Contracts & Riders
Student Performers
Alcohol Policy
Party Policy
Party Host Training
More Drug/Alcohol Info

So you're thinking of sponsoring an event on campus and you're wondering how to go about it? Well, you've come to the right place! Follow this simple checklist and you'll be well on your way to a successful event.

1. Location
   • First you must choose a location for your event and make sure that it is available. Check room availability and book your event on line using Colby's Event Placement Form . To schedule a dorm lounge, use the on line Event Placement Form, or contact the office of Student Activities (x4280). To schedule complex events, outdoor events, and to find answers to any of your 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.)
     • Date of event
     • Start & end time of event
     • Sponsor (department, club, etc.) & Contact Person
     • Room set-up needs (chairs, tables, podium, etc.)
     • Audio equipment needs
     • PPD/Electrical services requirements
     • Catering/Dining Services needs
   • Spaces fill quickly, so reserve a room for your event EARLY.
   • Note: If for any reason you cancel your event, please notify the Scheduling Office (x4735).
2. Entertainment
   • Finding and booking talent can be a difficult task. The Student Programming Board (SPB) Office has 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 by the Student Activities Office, and must be signed by Richard Nale, Associate Director of Personnel.
   • 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)
3. Registering Your Event
   • All parties and performances that take place on Friday and Saturday nights must be registered with Student Activities. An event form can be obtained from this office and must be completed by the 4:30pm on the Wednesday before your event.
   • The event form requires the signature of a "host" to take responsibility for damage to the property and (when applicable) for alcohol. If alcohol is being served at your event, the host must be 21 years old and have completed a party host training workshop. (More Info about party host training and dates)
   • In addition, the event form outlines the rules and regulations associated with hosting an event. Contact Student Activities if you have questions about planning and registering your function.