Event Management Policy
This site last updated by Michael Ford, Associate Vice President for Campus Life, on July 25, 2013..
Quick Reference: Scheduling Events at Lewis & Clark
Please visit the website of the Office of Conferences and Events for details about event planning on the Lewis & Clark campus. In particular, the following information may be helpful:
- Campus Contacts for Room Requests
- How to use the VEMS (web room request system)
- Not sure where to start? Contact the friendly staff in the Office of Conferences and Events: firstname.lastname@example.org or 503-768-7235
Table of Contents for the Event Management Policy
- About the Event Management Handbook
- General Principles
- Definition of Terms and Scope of Facility Use Policies
- Master Calendar Planning and Reservation Guidelines
- Exceptions to These Policies
- Art Wall Installation Policy
- Catering Policy
- Facilities Services: Policy for Use of Furniture, Equipment and Event Preparation Services
- Facility Use Policies
- Instructional Media Services (IMS): Policy for Support of Non-Classroom Events
- Non Solicitation Policy
- Photography and Film/Video Policy
- Signage Policy
- Special Event Scheduling Policy and Neighbor Relations
- Transportation and Parking Policy
- Weddings, Wedding Receptions/Special Events Policy
- User Category Definitions Privileges, Scheduling Priority, Applicable Fees and Liability Insurance
Facility and Venue Information
- Meeting/Event Planning & Facilities Scheduling Overview
- Campus Parking Management—Cumulative Strategies
- Griswold Stadium Lights & Evening Events
- Campus Parking Management—Griswold Stadium Events
- Related Policies for Evening Events at Griswold Stadium
- Evening Noise Monitoring and Response Program
- Lewis & Clark College Special Events Policy, 1998
Alcohol Use Approval Form
Application for Liability Insurance
Application for Use of Athletic Facilities
Food Service Registration Form
Temporary Signage Order Form
This document is subject to annual review and periodic updating through the Office of the Vice President and Provost and the Office of Conferences and Events (or designate).
About the Event Management Policy
Lewis & Clark’s Event Management Policy (EMP) handbook is produced by the Office of the Vice President and Provost and the Office of Campus Events, and is approved by the College’s Executive Council. It’s contents include the principles, policies and procedures, which govern the use of Lewis & Clark College facilities and grounds by both internal and external College constituencies.
The policies and procedures developed for the management of special events outline College priorities related to facility use and scheduling, maintenance of a master calendar, assignment of responsibilities, information dissemination, operational guidelines, traffic and parking control, facility rental, and temporary signage.
Additional building use policies and procedures are maintained by facility managers.
Scheduling responsibilities are shared and closely coordinated among registrars for the undergraduate, graduate, and law curricula, the Office of Conferences and Events, and facility managers in a hybrid system which works within the established “use priorities” identified in this handbook.
This document is subject to periodic review and updating through the Office of the Vice President and Provost and the Office of Conferences and Events (or designate).
The Office of Conferences and Events
Schedule venues, assists in the coordination of arrangements for events, and guides users in contacting other campus services (Bon Appétit Catering, Campus Safety, Facilities Services, Instructional Media Services, Performance Services, and the Office of Transportation and Parking) as necessary for the meetings/events booked in College facilities.
- The facilities and grounds of Lewis & Clark College are used first and foremost to support the College’s educational mission. College-owned spaces are also used to support related activities which are of significant interest to the College. After meeting the space needs of these primary user groups, facilities may be made available for rental to other individuals and groups at the discretion of College officials.
- Lewis & Clark College conducts special events consistent with its mission to serve its various constituencies. When special events take place on the campus, the College will work to maintain the quality of programs and events and seek to minimize negative traffic and noise impacts on the surrounding neighborhood.
- The land and buildings of Lewis & Clark College are private property, and the College reserves the right to control access to its campus and the use of its space and facilities. Federal and State statutes relating to private property and the rights of individuals will apply.
- Users of space must comply with all College policies and regulations.
- The policies and procedures included in this document are subject to approval by the College’s Executive Council and to periodic review and updating.
- The College’s Special Events Policy was initially approved by City of Portland land use action CUMP 97-00047 CU MS, May 13, 1998, amended by the College to become the Event Management Policy in August 2001, and updated in April, 2003 consistent with City of Portland land use action CUMP LU02-156503CU, April 11, 2003.
- The Event Management Policy will serve as the controlling document should any conflict arise with the 1998 Special Events Policy (see Appendices).
Definition of Terms and Scope of Facility Use Policies
Academic Space: Defined as, but not limited to lecture halls, classrooms, laboratories, dance and fine arts studios, theatres and seminar rooms used for credit-bearing, instructional purposes.
- Academic spaces are scheduled and managed at all times by the offices of the Registrar of the College of Arts & Sciences, Registrar of the Graduate School, and Registrar of the Law School.
- When academic spaces are not being used for their primary purpose, the Office of Campus Events coordinates scheduling of those spaces with the appropriate registrar and, if necessary, with the building manager.
Special Event or Activity: Defined as any activity held on College property that is not formally included as part of the curriculum. This includes, but is not limited to: student activities, performances, dances, concerts, athletic contests, alumni activities, seminars, conferences, symposia, and other use of facilities as noted by category outlined in this policy.
- For academic or College sponsored activities, basic services provided include custodial care, set-up, and take-down during normal business hours. The activity’s sponsor will be billed by the appropriate office(s) for all additional services provided, including employee wages (if overtime is required), media services, equipment rental, and housekeeping if necessary.
- For external users, rental fee includes basic services provided —custodial care, set-up and take-down. The activity sponsor will be billed by the Office of Campus Events for all additional services provided, including employee wages (if overtime is required), media services, and equipment rental if necessary. Equipment rental fees are listed in the Facilities Services: Policy for use of Furniture, Equipment and Event Preparation Servicessection.
- During the summer, academic programs, summer conferences, and alumni programs are priority users, with other uses possible if they do not conflict with these defined priority users.
- Generally, College grounds are available only for College sponsored activities / special events. Grounds behind Frank Manor, including the terrace, are restricted use areas.
