Event Planning Forms & Resources

Assistive Listening Devices must be made available in any space that requires amplification. Every room on campus that has a sound system has the ability to support assistive listening devices.

Types of Assistive Listening Devices Available

• FM Belt Pack Receiver with Headset
• Induction Neck Loop

Locations

If you are hosting an event in the following locations, you must request Assistive Listening Devices as part of your technology needs within 25Live.

• Ford Hall, Room 240
• John M. Greene Hall
• McConnell Hall, Room 103v
• Seelye Hall, Room 106
• Seelye Hall, Room 201
• Stoddard Hall, Auditorium
• Sage Hall, Sweeney Concert Hall
• Wright Hall, Weinstein Auditorium
• Campus Center, Carroll Room
• Conference Center, multiple rooms (for questions on devices, please contact Jessica Vallone at 413-585-6977)

Signs will be posted at each location explaining where to check out the devices.

Staffing

You must either staff these locations for your event or request an Information Technology student consultant to provide staffing. If you use an ITS student consultant, you will be charged $13.25/hr for the student’s time. Two weeks’ notice is required to schedule student staff.

If you or someone from your team wants to check out the devices required for your event, please make arrangements to meet an ITS staff person in advance of your event. They will give you access to the devices and show you the checkout process.

If you are outsourcing the audio support for your event, the provider of that service should provide assistive listening devices. If your provider would like to use Smith’s devices, a meeting must be arranged between ITS Class and Event Support and your sound vendor.

Questions & Assistance

For specific questions on assistive listening devices, please email classhelp@smith.edu. 

For information on special arrangements for people with specific needs at your event, please contact the Accessibility Resource Center ahead of your event to determine what additional services may be offered.

General Information

• John M. Greene Hall is not air conditioned.
• Smith College Education Technology Support must be contacted for all non-college events using the in-house sound system. The John M. Greene Hall house sound system is a voice-only system.
• Event parking requirements must be reviewed and approved by Campus Safety. No vehicles are allowed to park on campus lawns.
• Full compliance with the American Disabilities Act is required at all events.
• If tickets are to be sold, publicity plans and ticket information must be provided to the Events Management Office at least two weeks before event tickets can be sold.
• Advertising and event promotions must state “John M. Greene Hall located on the Smith College campus.”
• A Smith College banner is hung on the stage back wall at all times. Requests for banner removal must be approved and fees may apply.
• If confetti or glitter are thrown or scattered, cleanup charges will apply.

Policies

• Alcohol and smoking are prohibited in the building, as well as within 20 feet of the building’s exterior.
• No food or beverages are allowed in the building auditorium and balcony.
• No more than 2,000 tickets may be sold for any event.
• Absolutely no pyrotechnic, smoke-generating effects, open flame or fire effects are allowed in John M. Greene Hall (oil-based smoke machines, oil-based foggers, candles, fireworks, etc.).
• Smith College events are given priority for use of the building. No events will be scheduled when the college is closed or during the month of May. During the month of June, priority is given to municipal graduation requests. Other requests for non-college events during the month of June will be considered on an individual or case-by-case basis.
• Aisles and floor space must be clear during events. Rushing the stage, mosh pits, crowd surfing, etc. are prohibited.
• No cooking is allowed in the building.
• Hanging anything on walls by taping, nailing or any method that could damage the walls is prohibited.
• Upon approval by the Events Management Office, merchandising sales are permitted in the lobby. No more than two 6-foot tables with two chairs each are allowed in the lobby. A vendor contract may apply.
• If the building is reserved as a rain site, the reservation may be cancelled up to twenty-four (24) hours before the event (charges may apply).

