Facility Reservation Contacts

Facility	Reservation Contact
Todd Wehr Center 128 A, B, C	Campus Reservationist x 5752
Todd Wehr Center 144 (Jockey Club) A, B	Campus Reservationist x 5752
Todd Wehr Center display tables	Campus Reservationist x 5752
Todd Wehr Center Woh’s Place	Campus Reservationist x 5752
Todd Wehr Center Presidents Dining Room (PDR)	Campus Reservationist x 5752
Classrooms: Lentz, Straz, H F Johnson Center, and the Clausen Center	Campus Reservationist x 5752
HF Johnson Recital Hall	Campus Reservationist x 5752
Classrooms in Hedberg Library	av@carthage.edu
Seibert Chapel	Campus Reservationist x 5752
Erhler Chapel	Campus Reservationist x 5752
Fritch Chapel	Campus Reservationist x 5752
Classrooms in the Tarble Athletic and Recreation Center	TARC Assistant Manager x 6607
Athletic fields and facilities	TARC Assistant Manager x 6607
Wartburg Auditorium	Theater Dept. Chair x 2133
Use of campus grounds (non athletic facilities related)	Campus Reservationist x 5752
Sales / Display Tables: Hedberg, Lentz, Clausen	Maintenance X 5925

If you are interested in a facility that is not displayed on this list, it may be not intended to general use or have a restricted use policy. Please contact the Campus Reservationist at x 5752 for all other reservation inquiries.

These reservation contacts are intended for use by internal Carthage constituents. Requests for facility use by non-Carthage individuals, organizations and companies are serviced by the Director of Conferences (262) 551 5727

Food Service Policies within Carthage Facilities

Carthage maintains an exclusive catering contract with Sodexho Dining Services. All catering conducted on the Carthage campus must be contracted via the Carthage College Dining Services Department with is staffed and managed by Sodexho USA employees. A full service catering and banquet menu is available. Event planners may access the current menu of services, catering policies and procedures and a helpful event planners guide at: www.carthage.edu/dining/catering.html.

With the exception of Facility Use Policy #11, all food and beverages must be provided via the Carthage College Dining Services.

General Carthage Facility Use Policies

1. The campus regularly scheduled academic class schedule has priority over scheduling of all classrooms. Reservations for non-class related use of classrooms may be delayed until all regular class activities have been scheduled and serviced.

2. The Todd Wehr Center may accept reservations for class special events or presentations. Reservations for use for a regularly meeting class will be referred elsewhere.

3. No animals are allowed inside Carthage facilities with the following exceptions: certified assist animals, animals as part of a special event presentation or entertainment, as part of a laboratory colony or authorized lab use

4. Candles, torches or other sources of open flame are not permitted in any Carthage facility. Candles completely enclosed in a protective and non flammable enclosure may be used upon request for a one time event such as a banquet.

5. Decorations must be approved in advance by the appropriate facility manager. Decorations must be removed immediately after an event. All decorations must adhere to local and state codes. Those codes, in specific prevent live Christmas trees within most of the College’s facilities.

6. All events and facility use must comply with appropriate state fire and safety codes. Fire alarm pull boxes, fire alarm strobes and horns, beam detectors, and other life safety equipment must be respected and no event activity, decoration, or behavior may impede their proper functioning.

7. Event sponsors may not allow attendance to exceed stated facility maximum capacities. Fire exits must remain unlocked and exit egress respected at all times. Carthage reserves the right to stop facility use and terminate all service if event organizers and/or event participants ignore such fire and safety regulations.

8. Reservations must be made for use within the stated hours of operations of each facility. Unless an exception to the closing hours has been made, Security will ask all functions to cease and event attendees to leave a Carthage facility at closing time. The hours of all campus facilities are posted at www.carthage.edu/security/bldghours.html

9. Carthage reserves the right to require additional campus security, parking police and event crowd control staff based on the nature of the event and the size of the expected attendees. These requirements may or may not be supplied at the event organizers cost.

10. Unless specifically noted, smoking is not permitted inside or within 20 feet of any Carthage Building. Currently, the only smoking facility at Carthage is a designated smoking lounge located on the 300 level of Lentz Hall.

11. Carthage maintains an exclusive catering contract with Sodexho Dining Services. All food services, whether sold or provided gratis as part of an event at Carthage must be provided by or with the consent of Sodexho Dining Services. Members of employee work groups, not involving students, may hold small informal gatherings without contracting with Dining Services. These events may not be open to the public and are generally intended for the enjoyment of colleagues.

12. Requests to serve alcoholic beverages must be reviewed and approved by the Director of Conferences or the Todd Wehr Center Manager. To maintain the integrity of the Colleges liquor license in compliance with appropriate statutes, no alcoholic beverages may be brought in or carried out of any event at Carthage. It is the policy of the College that no event will service student’s alcohol. Exceptions to this policy require the approval of the President’s Office. Carthage reserves the right to limit the amount of alcohol served at any event and to restrict the locations and time when alcohol may be served in association with approved events.

13. No bicycles, in line skates, skateboards, scooters, motor vehicles or other modes of mechanical transportation, not associated with an accommodation for an ambulatory impairment, are not allowed inside Carthage facilities.

14. Event sponsors will be held accountable for damage done to Carthage facilities. That includes damage and excessive clean up charges due to the behavior of event attendees.

15. Unless otherwise arranged, event sponsors will remove all equipment, non-College owned furnishings and any other event related furnishings from the facility.

16. Carthage reserves the right to limit and or refuse the use of its name in relation to events being publicized, including events that may be held on campus property. All inquiries regarding the use of Carthage’s name, symbols and trademarks must be directed to the Associate Vice President for Communication at (262) 551 5819.