- For outdoor events on the Fir Acres campus, the following areas are available: lawn areas near Stewart/ Odell, the lawn area between Frank Manor and Templeton Student Center, the PacMan lawn between Forest/the Apartments, the outdoor patio and Glade, and the lawn and picnic areas on lower campus.
- For outdoor events on the South Campus, the following areas are available: the lawn between the South Chapel and the Conference Center; the lawn between Corbett House and Rogers Hall.
- If not clear by definitions in this policy, determination of a group’s particular status (and subsequent priority with regard to space use or rental) will be made by the Office of Campus Events, in consultation with the Office of the Vice President and Provost.
- 6. Use of College facilities and grounds for high school graduation ceremonies is prohibited by City of Portland land use action, except for Riverdale High School, which is subject to all provisions of the College’s Event Management Policy.
- 7. Riverdale High School graduation ceremonies, irrespective of where held on campus, are limited to a maximum of 1,000 attendees. If the graduation is held at Griswold stadium with an anticipated end time after 6:00 p.m. it shall be considered an Event Type A evening major public event and count against the annual limit of 7 evening major public events.
- The College maintains a comprehensive liability insurance policy. Thus, all programs sponsored by the College are covered. However, organizations not formally affiliated with the College must provide a certificate of liability insurance with minimum coverage of $1 million prior to renting facilities, or purchase liability coverage through the College.
A listing of spaces available for special event or meeting use is found at the Conferences and Events web site. College property not specifically mentioned herein is included in the scope of these policies.
Master Calendar Planning and Reservation Guidelines
- Reservations for non-academic use of College facilities and grounds are made through the Office of Campus Events, which will, as necessary, consult with the appropriate facility manager regarding event type, space requested, and hours of reservation prior to confirming reservations. Space use must be compatible with other scheduled activities as noted on the College master calendar.
- For on-campus users, space reservations remain tentative until confirmation is made via e-mail or other written communication from the Office of Campus Events. For external users, space reservations remain tentative until the Office of Campus Events receives the signed Facilities, Equipment & Services Agreement, and the rental fee. The rental fee is fully refundable when cancellation occurs two weeks or more before event.
- When making tentative space reservations for a special event, users are limited to no more than three (3) days per specific event/ meeting space. Furthermore, it is expected that users will advise the Office of Campus Events immediately when a tentative space reservation is no longer needed.
- Space reservations for the upcoming academic year remain tentative until the annual Event Planning/Space Reservation Meeting late fall semester. This annual gathering is used for the following purposes: to provide an academic year planning perspective; as a mechanism for assigning priorities and avoiding scheduling conflict with major College events; as a tool for mutual support of activities; and information dissemination.
- Scheduling conflicts will be resolved by the Office of Campus Events in the context of agreed upon use priorities as outlined in this publication. When academic priority is not a factor, conflicts involving groups by category will be resolved based upon earliest reservation date. In the event a facilities/grounds use conflict cannot be resolved to the satisfaction of all parties by the Office of Campus Events, the Office of the Vice President and Provost (or designate) will consult with parties involved and make final resolution.
- Reservation of spaces for summer conference use by the Director of Residential Services will be made in consultation with the Office of Campus Events and building managers. Summer conference reservation are not subject to the reservation time line guidelines noted above.
- The Office of Campus Events maintains a computerized master Calendar of Events of all facility use scheduled at the College. The calendar will be consulted before confirming space use requests and used by the Office of Campus Events to schedule all activities and events held on campus to minimize the number of concurrent or consecutive major public events and to foster mutual support among users.
The college will maintain a Campus Events Committee convened by the Associate Vice President for Facilities and comprised by the Director of Conferences and Events, building managers, the Director of Campus Living, the Director of Transportation and Parking, and representatives from Facility Services, Campus Safety, Bon Appétit, college Communications, Student Activities, the Graduate School, and the Law School. Other members may be added as needed. The Committee will meet on a periodic basis to accomplish the following:
- Develop and recommend policies and procedures through the Office of the Vice President and Provost to the Executive Council.
- Monitor the scheduling and management of events on campus and make timely recommendations for improvement.
- Assist the Office of Conferences and Events in making determination regarding user category, upon request.
Exceptions to these policies
- Exceptions may be made at the discretion of the Office of the Vice President and Provost (or designate).
- The purpose of this exception provision is to allow the College to respond to special circumstances, which cannot be predicted in advance, as they may arise.
- Exceptions shall not relieve or reduce the College’s commitment to implement the Event Management Policy’s objective to avoid or mitigate impacts on the surrounding neighborhood, nor shall any exception be made that would cause the College to violate approval conditions imposed by the City of Portland under the College’s Conditional Use Master Plan (CUMP).
The College is prohibited by land use condition from using this exemptions clause to reduce its obligations as they pertain to evening major public events in the following specified areas:
- A. Number of evening major public events (limit of 7 per calendar year); and
- B. Mandated end time for evening major public events (9:00 p.m. – Sunday through Thursday;and 9:30 p.m. Friday and Saturday);
- C. Implementation of the Evening Noise Monitoring and Response Program (ENMRP);
- D. The College’s obligations regarding “litter” patrol; and
- E. The College’s obligations regarding traffic and parking.
- The College may revise the Event Management Policy at any time without the need to submit an application to revise the CUMP so long as the obligations to the neighborhood and community, as set forth in the Event Management Policy, are not reduced or diminished.
Art Wall Installation Policy
Requests for art wall installation in venues, other than within Fields Center for the Visual Arts and Hoffman Gallery of Contemporary Art, must be routed through and the Office of Conferences and Events for approval before Facility Services personnel will place walls.
Approved by the College Executive Council, October 22, 2003
Lewis & Clark College contracts with Bon Appétit Management Corporation (Bon Appétit) to manage and operate its food service, which includes board plans, retail sales, and catering.
