Planning an Event

Registering Your Event
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In order to assist student organizations/clubs and campus departments more effectively, the Office of Campus Life requires certain types of events to be registered with the Office. Before registering the event, it is helpful for the organization to have previously brainstormed potential dates, times, and locations for the event. Campus Life can assist in fine-tuning these details during the registration process.

Event coordinator(s) should fill out Event Registration Form seven business days before the event is to occur. This includes information regarding contracts, security, parking, Food Services, maintenance, etc.  If alcohol is being served, the host must be 21 years old and have completed a party host training workshop.

After the Event Registration form is completed and approved, students can then make reservations.
 
Event Location

After your event has been approved by the Office of Campus Life, be sure to register a location.   With multiple clubs and organizations planning events, spaces often fill quickly.

  • To schedule a dorm lounge or a room in an academic building, use Colby's online event placement form or contact the Office of Campus Life (CampusLife@colby.edu or x4280).
  • To schedule complex events, outdoor events, or to find answers to any additional scheduling questions, contact Karen Ledger (x4735) in the Scheduling Office.
When reserving space on campus, you must provide the following information:
  • Title of event
  • Type of event (lecture, musical performance, dance, etc.)
  • Time and date of events
  • Sponsor (department, club, etc.) & Contact Person
  • Equipment needs (chairs, tables, podium, etc.)
  • Audio equipment needs
  • PPD/Electrical Services needs
  • Catering/Dining Services needs
For more information and helpful tips on making reservations please see Information for Event Requestors.

If for any reason you cancel your event, please notify the Scheduling Office (x4735).
 
Entertainment

Finding and booking talent can be a difficult task. The Student Programming Board (SPB) & The Office of Campus Life have a wealth of resources available to students looking for bands, speakers, and other performers. It is important to keep your budget in mind when choosing a performer.

Once you have chosen a performer, it will be necessary to have that person(s) complete a contract. In many cases an agency will send a contract of their own, however, Colby has a standard contract available for smaller acts and those without agency representation. Remember, NEVER sign a contract! All contracts must be reviewed and approved by the Office of Campus Life, and must be signed by Kelly Wharton, Director of Campus Life.

It is essential that the contract is completed at least 2 weeks before the scheduled performance. This allows time for a check to be requested and all requirements of the contract and rider to be addressed (More info about contracts).