Event Management
Introduction to Programming
The information on the following pages will help guide you to successful campus programming. If you need additional assistance, call the Office of Campus Activities at x5370 or the SARC at x7854.
Event Registration and Procedures
Event Registration for Student Events
The policy for reserving or holding a date is as follows: Dates and times are reserved on a first come first served basis.
All events must be approved 3 weeks prior to date of event. You will need to consider this in your planning. If the event includes alcohol, you will need five weeks in order to have events approved on time.
Planning an Event
Step 1: See a Student Activity Resource Center (SARC) intern to review the date of your event and basic details for your event. If you are holding an event in a Residence Hall, you will also need a House Advisor’s approval. Fill out an EVENT REQUEST form under “How to plan an event” at http://campusactivities.vassar.edu/
Step 2: The VSA VP for Activities will then review the forms with the Assistant Director of Campus Activities, and the Campus Activities Information and Program Coordinator and will approve each event based on room availability and event needs for the date. (If your event is not approved, you will be notified).
Step 3: Start working with your assigned SARC Intern to arrange logistics of your event. You must meet with your intern to discuss your event, if you do not connect with your intern within 5 days of the event, your event may be cancelled. The sooner you work with your SARC Intern, the smoother your event will run. This includes setting up equipment needs, security, lighting, or any other special needs you have for your event.
Intern Assignment 2008/09
For a list of interns visit SARC Intern Assignment for a list by intern and by VSA organization.
Procedures for Event Scheduling
All events organized by academic and administrative departments must be scheduled with the Information and Program Coordinator. Events are scheduled on a first-come, first-served basis. For Student Organization events, an Activity Request Form must be completed online. The event will be approved if:
a. The facility is available on the date and time requested.
b. There are no other events on that day that are viewed as a conflict.
Some events are singular in nature and programmed by a specific committee or office that approves activities during this time (i.e. Founder’s Day, Senior Week, All College Day, Parents Weekend). These types of events block out a whole day of programming. If there is an all campus event scheduled event on that day, the event will not be approved. The Campus Activities Office prevents programming conflicts by scheduling events based on the following regulations:
Event Regulations
In order to help make events more successful, the following regulations have been set regarding student events:
- No more than 3 plays per weekend (Thursday-Sunday)
- No more than 2 a cappella concerts a night; times must not overlap
- Only 1 All Campus event per night
- Only 1 event providing alcohol per night
- Only 2 film screenings per night
- Only 2 lectures per night, times must not overlap. EXCEPTION: If there is an ALL CAMPUS lecture (such as the Krieger Lecture), no other lectures will be approved
Any similar events must not overlap (example: no two concerts at the same time) Note: What constitutes a programming conflict and what happens when a conflict exists?
Conflict Examples
- Two or more events are attempting to attract the same audience at the same time.
- The events are both classified as “all-campus.” An “all campus” event typically intends to attract a large percentage of the college.
In case of a conflict:
- Organization will be notified by the VSA Vice President for Activities and will be encouraged to work with their SARC intern to find an alternate date or time.
Conflicts can be avoided by checking with the Campus Activities Calendar on the Vassar webpage –see Online Calendar.
Organizations must see their SARC interns otherwise events may be cancelled if no contact is made 5 days before the event. See SARC for further information.
Plan an Accessible Event
No Vassar College sponsored event should be held in an inaccessible location on or off campus when the event is open to the public or campus community at-large, and the event does not require advance notice or registration. Even with advance planning, relocation may not always be possible, either because of the nature of the program or the number of events scheduled and a lack of alternative accessible venues.
As an event planner, you have an ethical and legal responsibility to ensure that people with disabilities are able to attend and participate in your event. Vassar’s obligation to consider the needs of participants with disabilities extends to any event sponsored by College, student organization, deparment, or group whether held on- or off-site and whether or not members of the public are invited to attend. In a very few circumstances, such as a private social function or a meeting where the participants are known and no accommodations are required, it may not be necessary to plan for the needs of participants with disabilities.
Making an event accessible is easier if you keep access in mind throughout the planning of your event. This may mean one or more of the following will be needed for someone to fully benefit from your planned event:
- A fully accessible location for the event, including restrooms, eating venues, seating, etc.
