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Conference Services

External Events

About External Events

Non-profit External Events

Non-profit/non-college events are programs and activities organized by an outside non-profit organization. Non-profit events receive a discounted meeting space rental fee. If audiovisual and/or non-audiovisual equipment and labor is required, standard fees apply. Non-profit events will involve a contractual agreement with the College and are coordinated through the Office of Campus Events and Conferences. 

The following criteria must be met for an event to be eligible for non-profit rates:

  • The Mission is in accordance with and furthered by the activity planned by the non-profit organization. 
  • The outside organization is required to sign a facility usage agreement outlining the terms for use of College venue and is required to provide proof of liability insurance and 501 C3. 
  • The non-profit organization will be invoiced for all charges following the event with payment due in full 30 days from the invoice date. 

Please note: Registered and approved student organizations and college departments may not reserve space for other organizations to provide access to college property or for the purpose of lower rates.

Other External Events

External non-college events are programs and activities organized by individuals, groups, businesses, or organizations not included in the organizational structure of the College. Examples include weddings, receptions, corporate meetings, youth camps, conferences, and more. External events require a contractual agreement, along with proper proof of insurance, and are coordinated through the Office of Campus Events and Conferences. External events will be charged room, AV and non-AV equipment and labor fees based on the rate guide. Applicable catering and dining service charges will also apply. Based on the contractual agreement, a deposit will be required with items based on consumption, as well as other items not previously billed. The event will be invoiced for all charges following the event with payment due in full 30 days from the invoice date.

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 Scheduling Facilities and Rooms

Scheduling priorities are given first to all academic scheduling and student-related programs. Over the summer month’s, priority continues to be provided to summer academic schedules and then to external requests and mission-appropriate events. 

In scheduling a conference-related event that requires the use of campus facilities, consideration will be given to the priority needs of students, faculty, and staff. Over the summer months (June-August), priority is given to the Events Management Office. Consideration will be given to the priority needs of any presidential, academic, and College events. 

Non-profit and external events must be booked by the Office of Campus Events and Conferences to ensure that any fees, insurance requirements, and guest accommodations can be met. 

As some events require special set-up (stages, outside rentals, athletics equipment, etc.) and/or maintenance, the Office of Campus Events and Conferences and the Buildings and Grounds may allocate additional time to allow for set-up and break down of facilities which may also result in additional charges. This is true for internal, non-profit, and external events. 

Payment

Full payment is due on the total rental fees and services/equipment upon execution of the Facility Use Agreement and Event Addendum. This fee is deemed earned when paid and is non-refundable for any reasons other than default by Carthage in not providing the facilities and services as agreed herein, or cancellation of the event up to 48 hours prior to the event date. Non-payment may result in cancellation of the event. 

Payments made by check or money orders shall be made payable to Carthage College. Any additional event charges incurred during the event for security, cleanup, AV requirements, or lost or damaged property will be billed after the event and will be due within 30 days of invoicing. 

Cancelations

The Office of Campus Events and Conferences requires 48-hour cancellation notice (excluding weekends or legal holidays), and a refund of half the total agreed upon in the Event Addendum will be refunded. No refunds shall be made if cancellation is after the 48-hour period or if there is a no show for the event. 

The College reserves the right to substitute and alternative space if deemed necessary to conduct official college business or special programs. 

In extremely rare situations, due to factors beyond the reasonable control of the College (strike, lockout, labor trouble, power failure, riots, insurrections, war, etc.), we reserve the right to cancel a previously scheduled event without penalty. In the event of a weather emergency in which the College is closed, outside catered events and facility reservations may be canceled. The Office of Campus Events and Conferences will contact the primary contact listed on the agreement if an event needs to be canceled or rescheduled. 

Please contact Sodexo catering for specifics regarding their cancellation policies. 

Special Event Parking

Reserving a facility does not guarantee any parking assets for your guests on campus. Arrangement for all special event parking must be made with the Office of Public Safety three weeks prior to the scheduled event. This timing will allow the event sponsor adequate time to disseminate information to the event guests and participants.  

Parking resources on campus are limited. Failure to register your event and secure parking assets with the Office of Public Safety may result in no parking availability. Event sponsors must inform their guests what parking assets are being made available for their use and where they are located. Public Safety officers may be stationed during certain events and will direct guests where to park. Additional Public Safety officers may be an extra expense incurred for the event, depending on how many guests will be in attendance. 