Recommendations for Space Capacity/Safety for Campus Event Planners

• When reserving a space in 25Live, check the ‘details’ of that space for the capacity to ensure it will accommodate your anticipated attendance.
• If reserving any space (especially Weinstein Auditorium, Sweeney Concert Hall, John M. Greene Hall or Neilson Browsing Room), and you anticipate a capacity+ crowd, plan and reserve for overflow spaces:
  • Consult with the Events Management Office on back-up plans. 
  • Arrange with Educational Technology Services (Jeff Heath, ext. 2955) to have the event recorded and shared in those spaces via Channel 88. (This may be an additional budget item.) 
  • Make Campus Police (ext. 2490) aware of the possibility of exceeding capacity. 
  • In promoting the event (including reminders in calendars/e-digest), consider stating limited capacity or distributing tickets in advance.
  • Assign a staff person to monitor the doors and attendance to notify crowd manager if approaching capacity. • Identify one responsible person as ‘crowd manager’ who knows the space capacity and is aware of, responsible for, and comfortable with taking next steps if capacity is reached.
  • Bylaw, exits, aisles, stairs must be open and unblocked for safety and accessibility.
  • A limited number standing at the back is acceptable, but never 2–3 people deep.
  • Make an announcement from the podium to:
    • Encourage those in attendance to raise a hand if there’s an empty seat next to them and have those standing sit.
    • Encourage everyone to move inward to the center of the rows, thereby opening up seats on the end for others to fill.
  • If needed, call Campus Police (ext. 2490) for assistance in closing the doors to additional attendees.
  • Prepare the presenter if a Plan B exists i.e. moving everyone to an overflow space and having a delayed start. 
  • Call Events Management Office (ext. 2669) during business hours if there is a concern that the space may not be big enough for the anticipated audience. 

Other Resources

• Facilities Management, Rich Korzeniowski, Health and Safety Coordinator (ext 2458)
• Five-College Risk Management, Stacie Kroll (413-538-3092)

Staffing Requirements

• A custodian is required for all events. Additional custodians may be scheduled at the discretion of Facilities Management and the Events Management Office.
• A Smith College electrician will be scheduled for events requiring an electrical tie-in. The electrician will be scheduled for both the event set ups and the strike.
• A Northampton Fire Department detail is required for all events with an anticipated attendance of 1,500 people or more.
• The need for a Northampton Police Department (NPD) detail and all other security staffing requirements will be determined by the Smith College Campus Police. The actual number of NPD officers required is at the discretion of the Campus Police. Smith College requires a minimum of two Campus Police officers on duty for most events.
• A Smith-approved lighting contractor must be present for all non-college events requiring more than the house standard lighting presets. Lights must always be brought back to house presets immediately following any performance or fees will apply. Contact Events Management Office for assistance.

Accessible Stair Lift Operation Instructions

• The stair lift is located to the right of the stage, stored in a fold-up position.
• The lift controls are located on the wall at the top and bottom of the lift. No key is required.
• To use the lift, push and release the Unfold button (curving down arrow at the lower left on the control panel). The yellow light will start to flash, the chime will begin to tone and the lift will unfold. Once the lift has unfolded, it is ready to use.
• Board the platform. Push and hold the Up or Down “triangular” button depending on the direction you want to go. The arm will close, and the lift will move to the top or bottom. If you release the button, the lift will stop. It will stop automatically when it reaches the top or bottom.
• When done using the lift, push and release the Fold Up arrow and the lift will close. The yellow light will stop flashing and the tone will stop chiming.
• There is a seat that folds down on the lift for someone not using a wheelchair.
• Do not stand on the lift while it is moving. There is a safety stop panel on the bottom of the lift that will automatically stop the lift if there is an obstruction on the stair.
• The lift can be sent up or down without a passenger. There is a remote control (stored in the closet, on the triangular shelf, next to the stage on the lift side) that can be used by a standing person walking next to someone on the lift if desired. It plugs into the control panel on the lift.

Box Office

• Phone: 413-585-2131. A credit telephone line (413-585-2133) is available at the Box Office.
• No data port is available at the Box Office.
• Will-call lines will be located in the lobby on the Box Office side of the foyer.

Electrical Specifications

• Two 225-amp 3-phase tie-ins (electrical/cam-lock) (backstage)
• One 225a-mp 3p-hase tie-in (onstage back wall)
• One 60-amp 3-phase with group outlets tie-in on bottom (on-stage)
• Four 20-amp 120v outlets on stage

Sound Specifications

System is EQ (equalized) and biased (balanced sound in a space) leveled for spoken voice amplification. The levels are not set for singing voice levels.