- Preparation of program or event hand-outs in alternative formats, such as Braille, for persons who cannot read standard print
- Having a wheelchair lift van for transport of a participant who uses a chair IF transport of all others is being provided for event attendees
- Meeting special dietary needs as you plan meals
- Providing sign language interpreters or other accommodations for persons who are deaf or hearing impaired.
When planning your event
- Consult with Campus Activities and the Office of Disability and Support Services well in advance of your event date. Events should be scheduled through Campus Activities at least three weeks in advance.
- All campus events or events open to the public must be scheduled in a wheelchair accessible location.
- Try to hold events in rooms that are inclusive and do not require people in wheelchairs to be isolated in one portion of the room.
- Event planners are encouraged to communicate as much as possible with participants prior to the event. Events should be advertised at least two weeks in advance with the standard access statement on all publicity, including posters, flyers, web pages, etc. This allows people with disabilities to request accommodations and provide you with the necessary time to arrange for the accommodation.
Access Statement
Individuals with disabilities requiring accommodations or information on accessibility should contact the Campus Activities Office, (845) 437-5370 [or event planner’s name & contact number].
Before the Event Begins
- As soon as possible, notify attendees with disabilities when their accessibility arrangements are in place.
- Identify, label, and publicize the location of the accessible restroom, parking, and TTY telephone closest to your event.
- Provide preferential seating toward the front of the event for attendees who are utilizing sign language interpreting or real-time captioning services (CART). Sign language interpreters should be situated in proximity to the event speaker and within the sight line of the person who is deaf.
- Be sure to walk through your event venue at least two days before. Check that automatic door openers and elevators are operational. Verify that all paths are clear and free of steps for wheelchair access. The staff in the Office of Disability and Support Services are happy to walk through the site with you and make suggestions.
During the Event
- Event staff should be aware of their general obligation to provide accommodation for people with disabilities. At minimum you will need to identify a person who is prepared to address disability accommodation arrangements during the event, or consult with others for assistance in determining what is appropriate.
- Even with conscientious planning, there may be instances when a person with a disability may request an accommodation moments before the event begins. Try to address their needs as best you can, and if you can’t, encourage them to make their requests further in advance to ensure their attendance and participation at the next event.
Accommodations for Persons who are Deaf or Hearing Impaired
- Commonly requested accommodations for persons who are deaf or hearing impaired include assistive listening devices (FM systems), sign language interpreters, closed captioning in real-time or for films. To arrange for a sign language or oral interpreter or CART services, please contact Campus Activities Office, (845) 437-5370. Contact Media Resources, (845) 437-7479 to arrange for use of an assistive listening device.
- The Office of Disability and Support Services will pay for sign language interpreters and real time remote closed-captioning (CART) services. These accommodations require at least a week’s advance notice to schedule an interpreter or CART services.
Alternative Print Accommodations
- For someone visually limited, enlarge the document to font 18 or larger. This can be done using a copier or just from your original document itself.
- For Braille, this can be handled on campus for most things. Contact Disability and Support Services for help in meeting a request for Braille. Having your documents in standard word files will make the process quick and easy. DSS needs at least a week’s advance notice to prepare materials in Braille.
- Some people who are blind or have reading disorders may wish to have handouts, playbills, etc. in an electronic format on a disc for future reference. Just copy your files as a .doc file onto a CD for them.
Events Located Off-Campus
- Vassar sponsored conferences or events located off-campus should be held in accessible locations and event planners must provide appropriate accommodations for participants with disabilities.
- Confirm that the hotel or conference center understands its responsibility for accessibility and has a procedure for asking if customers have special needs related to disability.
- If the facility is not dealing directly with registration, the department or organization sponsoring the event must process requests for accommodations, or ensure that a conference or hotel representative is named as the contact person for such requests.
- In written materials you may want to include a simple statement or solicit more specific information on registration forms about accessibility needs, dietary restrictions, lodging requirements, etc.
Event Programming Check List
Download a copy of the Event Programming Checklist (Word document)