External 组织 & 个人
EMO服务
合同
The EMO 工作人员 will prepare contracts and cost projections and inform the client of all 保险 requirements.
Coordination and Assistance
The EMO provides consultation, event planning tools and logistical coordination and advice. We can provide event- and budget-planning checklists, 地板上的计划, policies and procedures and a planning timeline. We consult with and assist clients, and troubleshoot when needed to ensure that events are successful. 合同, 保险 requirements and cost projections are generated by the EMO and sent to clients.
日期咨询
The EMO 工作人员 will conduct an initial review of the event and offer a recommendation on proposed dates.
管理
Unless an event is sponsored or endorsed by a 澳门葡京博彩软件 department, the EMO 工作人员 will be the external organization's primary contact for the event.
Space Scheduling/资源
The EMO 工作人员 will reserve space for the event and request resources from service providing departments.
请注意: External organizations that have scheduled events and are already working directly with the 事件 管理 Office may not attain sponsorship at a later date to reduce or waive fees.
政策
Additional guidelines and policies are located on the 活动策划表格 & 资源 页面.
Fundraising 事件 by External 组织
External organizations can rent most 澳门葡京博彩软件 facilities (excluding the Field House and Poetry Center) for fundraising events, 以租金为准, service and administrative fees and 保险 requirements. All such events must be cleared through the 事件 管理 Office.
Permission to use Smith facilities does not imply any endorsement of an event or organization; if an organization seeks official Smith participation in an event, the EMO must coordinate and approve requests with Smith's president and/or representatives of the college.
The EMO must review and approve any event publicity to ensure that Smith's name is included for location purposes only and the college cannot be misconstrued as a sponsor. For political events, please review the 澳门葡京博彩软件 Political and Campaign Activities Policy.
食物
食物 is allowed only in the rooms listed under Meals in the Reservable Rooms on Campus section. You may use 澳门葡京博彩软件 Catering services, bring in your own food, or in some locations hire an outside vendor. All requests for Smith catering should be made directly through Smith's catering office.
When hiring an outside caterer, 审查你的合同, which should cover all details, 包括费用, 工作人员, 税, 小费, 保险, 额外费用, payment schedule and cancellation policy. We have provided a list of local caterers who have worked both with Smith and external clients on the Smith campus; however, you may select a vendor not on this list. There is a $100 fee for the use of an outside caterer in the 会议中心.
If potluck or guest-prepared food is provided in a non-licensed kitchen, you must provide signage Including:
"This food was home-prepared by ______." (e.g. swim team, supporters, etc.)
"These food items contain ____." (list particularly potential allergents, such as nuts)
"This is a fund raiser for ________." (e.g.(游泳队)
"Procees will go directly to the ______(e.g. 游泳团队).
Outside caterers are responsible for following 会议中心 procedures and guidelines for use of the kitchen.
Insurance Requirements
All external individuals and organizations using 澳门葡京博彩软件 property must meet the college's 保险 requirements. 澳门葡京博彩软件 will not provide Comprehensive General Liability (CGL) coverage as a rider to its policy for external individuals or organizations using college property. This does not apply to the 会议中心. For additional information, contact the scheduling events coordinator at 413-585-2179.
Rental Fees and Associated Costs
External clients are assessed fees for space rental and services to support an event. 澳门葡京博彩软件 offers reduced rates to Northampton organizations that furnish an IRS 501(C)(3) tax-exempt letter.
确认
Reservations for external individuals and organizations remain tentative until the signed contract, 保险 certificate and deposit are received by the events coordinator.