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How to Schedule an Event

Process, Policies, and Procedures

Although academic-related activities have scheduling priority for campus facilities, Randolph College encourages the use of College facilities to enhance campus life for students, faculty and staff alike. Most College spaces are available for use outside class time for campus-affiliated events, study groups, and guest speakers. The Scheduling Office coordinates usage requests to ensure that facilities are being used within the guidelines of the Policies for Facility Use. In addition, the office provides individuals a way to reserve facilities, spaces, equipment, other resources and support services.

The College has established the following Event Scheduling Guidelines for events and activities to ensure effective campus coordination. These Event Scheduling Guidelines apply to all campus events and activities, including but not limited to lectures, fine art performances and exhibitions, public assemblies, College traditional events and parades, non-commercial solicitation and commercial activities.

Guidelines and Process

Advance scheduling is necessary to optimize each event for promotion and participation. It also provides the College with ample decision time to either isolate or build on an event to get the maximum benefit for the investment.

Unsure of what type of event you’re hosting?  See Event Type Definitions below.

Select a Date

When considering a day for your event, first look at the Master Calendar on the portal for available dates and possible locations.  Also, look at the Important Dates list, so as to be aware of major events and protected dates.

Submit Request

Once you have found a preferred date, submit a room reservation request via the portal:  Inside Randolph > calendar > reserve room.

All events and meetings that require the use of campus space must be scheduled through the Reserve Room link on the Portal. No exceptions will be permitted.

You will need to have the following information…

    • Date of event
    • Time of event
  • Preferred location
  • Event name and type
  • Sponsoring department and person (department, name, phone number, e-mail)
  • Brief description of event
  • Public Calendar information
  • Additional services and equipment request

Event Approval

Each request will be reviewed by both the Scheduling Office and the Office of College Relations for approval. An email confirmation will be sent within 48 business hours of each request confirming the event date and location. Should questions or concerns arise either office will contact the sponsoring person who submitted the request.

Be sure to have a room confirmation email from the Facilities Scheduler prior to moving forward with all other event investments such as signing a contract, deposits, catering, promotional pieces, invitations, etc.

A tentative request for saving a date(s) and/or location(s) can be done through the Facilities Scheduler. Tentative dates and locations will be held for an event organizer for two weeks only. At the conclusion of two weeks, all dates and locations will be made available without notice.

Events may not take place on designated protected dates as defined by the College Protected Date Policy.

While the College can often accommodate events occurring simultaneously, there may be instances when events should not occur at the same time due to limited facilities or limited resources such as parking, security or personnel. In these cases, the Facilities Scheduler and Assistant Director for Special Events will jointly review the scope and purpose of each event, and then make a recommendation for how to proceed (e.g., move one event to another day and/or location). If there is some disagreement, the two conflicting events will be reviewed by the Director of OCR , who will make the decision, and will consult with the Dean of the College when appropriate.

Event Type Definitions

Annual Events

Annual Events are events that are scheduled each year as part of the academic foundation of the College and/or historical traditions of our campus. An annual event should be scheduled 18 months in advance of the event date to guarantee availability.

Community Events

Community Events are events that are open to both the College and outside community. These events are intended to enhance the image of the College by inviting guests to take part in our stimulating events and by generating maximum media exposure. Community Events should be scheduled six months prior to the event date.

College Events

College Events are events that are open to the College community. These events will be specifically designed for and advertised to campus students, faculty, and staff. College events should be scheduled three months prior to the event date.

Organization Events

Organization Events are events that are either department/club meetings or events that are by invitation only. These events will only be open to those who receive an invitation or meeting request by the event organizer. Organization events should be scheduled 10 days in advance of the event date.

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