Guest and visitor parking available for events is limited during the academic year. Event sponsors may wish to arrange for shuttles during the event. Coordination of shuttles, the use of campus fleet vehicles, and obtaining authorized drivers should be discussed with the Office of Campus Events and Conferences. Within reason, Public Safety will allow for drop-offs in front of the building that the event is scheduled. Depending on scheduling, event parking may be required at an off-campus site where guests and event participants are shuttled to campus from this off-campus location. 

Event Restrictions

All events must be scheduled in accordance with a list of restrictions, within reasonable boundaries of discretion, which include:

  • The College maintains an exclusive catering contract with Sodexo Dining Services. All food services, whether sold or provided gratis as part of the event, must be provided by or with the consent of Sodexo Dining Services. 
  • Requests to serve alcohol must be reviewed and approved by the Office of Campus Events and Conferences. No alcoholic beverages may be brought in or carried out of any event at the College. No event will serve students alcohol. Exceptions may require the approval of the President’s Office. The College reserves the right to limit the amount of alcohol served and to restrict locations and time when alcohol may be served in association with approved events. 
  • All College facilities are tobacco-free. Smoking is not permitted inside or within 20 feet of any College building. 
  • Rooms must be left in the same condition at the end of the event as when the event began, with the exception of general cleanup. 
  • Decorations must be approved in advance by the Office of Campus Events and Conferences. The use of nails, thumbtacks, tape, etc. on the walls is prohibited. Decorations must be removed immediately after an event. 
  • Candles, torches, or other sources of open flame are not permitted in any College facility. Candles completely enclosed in a protective, non-flammable enclosure may be used upon request. 
  • No animals are allowed inside College facilities with the exceptions of certified guide/service animals, animals part of a special event presentation or entertainment, or as part of a laboratory colony of authorized lab use. 
  • No alternations may be made to College property unless otherwise authorized by the Office of Campus Events and Conferences and listed within the Facilities Usage Agreement and Event Addendum. 
  • Scheduled users of the facilities reserved may not be sublet or reassign College property or facilities. 
  • Events may not allow attendance to exceed facility maximum capacities. Fire exits must remain unlocked and exit egress respected at all times. The College reserves the right to stop facility use and terminate all services if an event designee and/or event participants ignore such fire safety regulations. 
  • All events must comply with appropriate state, fire, and safety codes. Fire alarm 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 or obscure them from view.  
  • Users of reserved facilities will be responsible for any loss or damage to facilities and property. 
  • Bicycles, inline skates, skateboards, scooters, motor vehicles, or other modes of mechanical transportation, not associated with an accommodation for an ambulatory impairment, are not allowed inside College facilities. 

Security Guidelines for External Events

General Events

  • Events with 75 or fewer people with no alcohol present would not require supplemental security. Public Safety may visit the event as part of their normal campus rounds. A designated point of contact should be given to the director of Public Safety. 
  • Events with 76-150 people with no alcohol present require one special duty officer. Any costs for the assigned officer(s) are assumed by the sponsoring external organization(s). 
  • Events with 151-300 people with no alcohol present require two or more special duty officers. Any costs for the assigned officers are assumed by the sponsoring external organization(s). 

Events with alcohol

Any event involving alcohol will have to be provided through a local licensed bar service at the expense of the sponsoring external organization(s). This will also require consultation with the Office of Campus Events and Conferences.

  • Events with 75 or fewer people with alcohol present will not require supplemental security. Public Safety may visit the event as part of their normal campus rounds. A designated point of contact should be given to the director of Public Safety.
  • Events with 75 or more people typically require one or more special duty officers. Any costs for the assigned officers are assumed by the sponsoring external organization(s).

Changes to Policy and Failure to Comply

All policies and guidelines presented here are subject to review and change without notice. Facilities and service fees will be reviewed on an annual basis to assess and establish fair and reasonable costs for all internal, sponsored, and external charges. 

Failure to comply may result in the assessment of charges to recover the costs of services scheduled and/or performed, the suspension or revocation of scheduling privileges, and/or the closing of an event requiring restitution for expenses or damages. 

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