Room Setup and Event Support Services

1. Classroom Use: Classrooms are preset and contain a pre determined number of desks or seats. Specific classroom capacities and their installed audio visual capabilities may be viewed at http://www2.carthage.edu/oldais/classroom/. Students, student organizations, and all use of classrooms outside of the normal academic schedule of classes must respect the room setup. No changing of tables and chairs or moving of furniture or equipment from one room to another is permitted. Classrooms are reserved “as is”. Facility users must leave the room in the same state as when they arrived.

   The Media Services Department of Carthage provides an extensive range of audiovisual services and can provide information on using the installed instructional technology in our classrooms. Media Services may be reached via e mail at av@carthage.edu or web access at: www.carthage.edu/ais/media.cfm.

2. Todd Wehr Center Rooms: The Todd Wehr Center is designed as the primary auxiliary meeting and function facility for students and student organizations. Students are required to check with the Todd Wehr Center Office first when they are in need of event or meeting room space. The Todd Wehr Center will accept special presentation events associated with a regularly scheduled class. To maintain a facility schedule with priority for student and student events, the Todd Wehr Center does not accept reservations for regularly schedule classes.

   The campus reservationist, located within the Todd Wehr Center Office can assist you in selecting the needed services provided within the TW Center. You may select from a variety of room setups including:

   Lecture/Theatre Style: Use for lectures, guest speakers, performances. Chairs are arranged in rows facing a podium or stage. Usually have a 4 to 5 ft. center aisle.

   Classroom Style: chairs arranged in rows facing a speaker's table or podium.

   Board/Conference Style: Tables are set up to form a solid rectangle with chairs around the perimeter.

   U or T Shapes: These configurations are not suggested for large groups and should be kept under 30 if possible. Chairs are placed on the outside. However, if necessary, with the U-shape, chairs can be placed inside the U.

   Open Square or Rectangle: rectangular tables butted together or open in a hollow square with chairs around the perimeter.

   Banquet/Dinner Style: (when food is served) six-foot round tables are provided. We strongly suggest that you put no more than 8 people at a table when food is being served. Remember if you put buffet tables in the room, it cuts down on the available space for the round tables, so please check with the Todd Wehr Center Manager for the capacity in this instance.

   Receptions: Open space with only food and refreshment tables set up. If desired, small 30" round cocktail tables may be rented for receptions.

   The Todd Wehr Center can also arrange for you, at cost, special event equipment and furnishings from area vendors. Room setup information are requested at the time of your reservation. It is required 14 days prior to the event date.

   Sound reproduction systems, musical and digital media playback, theatrical lighting systems and a trained technical support staff are available in support of approved events within the Todd Wehr Center. Technical Service requirements are requested at the time of our reservation. It is required 14 days prior to the event date.

   Failure to provide proper notice of required services may result in denial of service.

3. Hedberg Library: support services are provided by the media Services Department at av@carthage.edu
4. Tarble Athletic and Recreational Center: and all other associated athletic facilities event support services are available through the Assistant Manager of the TARC at x 6607.
5. Reserving campus grounds for a special event, display or other gathering must be coordinated through the campus reservationist. Limited event setup is available through the campus physical plant department. The Carthage campus is also the Mary Alice Chapin Arboretum. Carthage also contains and the Phil Sanders Audubon Cooperating Audubon Wildlife Sanctuary. We hope that all community members enjoy the beauty of the campus. To protect the landscape and respect the environment we must review all requests for outside event staging in regards to potential damage and the impact to our environment.

Room Setup Guide

Room Setup Guide

	Classroom style: Rows of tables with 2 or 3 chairs at each one, with tables arranged to face the front of the room. Appropriate when the conference is an informational type presentation. The presenters are providing the information, with some dialogue with the audience.
	Theater style: Rows of chairs facing the front of the room, usually divided by center and/or side aisles. Maximizes meeting room space utilization. Theater works well when the audience needs to take minimal notes and/or the presentation is 2 hours or less in length.
	Conference style: Six-foot or eight-foot conference tables clustered in the center of the room to form one solid surface. Chairs are placed around the perimeter of the tables. Small "brainstorming" sessions when the group does not have a designated presenter/leader. They provide plenty of workspace for each person and good communication/visual lines for each participant.
	U-Shape: Six- or eight-foot conference tables placed end to end in the room to form the shape of a U. Chairs are placed around the outside of the U. Small groups that require conversations between the presenter and audience, as well as conversations between the participants.
	Hollow Square: Six- or eight-foot conference tables placed in a rectangular outline with open space in the middle. Chairs are placed around the perimeter of the square. Small "brainstorming" sessions when the group does not have a designated presenter/leader. They provide plenty of workspace for each person and good communication/visual lines for each participant.
	Banquet style: Used for food functions, standard round tables of either 60 or 72 inches in diameter are used to seat 8 to 12 people. 1/2Moon Rounds: Seating around 1/2 of the table so all are facing towards the front with no one’s back to the presenter.
	Chevron or "V" Shape: The chevron arrangement allows discussion among small groups of participants during or immediately after a larger group activity. Chevron creates a more enclosed type of feel for the presenter and audience.
	Herringbone: Appropriate when the meeting is an informational type presentation. The presenter is providing the information, with some dialogue with the audience. Herringbone creates a more enclosed type of feel for the presenter and audience.

Special Event Parking Reservations

All event planners who anticipate attracting off campus attendees or any sizable amount of the general public to attend their event must also reserve parking facilities in support of your event. Parking facility reservations are made with the Security Director at 262 551 5911. The special event parking reservation form may be accessed at http://www.carthage.edu/business/files/specialeventparking.pdf.

Depending on scheduling Event sponsors may be required to arrange parking at an off campus site with guests and event participants shuttles to campus from this off campus location.