• Eight direct connect XLR microphone ports
• Multiple (6) XLR passive direct line patches Four wireless microphones (lapel, wireless, handheld, headset) are available backstage in the space. They must be requested in 25Live for the event. Follow-up instructions will be sent from ETS.
• Sound system panel (located on auditorium back wall stage left)
• Separate amplification for zoned speaker set-up all EQ (equalizers)
• Twelve receiving headphones for those with hearing aid requirements are available backstage in the microphone cabinet. They must be requested in the Event Service Request (ESR) form for the event and follow up instructions will follow from ETS.

Lighting Equipment Specifications

• Pre-programmed wall lighting pads: There are three pre-programmed lighting pads located as follows:
  • On the wall adjacent to door located at stage right – Pad #1 & Pad #2
  • On the wall behind Section C of the auditorium at the audio visual panel. – Pad #1

• Each lighting pad is programmed with ten preset lighting schemes.

  Pad #1 Preset Lighting Schemes	Pad #2 Preset Lighting Schemes
  1. Music concert	1. Entire stage at full
  2. Music concert with stage extension	2. Entire stage at half
  3. Music rehearsal	3. Front stage at full
  4. Stage extension	4. Front stage at half
  5. Conductor with stage extension	5. Back stage at full
  6. Back stage at half	6. Front stage right at full
  7. Front stage right at half	7. Front stage center at full
  8. Front stage center at half	8. Front stage left at full
  9. Front stage left at half	9. House (auditorium) at full
  10. Open	10. House (auditorium) at half

The lighting equipment (lighting board & lighting truss motors) may only be operated by qualified operators. A list of qualified external operators is kept by the Events Management Office, Facilities Management and Student Engagement Office.

Stage Lighting Inventory

All outdoor event spaces must be requested through 25Live.

The use of outdoor lawn spaces is contingent on the condition of the turf and its ability to sustain the traffic associated with an event without incurring serious damage. Some locations are off-limits at certain times and on short notice due to new planting, wet conditions, stress from weather or high usage and upcoming major events. In addition, underground utilities, plants/root systems, and other conditions located throughout campus can also restrict usage in some areas. 

To ensure the continued upkeep and integrity of the grounds, the following guidelines must be observed for any event or activity involving access to lawn areas:

1. Advance Notice for Ground Disturbance Any activity requiring stakes, posts, or other items to be inserted into the lawn must be communicated in advance.
2. Vehicle Access on Lawns No vehicles are permitted on lawn areas without prior notice and explicit permission. Turf mats will be required.
3. Movement of Granite Bollards Any need to move or temporarily remove granite bollards must be disclosed and coordinated ahead of time.

The effect of weather conditions on lawn space can be difficult to predict. It is advisable to consult with Facilities Management Grounds Foreman (ext. 2459 or jlabrie@smith.edu) or the Events Management Office (rleiphart@smith.edu or ext. 3736) well in advance.

It is essential that you schedule an alternate location/rain site for your event if weather or other unforeseeable conditions limit use of an outdoor space. Contact the Events Management Office (EMO) (rleiphart@smith.edu or ext. 3736) to discuss viable alternate sites/rain plans. In the event of rain or inclement weather, a postponement may be made to the rain date if 48 hours notice is given. Please contact the EMO at ext. 2162 during normal business hours to postpone an event; during night and weekend hours, please contact Campus Safety at ext. 2490. It is agreed and understood if your outside set-up needs have been fulfilled before a rain call is made, some charges may still apply.

Noise Policy

Sound amplification, particularly music, has a significant impact on the college and the surrounding Northampton community. Outdoor events with sound amplification require advance planning and special approval from the EMO, in consultation with the Campus Police and the Office of Student Affairs.