Internal clients (Lewis & Clark College student organizations, departments, programs, offices) and external clients (Lewis & Clark College alumni, employees, outside organizations, and others) are required to utilize Bon Appétit for catering unless this requirement is waived by the Office of the Vice President and Provost or designate for alternate catering arrangements (other third party vendors or client-catered potlucks). Online registration application here.
Clients arranging potlucks are expected to utilize educational materials provided by the Office of Campus Events to assist in promoting and maintaining food safety in preparation, transportation, storage, handling, and presentation at potluck gatherings.
Bon Appétit will provide requested personnel and equipment, and, at its discretion, may also provide food as requested at a reasonable fee in support of events catered by third party vendors and/or by clients. Please include Bon Appétit early in the event planning process.
Bon Appétit will provide beverages for external and internal clients in the context of the College’s Alcohol and Other Drugs Policy and Oregon Liquor Control Commission (OLCC) regulations.
College Permit Process
In advance of catered events where alcoholic beverages are to be served, all internal and external clients must secure approval through the Office of the Vice President and Provost or designate. The College’s Alcohol Use Approval Form is available online here.
Bon Appétit catering personnel will not purchase, handle, store, or serve alcoholic beverages or assist in the service of alcoholic beverages without a fully executed Alcohol Use Approval Form.
Licensed Server Required
An OLCC-licensed server is required to serve alcoholic beverages on the Lewis & Clark College campuses. All external clients are required to utilize Bon Appétit licensed servers when alcohol is being served at an event, and all internal clients are required to use either Bon Appétit personnel or other licensed servers.
Purchase of Alcoholic Beverages for Events
All external clients must purchase alcoholic beverages served at catered events from Bon Appétit unless exempted in advance by the Office of the Vice President and Provost or designate.
Internal clients may provide alcohol beverages (through purchase or donation), as long as they are to be served by an OLCC licensed server. When Bon Appétit is serving alcohol not purchased through Bon Appétit, it may assess reasonable charges for handling, storage, set up, and corkage fees.
The Office of Conferences and Events schedules catered events sponsored by internal or external clients for the Fir Acres and South campuses. At the Law School campus, Law School staff, in consultation with the Of.ce of Campus Events, schedules catered events sponsored by internal or external clients.
Once a venue has been booked, Bon Appétit professional staff will assist clients regarding catering menus, service, and pricing. Please contact staff in the Bon Appétit office, Templeton Campus Center, upper level, by phone at
(503) 768-7888 (in case of emergency, dial the Kitchen line at (503) 768-7893), or email email@example.com.
For additional information on catering, please consult the Bon Appetit web site. In addition to a broad selection of menu options, this guide includes Bon Appétit policies regarding guarantees, payment, cancellations, scheduling windows, delivery charges, etc.
All events held at Lewis & Clark College are subject to the College’s rules and regulations, including provisions of the College’s Event Management Policy and Alcohol and Other Drugs Policy. Bon Appétit is required to operate in a manner consistent with these policies. For further information regarding these policy matters, please consult the Office of Conferences and Events.
Facilites Services: Policy for Use of Furniture, Equipment, and Event Preparation Services
Facilities Services delivers and sets up folding tables and chairs for all College-sponsored events. Facilities Services provides this equipment without charge as long as it is being used on campus, and until College-sponsored users deplete inventory.
Procedure for Ordering Facilities Services’ Equipment and Services
- Facilities Services’ inventory of tables and chairs are available for College-sponsored events on a first come-first serve basis, taken from the date of the Service Request is received at the Facilities Services office.
- Requests must be received not more than two (2) months, nor less than two (2) weeks, prior to the event.
- When Facilities Services’ inventory is in use for College-sponsored events, and more tables, chairs or other event equipment is requested, the requesting departments are responsible for paying the rental cost.
- External users are billed for use of the tables, chairs and other event equipment (included in the Facility Rental Fee unless otherwise noted in the Rental Agreement), regardless of whether they are from Facilities Services’ inventory or they are rented.
- The rental fee helps provide revenue to replace tables, chairs and other event equipment as it ages.
- When Facilities Services’ inventory is depleted, the rental rate for tables, chairs and other event equipment for College-sponsored events and external events is used. Please consult with the Office of Conferences and Events for pricing:
- External users can only use Facilities Services’ tables, chairs and other event equipment when the inventory is not needed for College-sponsored events. If the inventory is needed for College-sponsored events, the external user will be charged the applicable rental rate, minus the pick-up and delivery charge.
- If any damage or loss occurs to the Facilities Services’ equipment during use, the event sponsor will be charged the repair or replacement cost of the equipment.
Moving Furniture/Event Equipment Off-Campus, Outdoors or to Other College Facilities
Furniture and event equipment inventory is not to be removed from College property, moved outdoors or relocated to other College facilities, without the express consent of Facilities Services
24-Hours Advance Notice Required for Change of Venue
Facilities Services requires at least 24-hours advance notice on set-up changes for events relocating from an outdoor venue and moving indoors to a rain back-up location.
Facility Use Policies
Chapel Use Policies
For a complete list of building policies, contact the Office of Religious and Spiritual Life
- Uses of Agnes Flanagan Chapel and Graduate Campus Chapel include College-sponsored events such as lectures, symposia, performances, worship services, musical practices, student activities, and on occasion academic classes. Due to their regular use for College-sponsored events, Agnes Flanagan Chapel and South Campus Chapel may not be scheduled by external users for congregational worship services, Bar Mitzvahs, baptisms, funerals, or memorial services without the approval of the Dean of the Chapel and the Of.ce of the Vice President and Provost.
- Use of candles in Agnes Flanagan Chapel and Graduate Campus Chapel must be contained in glass votive holders, with the exception of candles used in the candelabras. Candles used in candelabras must be dripless, and a drop cloth must be used under the candelabras(s). Liability for candle damage to the premises will be the responsibility of individuals causing or permitting such damage, and these individuals will be liable for the total cost of repair.
- The College’s organ caretaker approves use of the organ for practice sessions or lessons. Organ musicians playing for events are to be selected from the list of approved organist (list available from the Chapel office).
