If you do not have a specific date in mind, reach out to the SEO Interns to see if they have any suggestions. They know when other events on campus are occurring and can help you avoid over-programming. In addition, you can check EMS to see which spaces are available. It is good to have a back-up date in mind in case BLAST or other services are unavailable for your first choice date.
When should I schedule my event?
What location should I use and how do I reserve it?
EMS can be used to check on the availability of spaces and to reserve your own space. For assistance with making a reservation request, go the EMS homepage and scroll down to find PDF instructions and a walk-through video. EMS will list the services available for a location once you select it, such as catering, AV, housekeeping, etc. If you have approval from Students’ Council, you can use their department account number (6010000) to charge directly from your club’s account, just e-mail the SC treasurers to let them know (email@example.com). You are able to add on any of these services up to 7 days prior to the event, otherwise, you must e-mail firstname.lastname@example.org to request services. Once your reservation is confirmed, you can log back onto EMS to make any edits that may come up.
Popular Event Spaces:
Auditoriums: Marshall Auditorium (seats 720), Stokes Auditorium (seats 184), and Sharpless Auditorium (seats 126)
- Make sure to request for AV to remove the podium if you do not need it!
Large spaces for on campus events: Founders Great Hall and Zubrow Commons
Large spaces for arts & music events: Lunt Basement, Gummere Lounge, Ira Reid House, and James House (need approval from email@example.com)
- You are able to serve alcohol in these spaces as long as it is not the focus of the event and you have approval from JSAAPP (firstname.lastname@example.org)
Medium spaces for campus events: DC Basement (East lounge, West lounge)
How do I request BLAST services?
If you have sound/tech/lighting requests, BLAST is here for you! BLAST can be requested through EMS. Please try to be specific in the number of microphones, speakers, etc. that you will need for your event. Once a BLAST member has signed up for your event, they will e-mail you a confirmation and request any additional information. Please note that BLAST requests are not guarantees. Needs are met on a first come-first served basis and often times there are too many events scheduled on a given day that require BLAST. If BLAST is unable to fulfill your request, the SEO will reach out to you about rescheduling your event for a more available time.
How do I go about getting Quaker Bouncers for an event?
Quaker Bouncers are a great resource that can help ensure safety at your event and restrict admission to only those who are allowed. In order to request Quaker Bouncers for a public or private event please e-mail QuakerBouncers@gmail.com.
How can I advertise for my event?
The SEO would be glad to help you advertise! For poster requests, please select the option on EMS and contact the SEO interns. You are able to request up to 30 copies of a poster. If you are interested in designing them and just need us to print them, please submit your request a week in advance. We just ask that you please be mindful of our ink supplies (consider having a white background). If you would like for us to design them as well, please submit your request 2 weeks in advance with details on how you would like the poster to look. An e-mail will be sent to you once they are ready to be picked up (in Stokes 022). We can also put the posters up on the TV's in the DC and Coop. For this we would need a JPEG that is 960x640 (the background can be any color for that!).
How do I reserve a van for an off-campus event?
Athletic vans can ONLY be used for college sponsored trips. Students reserving vans need to be certified to drive through the Athletic Department, which includes completing paperwork along with a driving test. Contact Jamie Schneck (email@example.com) for certification. In order to reserve a van, contact Mike Gavanus (firstname.lastname@example.org) and they will send you a reservation form to be filled out. Bring the form to Geoff Labe in Conferences & Events. If you have approval from Students’ Council, you can use their department account number (6010000) to charge directly from your club’s account, just e-mail the SC treasurers to let them know (email@example.com).
How do I request a contract for an artist coming to campus?
The SEO processes contract requests on behalf of Haverford College student organizations. Students are encouraged to make inquiries with artists/agents or artist representatives about the possibility of having the artist perform on campus. Students may make tentative agreements with artists/agents or artist representatives but cannot create or sign any contract or other agreement form related to the event. To fill out the contract or to receive more information regarding the above and hosting a visitor, please reach out to the SEO interns.
Use of the College's Name
No student organization or individual student may enter into any contractual agreement using the name of the organization or of the College without prior approval by the College through the Office of the Dean of the College.