The following policies apply to outdoor events with amplified sound:

• Amplification may not extend past 10 p.m.
• Sound checks prior to the event should not begin any earlier than one hour prior to the scheduled start time.
• A member of the sponsoring college department or organization must be present during the event.
• The college may limit the type of sound equipment used and will determine maximum volume limits.
• Some performers may not be appropriate for outdoor events (e.g. performers whose material may contain language requiring parental advisories or who are known to use language not acceptable for broadcast).
• The sponsoring group may be required to draft a letter to the attention of neighboring residents and the City of Northampton, to be sent as official correspondence by the appropriate college department.
• A Campus Safety and/or Northampton Police Department detail may be required for outdoor events with amplified sound, as determined by Campus Safety. Detail officer(s) would direct pedestrian traffic, monitor parking and traffic flow, and maintain the desired scale of the event, as identified in the early planning stages.

All athletic facilities are managed by the Department of Athletics. Please contact the assistant director for facilities, Theresa Collins, 413-585-2710, tcollins@smith.edu, for information. Smith athletic facilities may be used for recreational purposes by members of the Smith Community who have a OneCard. Facility privileges are extended to alums who purchase a membership and have a Smith alum card.

Space Allocation & Scheduling

The athletics and recreation facilities are reserved primarily for Exercise & Sports Studies classes from 8 a.m. to 4 p.m., Monday through Friday. A few evening classes are also offered. Classes, intercollegiate athletics, and recreation activities have priority for use of the facilities.

External user groups are allowed to use (rent) the facilities based on priorities:

• During non-academic times
• Vacations
• Interterm and summer
• Low-usage weekends

All external groups must have a signed contract and provide insurance coverage.

General Policies

1. Smith College ID cards or athletic facility pass is required for admittance to facilities.
2. Proper attire is required; appropriate clothing, footwear, and safety apparel must be worn when using specific facilities.
3. Children 16 or under must be accompanied by parent or legal guardian at all times.
4. One guest is permitted per Smith College ID holder.
5. All guests must be accompanied by their Smith College ID holder while using facility.
6. Facilities are not always monitored; USE AT OWN RISK.
7. Abuse of the facilities or failure to observe the rules may result in the loss of privileges to use the facilities.
8. Organized events need to be scheduled through the assistant director for facilities at 585-2710 or by email.
9. Classes, intercollegiate teams and student activities have priority for use of the facilities.
10. All signage must be approved in advance by the facility manager.

The following information is provided to help event organizers use the principles of universal design for accessibility at Smith meetings, events and functions. There are four essential requirements that should be addressed proactively and additional accessibility guidelines that will make events more accessible, which should be considered in the planning process and incorporated to the greatest extent possible. Each individually requested accommodation should be made, unless there is a specific reason that it cannot be provided or arranged. Contact the Accessibility Resource Center with questions.

Requirements

1. Post notice of accessibility: Include a notice on flyers and other means of advertising that allows someone to request accommodations with email, phone number, and a deadline. Sample: This event is wheelchair accessible. Other accommodations can be requested by calling or emailing (event organizer) by (date necessary to make arrangements).
2. Hold all events in accessible locations: all events/meetings paid for or sponsored by the college must be held in an accessible location. Entrances, pathways, and bathrooms must be accessible.
3. Informational materials must be accessible: print materials to be read at the meeting or event must be available in large print of at least 16 point font, preferably on 11x17 paper (prepare two copies unless otherwise requested). Any visual PowerPoint or things written on the board must also be read out loud.
4. Assure communication access: all films and videos shown must be captioned. Use spaces that have assisted listening devices readily available. Use amplification whenever possible, needed, or requested.

Suggested Universal & Co-Design Guidelines

Mobility: make the event/meeting space navigable for a wheelchair or someone using walking aids.

• Flat or ramped entrance with no stairs
• Elevator or first floor location
• Assure that there is accessible parking close by
• Outdoor events should be held on a flat area, the less grass the better
• Space tables and chairs far enough apart so that anyone can pass between them
• Keep aisles clear and passable (32 inches minimum)
• Remove some chairs from table spaces or have someone to assist in removing chairs
• Low podium, keyboard access, table microphone, or handheld mic with stand for speakers
• Clear access to food area, food within reach from sitting height
• Consider activities with an accessibility/ability lens. Are there equally effective and fun alternatives, could we offer different options for varying interests and abilities?