- Food and beverages are not permitted in the Agnes Flanagan Chapel and Graduate Campus Chapel without express permission of the Chapel office. If food and beverages are served, it must adhere to the College’s Catering Policy.
Evans Music Center Use Policies
For a complete list of building policies, contact the Music Department
- Food and beverages are not to be placed on or near musical instruments.
- Users are responsible for damage done to any aspect of the facility including furniture, lights, sound equipment, carpets, etc.
Fir Acres Theatre Use Policies
For a complete list of building policies, contact the Theatre Department
- Written request for use of any space in the Fir Acres building must be submitted to the Theatre faculty. Users are to provide the Theatre staff with a written description of how the building will be used and a complete list of technical requirements.
- An inventory of Theatre Department equipment to be used will be taken jointly by the technical staff and the event organizers before and after the event. The event organizers will be responsible for any damage to any Theatre Department equipment. The facility used will be left as it was found including returning furniture and equipment to original locations, cleaning .oors and dressing rooms, etc.
- There will be NO SMOKING in the building at any time.
College Grounds Use Policies
- Use of College grounds is limited to College-sponsored events only (approved by the Executive Council, January 15, 1997).
- The use of lights (e.g. strands of Christmas tree lights) in the trees/foliage on College grounds is not permitted without written authorization from the Facilities Services Grounds Supervisor or designate.
- Tents set-up on College property are not permitted without written authorization of the Offce of the Vice President for Facilities or designate.
- Stakes are not to be used in the ground without written authorization from the Facilities Services Grounds Supervisor or designate (To prevent damage to underground utilities, stakes cannot be driven into the ground more than 8” deep).
- Ice used for food and beverages is not to be dumped on the lawn or grounds. The ice burns grass and other plant life. Ice can be dumped on bark dust or other hard surfaces.
Pamplin Society Room
This space is not to be reserved for academic classes.
General Facility Use Policies
- Scattering rice, birdseed, confetti, glitter, Mylar sprinkles, or other items is not permitted inside or outside College facilities, except by permission from the Office of Conferences and Events or appropriate building manager. Housekeeping charges will be applied for clean-up if this policy is violated.
- Candles are not permitted in College residence halls. Candles used in any other College facility must be contained in glass votive holders, glass hurricane shades, or be .oating in non-.ammable containers. They are to be placed off the .oor and on secure surfaces away from .ammable decorations (see exception in the Agnes Flanagan Chapel and Graduate Campus Chapel).
- Tampering with, damage of, of intentional misuse of emergency devices or blocking of fire exits or other means of impeding traffic is prohibited. Use of fire escapes, ground level fire doors, fire hoses and extinguishers, and alarm equipment in non-emergency situations is prohibited. Failure to comply with fire drill procedures or emergency building evacuation is prohibited.
- Smoking is not permitted inside any College building and is restricted to Designated Smoking Areas. Find further information on the Smoking Policy here.
- All decorations must be free standing and self-contained. The use of nails, tacks, screws, or other sharp objects for securing materials to walls, lighting fixtures, or ceilings is prohibited. The use of tape or other adhesive to attach signage or decorations on glass is prohibited. Decorations may not be posted on any official signs (e.g. STOP signs, College signs). Banners must not impede access to any building and may not be more than 20 feet from the ground, without special permission from the Office of Conferences and Events.. All decorations/signage must be removed at the completion of an event. Lewis & Clark reserves the right to inspect and control all functions. Liability for damage to the premises will be the responsibility of individuals causing or permitting such damage, and these individuals will be liable for the total cost of repair.
- Furniture inside College facilities is to remain indoors and not be used for outdoor events. Furniture included in a facility’s inventory is not to be moved to another College facility without approval of the Facilities Services Event Preparation Supervisor or designate.
- Event advertising, which uses the name of Lewis & Clark, must be approved prior to publication.
Individuals who are not employees are not permitted to distribute literature or printed materials of any kind, sell merchandise, solicit financial contributions for any other cause or conduct any activity on College property which is not specifically authorized and directly related to College business.
Photography and Film/Video Policy
Contact the Office of Public Affairs and Communications for policies and procedures for doing photography, filming or video shoots at Lewis & Clark
Signage posted at campus entrances must be produced by the Of.ce of Campus Events and must adhere to the Office of Public Affairs & Communications design standards.
- The Office of Transportation & Parking maintains a stock of generic signs which may be used at no cost to event or meeting planners. Please consult with the Office of Transportation & Parking regarding availability.
- For custom signage customized for an event, meeting, or conference speci.c, sponsors must use the Signage Request form available from the Office of Conferences and Events.
- Production costs will be billed to the sponsoring group.
- Signage for summer conferences will be produced as requested through the Office of Conferences and Events and billed accordingly.
- Responsibility for enforcement of this policy rests with the Offce of the Vice President for Facilities.
Special Event Scheduling Policy and Neighborhood Relations
In order to minimize the effect of major public events on the surrounding neighborhood, the College will adhere to the guidelines noted below. A “major public event” is defined as a gathering which is likely to draw substantial additional traffic to the College for a specified period of time.
- The College will not schedule concurrent major public events. Exceptions must be approved by the Office of the Vice President for Facilities (or designate). (An exception may be an athletic contest scheduled by the conference, or a funeral or other special event over which the College would have limited advance notice).
- The College will not schedule consecutive major public events, unless there is no reasonable alternative. If consecutive major public events must be held, the beginning time of one event shall not occur within two hours of the scheduled ending time of the previous event.
- The College will not schedule more than two major public events on any one day when classes are in session.
- The College will make every attempt to schedule major public events on days and times when classes are not being held to minimize impacts of traffic, parking and congestion. Preference will be given to those events scheduled from Friday evening through Sunday night. When a major public event must be scheduled on a class day or night, transportation alternatives will be suggested.
- The College will develop, monitor, and maintain traf.c and parking programs for major public events.
- The College maintains an evening noise monitoring and response program to address potential noise impacts of major public events that will continue after 7:30 p.m. at Griswold Stadium. The Evening Noise Monitoring and Response Program is appended to the Event Management Policy.
