The Office of Scheduling, on the first floor of Eustis, maintains the official College calendar of events and processes the majority of scheduling requests. Events can be scheduled by using the Colby Web event placement form
. Scheduling questions for all venues on campus should be directed to the Office of Scheduling. Policies for specific venues may vary.
Events in Cotter Union should be scheduled using the Colby Web event placement form or by contacting the Office of Student Activities. Events in the Pugh Center should be scheduled through the Office of Scheduling. All events with alcohol must be registered with the Office of Student Activities by submitting a completed Colby Event Form by 4:30 p.m. on the Wednesday prior to the event.
Organizations outside the College that wish to use College facilities for a meeting must apply to the scheduling and facilities manager. In the interest of good communications, it is necessary that the President’s Office, the director of student activities, and the scheduling and facilities manager be informed of invitations being extended to speakers on behalf of student organizations. General Regulations
- Any recognized organization or group may sponsor social or cultural functions, provided the function is properly scheduled with the Office of Scheduling and registered with the Office of Student Activities.
- Public and all-campus functions should be scheduled with the Office of Scheduling. Publicity should be in good taste and cannot mention alcohol.
- If the date of any scheduled function is canceled or changed, the sponsoring group must publicize the cancellation or change and the Office of Scheduling must be notified.
- All events with alcohol must be registered with the Office of Student Activities by submitting a completed Colby Event Form by 4:30 p.m. on the Wednesday prior to the event. Cotter Union, Spa, dining hall, and outdoor events must be scheduled with the Office of Student Activities by the Wednesday preceding the event date.
- Residence hall lounges may only be used on one weekend night for a party with alcohol. Events cannot be scheduled in halls on moratorium as determined by the director of student activities.
- The director of student activities may require security coverage of any College event.
- No social or cultural function shall be held between the day following the last day of classes and the end of the final exam period.
- Public, social, and cultural events and activities associated with major weekends (such as concerts, dances, etc.) may not be scheduled during the week. The dean of students may grant exceptions.
- Whenever alcohol is served, the person or persons who register the event will be held responsible for adherence to the appropriate College and state regulations.
- Parties that are reserved in one area should remain in the area reserved. To relocate to another area after approval has been granted for the original area, written permission must be received by the director of student activities from the party hosts and the authorizing power of the newly acquired area. A new party form must be used when changing locations. The form should be filled out 48 hours ahead of time. In case of rain, verbal permission can be obtained by the director of student activities and the staff on call in Security.
- The Office of Student Activities in consultation with the Spa manager must approve parties in the Spa.
- On weekday nights, the Office of the Dean of Students may permit:
- occasional large non-alcoholic events (of approximately 100 or more) in nonresidential areas
- smaller non-alcoholic events either in residence halls or elsewhere
- Students may not use College funds for the purchase of alcohol (See Colby’s alcohol policy above).
- Residence hall lounges must be reserved using the Colby Web event placement form or by contacting the Office of Scheduling.
- Pugh Center functions must be scheduled through the Office of Scheduling.
- Events in the Spa may be booked either through the Office of Student Activities or the Office of Scheduling.
- All events that are funded by the College and are for College purposes must be catered by Dining Services.
- Catering in all public spaces (Cotter Union, Pugh Center, Roberts Building, Runnals Building, Colby College Museum of Art, etc.) are to be coordinated through Dining Services.
- Student-related events sponsored by hall staff, the Dean of Students Office, Student Activities, the Pugh Community Board, Health and Counseling Services, etc., that require catering, should be coordinated through Dining Services.
- Private functions which occur in dorm rooms, club rooms, or private offices may have food brought in from local vendors, but cannot be catered by local vendors. These events should not exceed $250 in catering costs.