Visual: assure that information is communicated in clear and non-visual ways and that the space is navigable.

• Ask participants to say their names when they speak to allow for tracking voices.
• Make handouts/information available online prior to meetings in word documents or PowerPoint and let participants know where to access the information
• Give clear directions to the location, i.e. “Turn right after entering the building, the room is 30 feet away on the left down the central corridor.” Use clear signage to mark functions or give directions. Have someone available to direct/escort participants to the location.
• Allow service dogs. A service dog is trained to provide assistance with certain tasks for blind or disabled individuals. Owners must remove dogs that are not well-behaved. For more information, see the college policy on Service Animals which is available on the ARC website.

Learning/attention/cognition: make information available through different modalities.

• Give clear instructions/directions
• Use multimedia presentations: speak, write, and demonstrate to communicate information
• Allow use of recording devices
• Designate a notetaker and send notes to participants after the meeting
• Make information/handouts available online prior to the meeting in Word or PowerPoint
• Leave time for questions!

Psychological/emotional: make space for self-care.

• Consider use of content advisories regarding graphic or explicit material
• Encourage participants to take breaks as needed
• Identify quiet spaces for regrouping or downtime during long events

Environmental sensitivity: to the extent possible, reduce environmental irritants, such as scents, noise, light, and extreme temperatures.

• Establish a voluntary no scents policy
• Ask participants to refrain from wearing perfumes, colognes, or other heavily scented products
• Change a meeting location if the area has recently been painted or has new carpets
• Minimize background noise 
• If possible, adjust light and heat controls when requested, depending on the situation

Dietary concerns: provide food options that consider allergies and accessibility.

• Offer multiple food choices, such as gluten free options
• Avoid common allergens such as nuts
• Label all ingredients in food provided
• Indicate ahead of time what food will be available—e.g., dinner, light refreshments, snacks, desert only
• Keep food at table level, keep napkins and utensils within reach, have straws

The Americans with Disabilities Act is a comprehensive civil rights law designed to end discrimination and exclusion of people in our society on the basis of disability. The ADA requires colleges to make all of their programs and activities accessible to individuals with disabilities, but its promise of equal access cannot be fulfilled unless everyone takes ownership and works to make access and full participation a reality. These basic guidelines for universal design may be modified to accommodate individual needs and preferences, as well as environmental limitations. While not every guideline can be followed or is needed in every circumstance, proactively providing the four required basics sends the message that accessibility is an important priority and expected as a shared cultural norm. It becomes a habit that reflects our values and allows disabled people to interact equally and seamlessly without constantly having to ask for assistance. It makes our world more accessible and accepting for everyone.

We are all part of the community at Smith and ultimately we need to talk, think, feel, and problem solve together so that everyone can participate as equals. If you need assistance thinking through a situation or need help providing a requested accommodation, please feel free to contact The Accessibility Resource Center at arc@smith.edu or call 413-585-2071.

Smith College allows you to work with the caterer of your choice to provide the food for your special day (except for use of Campus Center rooms which require Smith Catering first right of refusal). External caterer services are only available to licensed and insured caterers. A catering agreement as well as a catering license (or permit to work in the town of Northampton) and proof of insurance must be provided within thirty (30) days of your event. If these are not received in this time frame, your event contract will be considered null and void, and will be released of any responsibilities outlined in the contractual agreement. Your deposit will be forfeited.

Insurance

The Caterer shall be required to obtain and provide proof of the following types of insurance with the following minimum limits of liability prior to providing the Services:

1. Auto Liability - $1,000,000 CSL (including owned, non-owned and hired vehicles)
2. General Liability - $1,000,000 CSL per occurrence / aggregate 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.”
3. Workers Compensation - Statutory
4. Employers Liability - $500,000/$1,000,000/$500,000 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.”

