or appropriateness of any event or whether a proposed event aligns with Middlebury’s policies regarding academic freedom and freedom of speech.	Event Management, Public Safety	https://www.middlebury.edu/event-management/event-planning/policies#event-protocol-committee-epc
18	Exam Periods	Other than student org sponsored "stress-breaker" activities after 10 p.m., "no activities, athletic events (games or practices), course registration, additional or makeup classes will be scheduled for this period of time. A thesis defense may be scheduled during the final examination period."	Middlebury Handbook	https://www.middlebury.edu/handbook/pages/ii-ug-college-policies/ug-policies/academics/calendar/#e-final-examination-period
19	Facilities Use Release	A "hold harmless agreement" is required for non-college event hosts, and college-affiliated individuals hosting personal events on campus.	Business Services/Risk Management Office	https://www.middlebury.edu/office/enterprise-risk-management/compliance-partners/business-services/insurance-and-liability-issues#release-forms
20	Fireworks Displays	Fireworks are prohibited unless managed by a professional company (responsible for town permitting and adhering to state laws). There are two approved locations on campus: behind the Peterson Athletics Complex & west of BiHall. There must a barrier to keep spectators a safe distance from the launch area.	Public Safety & Facilities Services	https://www.middlebury.edu/handbook/pages/ii-ug-college-policies/ug-policies/res-life-conduct-policies/residential-life-policies/#firesafety
21	Fitness Activities, Non-Curricular	Instructors of these activities are considered “vendors” or “contractors” subject to College contractual and insurance requirements.	Business Services/Risk Management and Controller's Offices	http://www.middlebury.edu/offices/administration/vpfin/finance-office/bsnsvcs/contracting
22	Fixed Seating Venue Capacity	Generally, no additional seating is permitted on the floor of fixed seating venues (example: table & chairs for panel discussions). The capacity of an area having fixed seats is determined by the number of fixed seats installed.	Environmental Health & Safety Office, per State of Vermont Life Safety Code
23	Holiday Parties	Holiday parties are not an Allowable Expenditure per the Travel, Entertainment, and Expense Policy.	College Handbook and the Finance Office	https://www.middlebury.edu/office/finance-and-administration/controller/purchasing-and-payment
24	Insurance Requirements	Hosts of personal or non-College events on campus, and contractors providing service on campus, must provide a certificate(s) of insurance, including no less than $1 million general liability.	Business Services/Risk Management Office	http://www.middlebury.edu/offices/administration/vpfin/finance-office/bsnsvcs/insurance
25	Kirk Kitchen Use Policy	Middlebury Catering manages the use of the kitchen facilities at Kirk Alumni Center. The Kirk kitchen cannot be accessed by outside caterers and is not available for self-catered events.	Middlebury Catering Office	https://www.middlebury.edu/office/dining-services/catering/kirk-kitchen
26	Language Schools summer session	Language Schools’ academic and cocurricular scheduling needs have priority over all other scheduling during the summer months. All residence halls and some academic spaces are reserved for exclusive use of the school to which they have been assigned for that session. In observance of the Language Pledge, those spaces are not available for other/general use.	Middlebury Handbook / Language Schools	https://www.middlebury.edu/office/event-management/policies#scheduling-prioritization
28	Minors (events or uses of facilities that include)	Certificates of insurance (COI) are required, and must not exclude coverage for claims arising out of sexual molestation allegations. Coverage must be confirmed within the description section of the COI. ---An activities release form, signed by a parent, must be completed for all minors participating in Middlebury programs.	Business Services/Risk Management Office	https://www.middlebury.edu/office/enterprise-risk-management/compliance-partners/business-services/insurance-and-liability-issues#events-or-uses-of-facilities-that-includes-minors
29	Noise Ordinance	"...to prohibit and/or appropriately regulate a person or persons from making or continuing any excessive, unnecessary, or unreasonably loud noise or disturbance." Particularly between the hours of 10 pm - 7 am, Sunday through Thursday, and between 11 pm - 7 am on Friday, Saturday and special holidays. Except for "activities permitted under Public Assemblages or other licenses..."	Town of Middlebury	http://www.townofmiddlebury.org/living_and_working_in_middlebury/public_documents_ordinances/index.php
30	Open Expression (Policy on)	Campus community members engaging in open expression — and in response to the expression of others — are expected to do so in a way that affirms our three pillars of academic freedom, integrity, and respect. Please review the Conduct Standards included in the Handbook policy.	Middlebury Handbook	http://www.middlebury.edu/about/handbook/policies-for-all/genl-principles/freedom-of-expression