- The College welcomes the participation of neighbors in all appropriate activities.
Transportation and Parking Policy
- The College is governed by the Parking Regulations as noted on the Transportation and Parking Office web site
- A daily or monthly parking permit is necessary when parking on campus from 7 a.m. – 7 p.m. weekdays during the academic year. Parking permits are not required on weekends or during summer months.
- On a weekly basis, the Office of Conferences and Events will notify Campus Safety and the Office of Transportation and Parking of planned events which may significantly impact parking on campus.
- The Director of Transportation and Parking will notify the campus community in advance via e-mail list serve if special event parking , construction, or other activities will disrupt regular availability of parking spaces on campus.
- As part of the event planning process, the Office of Conferences and Events will identify potential conflicts with major public events or other planned activities and will initiate timely communication with the Office of Transportation and Parking and various sponsoring groups advising them of potential conflicts.
- Once identified, potential parking and transportation problems will be resolved in advance by the Office of Transportation and Parking by planning for optimal use of available College parking supply and, when necessary, utilization of shuttle bus service.
- Appropriate directional signage will be posted, as necessary, to guide vehicles coming to campus. Campus Safety will post traffic and parking signs as designated by the Office of Transportation and Parking. Campus Safety personnel will be deployed to assist with traf.c control as necessary to facilitate the efficient movement of traffic.
- The Office of Transportation and Parking and the Campus Safety Office will jointly determine if it is necessary to hire additional security or event management personnel to assist with major public events, and if so will clearly identify roles and responsibilities in advance for any non-College personnel added for event management. External clients will be responsible for such additional event management costs.
- The Office of Conferences and Events will engage the Office of Transportation and Parking and sponsoring of. ces/ departments in post-event evaluation for continuous improvement of events management, including traffic and parking operations.
Weddings, Wedding Receptions/Special Events Policy
The College realizes that some facilities may be appealing for use for weddings, wedding receptions or other special events and activities. The College will endeavor to accommodate requests when space is not being used for the College’s primary educational mission. The following is a list of guidelines and limitations related to such use.
Weddings & Wedding Receptions
- Weddings may be scheduled in Agnes Flanagan Chapel or the South Chapel. Weddings and wedding receptions on the campus grounds are prohibited. No weddings or wedding receptions are permitted when the College is closed.
The following applies for weddings in Agnes Flanagan Chapel and for wedding receptions in approved reception facilities:
- A. During the academic year (from the last week of August through the second week in May), weddings and wedding receptions may be scheduled on a limited basis for members of the Lewis & Clark College community (students, employees, alumni, and trustees) only.
- B. During the summer break (from the day after Undergraduate Commencement until two (2) weeks before the start of New Student Orientation in August), weddings and wedding receptions may be scheduled for members of the general public and for members of the College community.
- The Graduate Campus Chapel is available on a limited basis for weddings during the summer months (May-August) for the general public and for members of the Lewis & Clark community. No more than two (2) weddings per month may be scheduled at the Graduate Campus Chapel without the approval of the Offce of the Vice President for Facilities.
- A limit of six (6) wedding receptions can be booked during the summer. Wedding receptions are scheduled through the Office of Conferences and Events and are confirmed at the time the wedding is booked.
- Scheduling of wedding receptions will be governed by space and staff availability. However, all efforts will be made to accommodate these events when possible.
- The facility rental fee for use of chapel and reception venues will be the current room rental rate, with the rental deposit due with signed rental agreement. The facility rental fee is refundable (minus deposit) if event is cancelled at least ninety (90) days before event date listed on the rental agreement.
- Wedding clients may occupy the rented space only for the date(s) and time listed on the rental agreement, unless prior arrangements have been made with the Office of Conferences and Events. Decorations and other materials supplied by members of the party must be removed at the time of departure.
- Because of contract restrictions with Bon Appétit, no other caterer may be used without completion of the Food Service Waiver Registration and the consent of the Office of Conferences and Events.
- Arrangements for set-up must be made at least three (3) weeks in advance through the Office of Conferences and Events. Arrangements for deliveries and decorations flowers, cake, decorations, etc.) are made through the Office of Conferences and Events, again at least three (3) weeks prior to the event.
- If alcohol is to be served, a College permit is required, and if guests are charged for alcoholic beverages, an appropriate Oregon Liquor Control Commission (OLCC) license is required (contact the Office of Conferences and Events for the applicable Lewis & Clark policies.
Special Events/Receptions May Be Held in the Following College Venues
- Albany Quadrangle, Smith Hall
- Templeton Campus Center: Stamm Dining Room; Fields Dining Room (with permission of the Office of the Vice President for Facilities (or designate) and the Bon Appétit Manager)
- Thayer Rooms (summer months only)
- The Graduate Campus Conference Center, Corbett House & Manor House are restricted to internal users for College-related receptions, or for individuals/groups with College affiliation, by special permission from the Office of the Vice President for Facilities (or designate).
- See the User Category Definition, Privilege, Scheduling Priority, Applicable Fees and Liability Insurance section below.
User Category Definition, Privilege Scheduling Priority, Applicable Fees, and Liability Insurance
For the purposes of facility/grounds use privileges, scheduling priority, responsibilities, fees, and liability insurance coverage, Lewis & Clark makes the following distinctions:
Internal Clients—Use Priority 1
- Lewis & Clark departments, programs, and student organizations are considered internal clients for whom the College commits space, staff, and financial resources in support of events, meetings, symposia, and conferences they initiate throughout the year.
- Lewis & Clark will absorb the cost of using venues for the event or conference (utilities, administrative costs, event staff labor), provide and set tables/chairs (as available) from College inventory, and provide liability insurance coverage for the event as defined in the College’s liability insurance policy.
- Internal Clients may incur additional charges (e.g. media services equipment, cleaning deposits, technical support staff, catering, and/or any other goods or services) that may be required to accommodate the event.
Hosted Clients—Use Priority 2
- Should an internal client desire to host an external organization on campus for an event (e.g. a separate non-profit, professional association, or profit-making organization), Lewis & Clark must derive benefit from holding the event on campus or from affiliation with the organization associated with the event.
