Campus Activities

A. Publicity and Advertising

Publicity is the one of the most important steps in programming, because it promotes your event and spurs interests and improves attendance. You can publicize your event in many ways:

• The Office of College Relations, which writes or approves all press releases, is available to help with the publicity of campus activities and events. Please contact the Office three weeks in advance for local publicity of your event, and six to eight weeks in advance for national publicity. Located on the second floor of Main, Box 9, x7404.
• College Relations posts event information from the campus calendar at http://info.vassar.edu  and sends out the bi-weekly VassarEvents email.  If your event is designed for a broad audience, and is open to the general public, send you event information/announcement to vassarevents@lists.vassar.edu at least one week prior to the event.
• Consult deadlines for newspapers and radio stations shown below and plan accordingly. All advertisements off campus should be reviewed by the Office of College Relations.

Advertising

It is important that event planners make individuals with disabilities aware that they make requests for disability related accommodations in order to attend events sponsored by Vassar College on or off campus. It is also important that event planners be given sufficient advance notice so that they can respond effectively to requests for accommodations. Please include the following statement on all notices of public meetings and on all invitations, brochures, pamphlets or flyers announcing public performances.

"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]"

Event planners should also include a similar statement on registration forms for conferences, workshops, or other events that require advance registration.

To reserve a space on the College Center second floor “bridge” see your SARC intern. Contact plasmascreen@vassar.edu, in order to get your information made into a slide for the plasma screen above the Info Desk.

College Center Bulletin Boards

Signs and notices must be stamped at the Info Center.  Only 4 copies of any one sign or notice are allowed to be posted in the College Center.  Signs/ notices may be posted on designated bulletin board spaces only.  No posting on doors, walls or windows.  All postings must clearly identify the individual or organization responsible for the event, announcements, etc.  The only allowance for postings on doors will be the College Center hours of operation from the Associate Director, when applicable.  Residential Life: All postings need to be placed on designated bulletin boards and must not cover other posters.

Advertising is also a very important element of programming.  **Time your advertisements carefully. You should begin planning advertising at least three (3) to six (6) weeks in advance of your event.

Back to Top

B. Printing Services

The Publications Office (part of College Relations), Main North second floor (x7406) is available to assist you with the design of printed materials, as their schedule will allow. Copies above thirty in quantity made in the copy center need to be approved by the VSA treasurer.

Back to Top

C. Other On Campus Programming Resources

Back to Top

D. Equipment Available (on-campus) for Reservation

A limited amount of equipment is available through the College.  You must reserve this equipment with the SARC office well in advance.  Be advised that any “Moving labor” requires custodial services, and there will be a charge to your organization.  Additional tech equipment, tables and chairs must be rented through off-campus agencies. This list details College owned equipment:

Back to Top

E. Transportation (Campus Vans)

All requests for vehicle usage on campus  must  go through the Vassar Security Office.

• Vehicle Request Form

Back to Top

F. Class of 03’ Sound system

The Class of 03’ sound system consists of two parts; the first is a DJ system and the second is a band system.

DJ system: consists of a power amp with one pair of main speakers and one pair of subwoofers including the cabling necessary to connect these components. In order to use this system, the DJ must be prepared to supply their own microphone, mixer and audio input devices such as turntables, disc players, etc. It is appropriate for use in medium capacity rooms with occupancy of 200 or less, such as dorm multi purpose rooms. If you have questions regarding a location please contact Media Resources at x7479 and speak to one of our trained technicians.

Band System: consists of:

• (6) microphones with cables
• (6) boom stands
• (2) direct boxes with cables
• (1) powered mixer
• (1) pair of JBL speakers with tripod stands

It is intended for use by campus bands. Please note that the system does not include a sound monitor. It is appropriate for use in medium capacity rooms with occupancy of 200 such as a dorm multipurpose room. If you have questions regarding a location please contact Media Resources at x7479 and speak to one of our trained technicians.

Please reserve the equipment through the Media Resources website at computing.vassar.edu.  Please note that students are responsible for picking up and returning the equipment to College Center Room 215.  The Key is available through Campus Activities, you must have a College Center Supervisor open the room for you and help you check out the equipment.  Each system is color coded.  The Student Band system is marked with blue and the DJ system is marked with red.  Equipment may not be mixed and matched!  The College Center Building Manager will need to help you check the equipment back in when you are done.  If you are unable to return the equipment before 2am, you can go to the CRC and they will assist you. 

Training and orientation on the systems will be offered by appointment with Pete Conklin, CIS Media Technician.

Back to Top

G. Media Resources Services

Media Resources staff will work with student organizations to recommend rooms, equipment, set-ups and procedures. Many rooms are self-operable, for which there is no charge. When a room or type of event requires a Media Resources technician, regular charges will apply. Unfortunately, certain events cannot be supported by Media Resources; these will be referred to an outside contractor at your student group’s expense. It is important that students seek this consultation well in advance of an event. Please call 7480 or 7475 to discuss your technical requirements. For assistance with your room selection use this link:  http://computing.vassar.edu/labs/classrooms.html

Media Resources Sign-Out Equipment Available:

• optical projectors: 16mm, slide, overhead
• video/data projector
• projection screen
• single microphone/amplified speaker system
• mini-DV camcorder
• DVD/monitor combo
• VCR/monitor combo
• iPod recorder
• boom box

NOTE: Due to limited equipment resources and heavy demand, equipment is given out with priority to academic needs. Sign-outs are usually limited to three days.

Media Resources Event/Operator Requests

The Media Resources Request Form is available on the web. Please refer to Vassar College Home page, select “Computing” and open the “Equipment  Request Form.” Seven days notice is required for consultation and approval of any event request.  Late requests will be considered using the following procedure:

1. if an operator can be scheduled and equipment is available, the request will be approved with a $50.00 late charge added to regular event charges.
2. if the event can be handled with sign-out equipment, arrangements will then be made for you to pick up and return the equipment at no charge.
3. if either a required operator and/or equipment is not available, the event will need to be referred to an outside contractor at your student group’s expense.

Please note that 35mm films have special requirements:

1. films can only be run by a staff projectionist
2. films must arrive at Media Resources in New England Building at least three business days prior to your date of screening

** It is extremely important to convey your needs to Media Resources before your event. Contact the Media Resources Office at ext. 7480 to review your specific needs. Pre-planning is essential for successful events, and to avoid late charges.

Back to Top