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.