- When an event is hosted on campus, event planning is primarily the responsibility of the hosted organization for determining content, agenda, and the hosted organization incurs the cost for event.
- Rental fee required, but may be waived or discounted at the discretion of the Vice President/Provost or designate in consultation with internal host.
- The Lewis & Clark internal client hosting the organization on campus is responsible for organizational logistics in consultation with hosted group and appropriate event staff member(s).
- Internal clients bear specific responsibilities in relation to their hosted events, which may include additional costs associated with the event, as well as other requirements as noted below in Responsibilities of Event Planners.
- Event liability insurance is normally required. The Vice President/Provost or designate may only waive this requirement if it is determined that the event or presence of the external organization poses nominal risk to Lewis & Clark facilities and people. When liability insurance is required, it will be the responsibility of the hosted organization through either a certificate of liability insurance from the hosted organization indemnifying Lewis & Clark or the purchase of event specific liability insurance through an insurance provider. Event staff will assist hosted clients as necessary in this process.
External Clients—Use Priority 3
- External clients rent College space when it is available, pay stated rental fees, absorb all costs associated with their use of College facilities. A certificate of liability insurance is required indemnifying Lewis & Clark/ or purchase of event specific liability insurance through insurance provider, in consultation with appropriate event staff member(s)*. Revenue generated from such rentals supports the College’s general fund.
*Lewis & Clark conference and event staff members will assist hosted groups and external clients in contacting Tenant User Liability Insurance Protection (TULIP) to purchase necessary event liability insurance. The hosted or external group is listed in this policy as the insured, pays the premium, and Lewis & Clark is included as an additional insured for the period covered. See Conferences/Events staff for assistance
Responsibilities of Event Planners (Internal Clients)
- Complete an online Event Planning Form listing details about the proposed event and naming the primary College contact and alternate.
- Reserve the facilities/grounds that will be used for the event through the Office of Conferences and Events. If a classroom or other academic space is needed, events staff will consult with the appropriate Registrar office to make such arrangements.
- If planning to serve or cater food or beverage in a College facility, contact Bon Appétit Food Service. No other caterer may be used without completion of the online Food Service Waiver Form and authorized consent by the Office of the Vice President and Provost or designate.
- If planning to serve alcoholic beverages at the event, complete an online Alcohol Use Approval Form. Conditions of use are governed by the College’s Alcohol and Other Drugs policy, with attendant use procedures, and having an Oregon Liquor Control Commission (OLCC) licensed server(s) to serve the alcoholic beverages on the Lewis & Clark College campuses.
- Pay for additional costs (e.g. media services equipment, cleaning deposits, technical support staff, catering, and/or any other goods or services) that may be required to accommodate the event.
- The College event planner/designate is the primary contact for all event-related planning and coordination with the Conferences and Events Office and must be present at all times during the course of the event to take care of any complications that may arise and to take necessary action to alleviate problems. This includes ensuring that event participants abide by College policies.
- If a College event planner is unable to adhere to the provisions listed below, the College reserves the right to refuse use or rental of space, at the discretion of the Office of the Vice President and Provost or designate.
Should a College event planner not follow through as agreed herein, the College may, at the discretion of the Office of the Vice President and Provost or designate, bill the sponsoring department, program, campus organization the stated rental rate for external clients and all other associated costs.
Facility Information—Facility Rental Policy
- For users in all categories, the facility rental fee established for use of College facilities will reflect necessary charges for custodial care, set-up, take down, and other accommodations during normal business hours. The current fees are available through the Conferences and Events Office.
- Rental fee schedules are recommended by the Office of Conferences and Events and set by the Office of the Vice President for Facilities.
- All rentals require full payment in advance. In the event of cancellation two weeks (10 working days) or more before the event, a full refund is made (see exceptions listed in Weddings and Wedding Receptions/ Special Events Policy).
- All net rental income generated from use of College-owned facilities is designated for the College’s general fund use.
- Individuals, non-profit organizations, and businesses renting facilities must provide a certificate of liability insurance with minimum coverage of $2 million prior to renting facilities, or purchase liability coverage through the Office of Conferences and Events.
- For external clients, the College requires a fully executed contract (see Appendices).
Lewis & Clark College Facilities and Fees
Please consult with the Office of Conferences and Events for specific rental and fee pricing.
- Meeting/Event Planning & Facilities Scheduling Overview
- Campus Parking Management—Cumulative Strategies Appendix
- Griswold Stadium Lights & Evening Events
- Campus Parking Management—Griswold Stadium Events
- Related Policies for Evening Events at Griswold Stadium Table 1: Evening Event Management Guidelines for Griswold Stadium Table 2: Pro Forma Annual Event Calendar
- Evening Noise Monitoring and Response Program
Archival - Lewis & Clark College Special Events Policy, 1998
Campus Parking Management—Cumulative Strategies
- If the amount of available on-campus parking will be inadequate to accommodate predicted parking demand, the College will require a plan for off-campus parking at designated locations with shuttle service to campus.
- College personnel will be deployed as necessary to facilitate the ef.cient movement of traffic.
- The College will identify con.icts with potential concurrent major public events to ensure College compliance with CUMP and EMP requirements, i.e., that two major public events are not scheduled concurrently, and there is a minimum of two hours between the end of one major public event and the start of another.
- The College will make every attempt to schedule major public events on days and times when classes are not being held, to minimize impacts of traf.c, parking and congestion.
- The College will post monitors at local streets to advise visitors not to park in neighborhood areas.
- The College will implement congestion and parking demand management strategies when anticipated parking supply at event arrival/departure times is problematic.
- The College will ensure that internally sponsored events that target an external audience include an advisory to visitors regarding the College’s policy of no off-campus parking.
- The College will ensure timely communication among appropriate administrative offices to resolve potential transportation and parking problems in advance, factoring in variables of planned event date, time, location, and anticipated audience mix (on/off campus attendees).
- For events occurring in a South Campus venue, the College will require plans for off-campus parking at designated locations and shuttle service to Graduate Campus in the event that there is not adequate parking within reasonable walking distance to the event.