31	Overnight Visitors	When scheduling a large event that will draw students from another school, the college cannot provide sleeping accommodations in lounges, the athletic complex, or other non-dorm spaces. Vermont law prohibits lodging to occur anywhere there is not life safety equipment installed, inclusive of carbon monoxide detection.	State of Vermont / Student Handbook	https://www.middlebury.edu/office/event-management/policies/student-scheduling#other-policies
32	Political Action	Student activity funds may not be used for direct political action. Organizations may not raise funds to be used for any direct or indirect contributions to a political campaign.	Middlebury Handbook	http://www.middlebury.edu/about/handbook/ug-college-policies/ug-policies/res-life-conduct-policies/student-organization-policies#general
33	Private Parties	The College cannot support private graduation parties during the weeks preceding February Celebration and Commencement due to the high demands placed on our campus service providers and to be fair and equitable to all students and families.	Event Management	https://www.middlebury.edu/event-management/event-planning/policies/private-parties
34	Public Road Use	Permission from the Town is required for assembling on Town property and/or crossing public roads for things like 5K runs or fundraising walks.	Town of Middlebury	http://www.townofmiddlebury.org/town_departments_services_staff/town_manager_s_office/public_assemblage_permit.php
35	Publicizing Events	Do not publicize, sign contracts, make airline/hotel reservations, or other commitments until your event date has been approved and a space has been assigned. Your event is confirmed only when you have received an event confirmation with an event reference number from Event Management.	Event Management	https://www.middlebury.edu/event-management/event-planning/policies#event-approval
36	Release Forms	Release forms are required for: activities, field trips, physical non-sports activities, and sports activities.	Business Services/Risk Management Office	https://www.middlebury.edu/office/enterprise-risk-management/compliance-partners/business-services/insurance-and-liability-issues#release-forms
37	Retirement Celebration Guidelines	Eligibility for department sponsored retirement parties is provided in these guidelines. These include expense limits, and reception & gift guidelines. Please visit the Human Resources website for details.	Human Resources	https://www.middlebury.edu/office/human-resources/self-service-resources/retiring-middlebury#resources-and-miscellaneous-information
38	Room Capacities	Room capacities are identified for every classroom and event space. Any deviation of normal use or contents of the room can trigger the need for consultation with the Director of Environmental Health, Safety & Compliance and/or the State Fire Marshal for a variance.	Risk Management Office, per State of Vermont Life Safety Code	Capacities are noted in 25Live Pro: https://25live.collegenet.com/pro/middlebury#!/home/dash
39	Signage Ordinance	The Towns of Middlebury & Ripton have ordinances for the placement of signs on public property.	Town of Middlebury	http://www.townofmiddlebury.org/living_and_working_in_middlebury/public_documents_ordinances/index.php
40	Screening Rights	Film screenings often require public performance licensing to comply with U.S. copyright laws.	Middlebury Libraries, per Federal law	https://www.middlebury.edu/library/about/policies/copyright-fair-use#video
41	Student Orgs, Contracts w/Speakers & Performers	Student organizations may not sign contracts or use their budgets for guest lecturers or performers without first discussing with the Student Engagement office - even if no expenses will be incurred. Student Orgs are required to apply to the MCAB Speakers Fund for special funds and assistance.	MCAB / Student Engagement Office	https://www.middlebury.edu/college/student-life/student-activities/student-organizations/student-organization-handbook
42	Student Orgs, Election Do's and Don'ts (for public elections)	The College's non-profit status strictly prohibits us from "directly or indirectly participating in, or intervening in, any political campaign on behalf of (or in opposition to) any candidate for elective public office." There are, however, many things you can do in conjunction with elections. Consult the Student Organization Handbook.	Student Engagement, per U.S. Internal Revenue Code	https://www.middlebury.edu/college/student-life/student-activities/student-organizations/student-organization-handbook
43	Student Orgs, Fundraising Regulations	Student orgs must obtain a permit to raise money for charitable projects, or to defray costs of certain College-approved projects. (Strictly regulated due to the College's non-profit status.)	Student Engagement, Middlebury Handbook	http://www.middlebury.edu/about/handbook/ug-college-policies/ug-policies/res-life-conduct-policies/student-organization-policies#fundraising
44	Tabling	Only recognized student organizations and approved concessions may set up a table in certain approved locations, for the distribution of petitions, handbills, and literature.	Student Engagement, Student Org Handbook	https://www.middlebury.edu/college/student-life/student-activities/student-organizations/student-organization-handbook
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