External Organizations & Individuals
EMO Services
Contracts
The EMO staff will prepare contracts and cost projections and inform the client of all insurance requirements.
Coordination and Assistance
The EMO provides consultation, event planning tools and logistical coordination and advice. We can provide event- and budget-planning checklists, floor plans, policies and procedures and a planning timeline. We consult with and assist clients, and troubleshoot when needed to ensure that events are successful. Contracts, insurance requirements and cost projections are generated by the EMO and sent to clients.
Date Consultation
The EMO staff will conduct an initial review of the event and offer a recommendation on proposed dates.
Management
Unless an event is sponsored or endorsed by a Smith College department, the EMO staff will be the external organization's primary contact for the event.
Space Scheduling/Resources
The EMO staff will reserve space for the event and request resources from service providing departments.
Please note: External organizations that have scheduled events and are already working directly with the Events Management Office may not attain sponsorship at a later date to reduce or waive fees.
Policies
Additional guidelines and policies are located on the Event Planning Forms & Resources page.
Fundraising Events by External Organizations
External organizations can rent most Smith College facilities (excluding the Field House and Poetry Center) for fundraising events, subject to rental, service and administrative fees and insurance requirements. All such events must be cleared through the Events Management Office.
Permission to use Smith facilities does not imply any endorsement of an event or organization; if an organization seeks official Smith participation in an event, the EMO must coordinate and approve requests with Smith's president and/or representatives of the college.
The EMO must review and approve any event publicity to ensure that Smith's name is included for location purposes only and the college cannot be misconstrued as a sponsor. For political events, please review the Smith College Political and Campaign Activities Policy.
Food
Food is allowed only in the rooms listed under Meals in the Reservable Rooms on Campus section. You may use Smith College Catering services, bring in your own food, or in some locations hire an outside vendor. All requests for Smith catering should be made directly through Smith's catering office.
When hiring an outside caterer, review your contract, which should cover all details, including fees, staff, taxes, gratuities, insurance, extra charges, payment schedule and cancellation policy. We have provided a list of local caterers who have worked both with Smith and external clients on the Smith campus; however, you may select a vendor not on this list. There is a $100 fee for the use of an outside caterer in the Conference Center.
Local Caterers & Policies (PDF)
If potluck or guest-prepared food is provided in a non-licensed kitchen, you must provide signage Including:
"This food was home-prepared by ______." (e.g. swim team, supporters, etc.)
"These food items contain ____." (list particularly potential allergens, such as nuts)
"This is a fund raiser for ________." (e.g., swim team)
"Proceeds will go directly to the ______" (e.g. swim team).
Insurance Requirements
All external individuals and organizations using Smith College property must meet the college's insurance requirements. Smith College will not provide Comprehensive General Liability (CGL) coverage as a rider to its policy for external individuals or organizations using college property. This does not apply to the Conference Center. For additional information, contact the scheduling events coordinator at 413-585-2179.
Faculty, staff and outside individuals or organizations requesting use of campus space for functions that are not related to regular college business must meet the college’s insurance requirements.
Coverage
General Liability is required for everyone renting space at Smith College, covering the actual dates and times of the event(s), in the minimum limits of liability of:
- $1,000,000 CGL per occurrence and $2,000,000 general aggregate
If Client’s program includes residential participants, the following coverage is also required in the minimum limits of liability of:
- Supplemental Accident–$10,000 per occurrence
If Client’s program includes participants, volunteers and/or staff under the age of 18:
- Sexual Abuse/Molestation in the minimum amounts of $1,000,000 per occurrence and $2,000,000 aggregate
If Client brings vehicles, employees and/or vendors on campus, the following coverage is also required in the minimum limits of liability of:
- Auto Liability–$500,000 CGL (including owned, hired and non-owned vehicles)
- Worker’s Compensation–Statutory
- Employer’s Liability–$100,000 / $500,000 / $100,000
Client must provide a Certificate of Insurance documenting coverage before the program is permitted on campus. Client is required to add Smith College to its General Liability and Employers Liability insurance policies with the following wording: “Smith College, including its current and former trustees, officers, directors, employees, volunteer workers, agents, assigns and students, is added to this policy as Additional Insured.” Certificate Holder must be listed as “The Trustees of the Smith College, Elm Street, Northampton MA, 01063.” Please send the certificate to the Events Management Office, 51 College Lane, Northampton, MA 01063, to the attention of Cameron LaRochelle.
Purchasing Insurance
As an option, Smith works with University Risk Management and Insurance Association to offer one-time coverage to external clients. Go to https://tulip.ajgrms.com and select “Quick Quote” to identify your event, coverage and cost. If you have any questions about this transaction, please contact:
Arthur J. Gallagher Risk Management Services, Inc.
6399 S. Fiddlers Green Circle, Suite 200
Greenwood Village, CO 80111
303-889-2792
Monday–Friday 8:30 a.m.–5 p.m. Mountain Time
Laws, Rules, and Regulations
Client shall comply with all applicable federal, state and local laws, rules, regulations and codes, including, but not limited to, employment laws. Any reference to specific laws, rules or regulations elsewhere herein is solely for the benefit and information of the Client and shall not change or modify the Client’s responsibilities under this Agreement.
Client shall comply to the fullest extent possible with all applicable policies, rules and guidances provided by the Smith College, including without limitation the college’s policy on Policy on Safety and Well Being of Minors; visit https://www.smith.edu/your-campus/offices-services/risk-management/mino… for full details. Important: to report suspected child abuse and neglect in MA, call 1-800-792-5200. This is a 24-hour number.
Smith College Contact Information
External clients/faculty & staff: Cameron LaRochelle, clarochelle@smith.edu, 413-585-2162
Rental Fees and Associated Costs
External clients are assessed fees for space rental and services to support an event. Smith College offers reduced rates to Northampton organizations that furnish an IRS 501(C)(3) tax-exempt letter.
Confirmation
Reservations for external individuals and organizations remain tentative until the signed contract, insurance certificate and deposit are received by the events coordinator.