Campus Parking Management—Cumulative Strategies
Event Attendance Threshold
Cumulative Strategies (Larger events include all actions for smaller events)
|3000||750||If the amount of available on-campus parking will be inadequate to accommodate predicted parking demand, the College will require a plan for off-campus parking at designated locations with shuttle service to campus.|
|2000||500||College personnel will be deployed as necessary to facilitate the efficient movement of traffic.|
|1000||250||College will identify conflicts with potential concurrent major public events to ensure compliance with CUMP and EMP requirements, (i.e. that two major public events are not scheduled concurrently, and there is a minimum of two hours between the end of one major public event and the start of another.|
|500||192||College will post monitors at local streets to advise visitors not to park in neighborhood areas.|
|400||180||College will implement congestion and parking demand management strategies when anticipating parking supply at event arrival/departure times is problematic|
College will ensure that internally sponsored events that target external audiences include an advisory to visitors regarding the College’s policy of no off-campus parking.
College will ensure timely communication among appropriate administrative officers to resolve potential transportation and parking problems in advance, factoring in variables of planned event date, time, location, and anticipated audience mix (on/off campus attendees.)
For event occurring in a Graduate Campus venue, College will require plans for off-campus parking at designated locations and shuttle service to Graduate Campus in the event there is not adequate parking within reasonable walking distance to the events.
*Event Attendance Threshold and Anticipated Vehicles are the respective sums of anticipated attendance and parking demand for all events with overlapping arrival/departure times.
Griswold Stadium Lights and Evening Events
- Griswold Stadium lights will be turned off at 10 p.m. daily and shall not be turned on prior to 6:30 a.m. For general use during evening hours, stadium lights will operate at moderate or low levels. The use of high-level lighting, such as for evening major public events, requires specific authorization by the College Athletics Director (or designate).
- An “evening event” shall be defined as the “use of Griswold Stadium for one evening, with a scheduled event end time later than 6 p.m., from the time lights are turned on (“lights on”) until the public address (PA) system is turned off (“PA off”).”
- An afternoon sports contest that continues into unscheduled overtime, which cannot be anticipated, and as a result ends after 6 p.m., shall not be considered an “evening event.”
- Some evening events may include multiple sports contests, as long as the scheduled start and end times are consistent with the “lights on” to “PA off” guidelines.
- An “evening major public event” shall be de.ned as an “evening event with anticipated or actual attendance of 1,000 or more spectators, or a football game expected to end after 6 p.m. where the PA system is utilized irrespective of the number of expected spectators.”
- The number of evening major public events in Griswold Stadium is limited to 7 per calendar year. Such events may not be scheduled concurrently with other events that would share the same parking facilities and must be scheduled in compliance with the Event Management Policy.
- Evening major public events at Griswold Stadium will end no later than 9:00 p.m. on Sunday through Thursday nights and 9:30 p.m. on Friday and Saturday nights (including turning off the PA system). No post-event activities are allowed in the stadium or parking lot area after 9:30 p.m. Stadium lighting levels will be reduced to moderate or low intensity by 9:30 p.m. Stadium lighting will be extinguished not later than10:00 p.m., except for safety lighting.
- Parking and traffic concerns will be addressed in accordance with the College’s EMP to mitigate neighborhood impact.
- The College shall ensure that all events comply with applicable noise ordinances through a detailed program for evening noise monitoring and corrective actions in response to neighbor complaints. (See Appendix: Evening Monitoring and Response Program)
- Evening events with spectators will follow the guidelines in the attached Table 1 to mitigate noise and lighting impacts in the neighborhood.
A. See Table 1 for Event Management Guidelines for Griswold Stadium.
B. See Table 2 for Pro Forma Annual Event Calendar.
EVENING EVENT MANAGEMENT GUIDELINES FOR GRISWOLD STADIUM
2 Saturdays per year, typical
RHS football, soccer, lacrosse
*up to 2 event/year
Campus Parking Management—Griswold Stadium Events
- The College shall manage campus parking utilizing Cumulative Strategies as noted elsewhere in the Event Management Policy appendices. College personnel will take into account parking capacity when scheduling events, and implement congestion and parking demand management strategies (such as requiring off-site parking with shuttles) as appropriate.
- The College shall have the responsibility to pick up litter no later than the morning following an evening event of 500 or more attendees. The clean-up route will range from the roundabout at Palater Road/Terwilliger Boulevard., along Palater/Palatine Hill Road to the southeast border of campus at the Comus Street intersection.
- The Campus Safety of.ce, (503) 768-7777, is the designated number for neighbors to call in the event of a concern. The Campus Safety of.ce shall have contact information for event management personnel to address neighbor concerns.
Related Policies for Evening Events at Griswold Stadium
- The College shall communicate the College’s non-neighborhood parking policy to visiting groups via user contracts which include parking policy statements and by requesting that contract users and visiting teams convey parking policy information to guests.
- The College shall continue to enforce its existing campus alcohol policy which prohibits the unlawful use, sale, purchase, transfer, possession, manufacture, distribution, or dispensing of drugs or alcohol by students and employees on College property or as part of any College activity. Consistent with Oregon law, the service of alcohol to, or consumption by, any person who is under the age of 21, or is intoxicated, is prohibited.
- College policy de.nes Lewis & Clark as a regulated campus and clearly articulates approval and use guidelines consistent with OLCC regulations. The College alcohol policy applies to invited College guests and to others who rent College facilities, including Griswold Stadium. Thus, no alcohol is permitted at high school events hosted by the College.
Lewis & Clark College Special Events Policy, 1998
Lewis & Clark College conducts special events in part to ful.ll its mission as well as to serve its various constituencies. When special events take place on campus the College, through scheduling practices, events management, transportation and parking management, works to maintain the quality of programs and events while seeking to minimize impact on the surrounding neighborhood.
The land and buildings of Lewis & Clark College are private property and the College reserves the right to control access to its campus and the use of its space and facilities. Federal and State statutes relating to private property and the rights of individuals will apply without condition.
