GSEC Faculty and Staff

What is a Special Event? 
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, athletic contests, alumni activities, and use of facilities by staff, faculty, and College sponsored groups related to the institutional campus mission.

Scheduling Policy and Guidelines
Through the computerized system EMS, the Office of Conferences and Events carefully schedules and monitors special events on all Lewis & Clark College campuses to avoid potential conflicts in scheduling, either with concurrent or closely consecutive events and to ensure minimal traffic impact on the surrounding neighborhoods. The events staff consults with the appropriate departments to ascertain the availability of services for the event. Three (3) weeks advance notice prior to your preferred event date(s) is required.

All space requests remain tentative until a reservation confirmation is sent via e-mail or other written communication from the Office of Conferences and Events.

When sending a request to the Events Office, please provide the following details:

• Event date(s)
• Preferred venue(s)
• Event timeframe
• Anticipated attendance
• Designated planner and contact information

Academic Use Scheduling
Reservations for academic meetings and events associated with a course number, and need use of College facilities and grounds are made through the appropriate Registrar Office. Room requests for study groups at the Graduate School are also handled by the Registrar Office.

Consult the Events Office
The Office of Conferences and Events is here to support the Lewis & Clark community host successful meetings and events. Our staff works closely with event planners to guide them during the planning process. Event planners are highly encouraged to read the following guidelines, and schedule a consultation meeting with the events staff to reserve the College facilities and event support services.

1. Contact the Office of Conferences and Events to reserve the College facilities and grounds that will be used for the event at least three (3) weeks prior to the preferred event date(s).
2. If the event requires extensive services and support (e.g. media services equipment, technical support staff, catering, and/or any other goods or services), additional costs may be incurred to accommodate the event.
3. If planning to serve or cater food and beverage in a College facility, the online Food Service Waiver Form may be required.
4. 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, and having an Oregon Liquor Control Commission (OLCC) licensed server(s) to serve the alcoholic beverages on the Lewis & Clark College campuses.
5. The 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.
6. 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 Vice President/Dean or designate.
7. Should a College event planner not follow through as agreed herein, the College may, at the discretion of the Office of the Vice President/Dean or designate, bill the sponsoring department, program, campus organization the stated rental rate for external clients and all other associated costs.

Should an internal department and/or office desire to host an external organization on campus for an event (e.g. a separate nonprofit, 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/Dean or designate in consultation with internal host.

The Lewis & Clark department and/or office hosting the organization on campus is responsible for organizational logistics in consultation with hosted group and appropriate event staff member(s). The department and/or office also 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/Dean 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.

Complete this Form: Hosting Approval

Parking Permits
The College is governed by the Parking Regulations as noted on the Transportation and Parking Office website. A 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.

Reserved Parking
If the event planner needs to reserve parking for an event, the Office of Transportation and Parking should be contacted in order to determine availability of College parking supply. Appropriate directional signage will be posted, as necessary, to guide vehicles coming to campus.

If the amount of available on-campus parking is inadequate to accommodate predicted parking demand, please contact the Transportation and Parking Office to develop a plan.

Event Signage
Signage posted at campus entrances must be produced by the Office of Conferences and Events, and must adhere to the Office of Public Affairs & Communications design standards.

General Signage
The Transportation & Parking Office maintains a stock of generic signs which may be used at no cost to event or meeting planners. Please consult with the Transportation & Parking Office regarding availability.

Custom Signage
Customized signage for an event, meeting, or conference must be requested via e-mail from the Office of Conferences and Events. Production costs will be billed to the department or contracted external group. When requesting customized signs, please provide the following details:

• Sign Verbiage
• Number of Signs
• Designated Planner and contact information
• Preference for pick-up or delivery
• Department/Office budget number