Duties of the Caterer

1. The Caterer shall be responsible for any and all duties surrounding the preparation, service and clean-up of the event. This includes dressing/setting all tables, serving, clearing/bussing all plates, utensils and glassware, washing, drying and properly storing dishes/glasses/bottles/silverware (including all barware) and ensuring that the kitchen is left spotless and organized, just as it was found.
2. Wiping down all kitchen surfaces, tables, and chairs, sweeping and mopping kitchen and preparation area floors, bagging and placing in the outside dumpsters all garbage and recycling, cleaning ovens, warmers and other equipment is all part of the check-out procedure. Compliance with the check-out procedure at the end of each event is required.
3. If Caterer is providing alcohol service for an event they must have or obtain either a state catering license through the ABCC or a one-day liquor license from the city of Northampton.
4. The Caterer will have trained, responsible personnel onsite for the duration of the event. Caterers and their employees must, at all times, be properly dressed and conduct themselves in a manner which is suitable to the clients and the setting of the party.
5. The Caterer will not have access to the property earlier than two hours prior to the event, and is expected to be out of the kitchen within 30 minutes of the end of the event. The Caterer’s arrival time must be arranged with the Event Manager, and a quick check-in is requested upon arrival at the venue.
6. The Events Management Office will have complete control and final say over all outside vendors operating within Smith College. For questions, please contact smithevents@smith.edu or call 413-585-2669.
7. Caterer must label all foods with the item name and any of the “Big 9 Allergies” they contain.

Local Caterers

We are so excited that you chose Smith College for your special event! To ensure you get the credit for your hard work, please:

• Do provide Smith College’s address in your advertisements to provide the location
• Do not use the Smith College name, logo, or trademark without a staff member’s written consent
• Unless we agree beforehand, do not indicate that Smith College is sponsoring, hosting, or otherwise affiliated with your event.

Questions? Please reach out at smithevents@smith.edu. 

• Offer vegetarian and vegan options
• Right-size ordering
  • RSVPs
  • “Food for first # participants”
  • Estimate from past events
  • Consult the Smith Catering team for recommendations
• Request reduced packaging
  • When ordering from outside caterers, request that they leave out plastic silverware, paper napkins and condiment packets
  • When ordering from Smith Catering, request bulk dressing, condiments and beverages in the Special Instructions field in CaterTrax
• Avoid plastic single-use water bottles; opt for bulk beverages when feasible

• Use reusable china or compostable serviceware
  • For Smith Catering, compostable serviceware is the default, or you can request china for a slight upcharge
  • Departments with their own kitchen and dishwasher might consider investing in their own set of plates, silverware, etc.
• Request linens from Catering (or use compostable paper napkins)
  • Smith Catering provides linens for all events catered by them; for events with outside caterers, you can order linens ahead of time in CaterTrax under Other Services. Clean linens are picked up from Catering, and dirty linens are returned to Catering to be washed by their laundry contractor.
• For decor, think reusable and recyclable!
  • Examples: paper decor, items that have been crafted or thrifted, flowers and other natural materials
• Minimize printed materials (especially agendas for meetings)

Follow the Swag hierarchy! From most preferable to least preferable:

• Offer experiences instead
• Consider options that upcycle or reuse existing materials (e.g., decorating water bottles or screen-printing items that students already own)
• If you’re going to buy new, aim for products that are both useful and ethically sourced, or at least useful OR ethical. Avoid entirely useless items from questionable retailers.

• Have bins only for what you need
  • Compost bins can be requested in 25Live in compost-friendly locations; look under the Compost Friendly category in Locations Search
  • Provide guidance on sorting; waste signage can be requested through CEEDS or in 25Live
• Save, recycle, or return containers and decor
• Share leftovers
  • For small amounts, keep extra to-go containers on hand (or request them in the Special Instructions field in CaterTrax) to share with friends and colleagues
  • For larger amounts (5 or more full servings), reach out to Food Rescue Network (FRN) at foodrescue@smith.edu, a student- run org that picks up leftovers and delivers them to Manna Kitchen. Be sure to mark containers with any common allergens and alert FRN before the event that there will likely be leftovers (This can be done in 25Live under Custom Event Attributes, if you have selected an Event Type that indicates food will be served and your headcount is over 50).