Users of space must comply with all College policies and regulations such as food and alcohol, parking regulations, smoking policies, .re and safety requirements, etc.
Lewis & Clark College upholds the principles of freedom of speech, freedom from intimidation and harassment and respect for human rights. All persons having access to use of College space are required to observe these principles.
The policies and procedures developed for the management of special events will address the issues of scheduling, maintenance of a master calendar, assignment of responsibilities, institutional priorities, information dissemination, operational guidelines, traffic and parking control, and signage.
Policies and Procedures Regarding Temporary Use of Office Space On Campus Space Subject to Facility Use Policies
Lewis & Clark College supports its teaching and co-curricular activities by providing access to space and facilities on campus. Academic space, such as but not limited to, lecture halls, classrooms, dance and .ne art studios, theaters and seminar rooms can only be booked for other uses during the non-academic year and are subject to the approval of the Registrar and Department Chair. All space is reserved on a first come-first serve basis with policies identifying booking schedules and cancellations. Following is a listing of campus spaces that may be booked for special events:
- Bio/Psych Lounge
- Bodine Lounge (Grad School)
- Olin Lounge
- Olin 301 (non-academic year only)
- Olin 204 (non-academic year only)
- Agnes Flanagan Chapel
- Meeting Room
- Aubrey Watzek Library
- Art Gallery
- Heritage Room
- Evans Auditorium
- Seitz Lounge
- Fir Acres Theatre
- Black Box (non-academic year only)
- Law School
- Swindells Lounge/Dining Room
- Gantenbein Lounge
- Cecil Drinker/Russell Lounge
- Manor House
- Trustee’s Room
- President’s Library
- Armstrong Lounge
- Outdoor Space
- Lawns and Terrace
- Fir Acres Courtyard Picnic Grounds (outdoor pool area)
- Albany Quadrangle
- Academic Quadrangle
- Amphitheater (Law School)
- Pamplin Sports Center
- Foyer Room 10 (non-academic year only)
- Room 116 (non-academic year only)
- Griswold Field
- Eldon Fix Track
- Covered tennis courts
- All sports fields and courts
- Indoor & Outdoor Pools
- Residence Halls
- Tamarack Lounge
- Platform (non-academic year only)
- Rusty Nail (non-academic year only)
- Templeton Student Center
- Stamm Dining Room
- Fields Dining Room
- Dubach Lounge (non-academic year only)
- Council Chamber
- Gray Room
- Geary Room
- Monteith Room
Scheduling Policy and Guidelines
Special event is defined as any activity held on the campus of the College that is not included as part of the curriculum. This includes but is not limited to: student activities such as performances, dances, concerts, etc.; athletic contests, alumni activities; performances by the Theatre and Music Departments; use of facilities by staff, faculty, and College sponsored groups; and events related to the institutional campus mission.
Through a newly purchased computerized system the College will carefully schedule and monitor special events on the campus to avoid potential conflicts in scheduling, either with concurrent or closely consecutive events and to ensure minimal traffic impact on the surrounding neighborhoods.
- Concurrent Special Events The College will not schedule concurrent special events. Exceptions must be approved by the President. [An exception may be an athletic contest scheduled by the conference, or a funeral or other special event over which the College would not have scheduling control.] The College would take all possible steps to minimize impact on the neighborhood.
- Consecutive Special Events The College will not schedule consecutive events unless there is no reasonable alternative. If consecutive events have to be held, the beginning time of one event shall not occur within two hours of the scheduled ending time of the previous event. An example of such a concurrent event would be Commencement. The College will not schedule more than two special events on any one day.
- Preferred Times for Scheduling Special Events The College shall make every attempt to schedule special events on days and times when classes are not being held to minimize impacts of traf.c, parking and congestion. Preference will be given to those events scheduled from Friday evening through Sunday night.
When a special event has to be scheduled on a class day or night, transportation alternatives will be suggested.
Master Events Calendar The College will maintain a Master Events Calendar of all special events that are scheduled to be held on the campus.
The calendar will be consulted before authorization for a special event is granted. The calendar will be used by the Director of Campus Events to schedule all activities and events held on campus in order to minimize the number of concurrent or consecutive events.
Effective January 1, 1996, monthly and annual reports of all special events involving over 100 people will be prepared to include types of event, attendance, date, time and facilities used for the event. These reports will be made available to all interested parties.
- Campus Events Committee The College will continue to have a Campus Events Committee charged with the responsibility of monitoring the scheduling of special events on the campus. They will meet on a regular basis to develop and recommend policies and procedures to the Executive Council, monitor the scheduling and management of events on the campus, and make recommendations for improvement to facilities. The committee will be chaired by the Director of Campus Events and made up of building operation managers, the Director of Summer Conferences and a representative from Physical Plant Services, Campus Safety, Bon Appétit, Public Relations, Student Activities, the Law School and Graduate School. Other members may be added as needed. The committee will make recommendations to the Executive Council through the Vice President for Campus Services.
- Priorities for Use of Campus Facilities
- Curricular: Meetings and events associated with a course number.
- Co-curricular: Institutionally funded events which enhance the mission of the College and development of the whole student.
- Community: Meetings and institutionally funded events which support the community life of the institution.
- Community Users Private events, meetings or programs sponsored by faculty, staff, trustees, alumni and students which are not directly related to the academic program of the College.
- Outside Users Events, programs or meetings sponsored by outside users that exhibit and identifiable educational goal or mission not in conflict with the mission of the College.
In order to minimize the effect of special events on the surrounding neighborhood, the College will:
- Comply and require all those who manage events and activities on the campus to comply with the professional standards of event management and conduct appropriate for each activity and event held on campus.
- Encourage all managers of special events to attempt to lengthen the arrival and departure times of participants to reduce the impact of traf.c and congestion on the neighborhood and transportation system.
- Encourage the use of alternative transportation as a means to come to campus for special events
- Develop, monitor and maintain traffic and parking programs for special events
- Welcome the participation of our immediate neighbors in all appropriate activities.