Q: What steps need to be taken to run an event for an academic purpose outside of class?
- Reserving a space. The first step is to reserve a room or facility for your event. In some cases (as described below), this could be as early as four weeks before the event is to occur. All facility requests must be submitted through the event registration form. Be sure to specify the event's academic nature in the description, as academic and curricular activities receive the highest priority for space. Note: a registration request does not confirm your event, this step begins the process of requesting space to host a faculty event at CMC. This form will also ask for an estimated attendance, whether or not this event is CMC only or open to the public, and whether or not an external speaker is involved.
- Notification of the Dean of Faculty. If the event involves an outside speaker, a large audience, or guests from outside CMC, then for planning purposes, the Dean of the Faculty’s Office must be notified at least 4 weeks before the event is to occur.
- Security. For a high profile outside speaker, the faculty member will work with the Office of Public Safety to determine the necessary security measures for your event. Security needs are determined by the Executive Director of Public Safety & Emergency Management during the planning phase. The security plan and associated costs, as well as additional costs related to facilities beyond the baseline level of services the college provides to events, are the responsibility of the event host (your department, institute, or center).
- Funding. If not already arranged, then once the facility and security logistics are in place, the funding for the speaker needs to be secured.
- Contracts. If the speaker is receiving a fee, then a contract is typically drawn up. Once the facility, security logistics are in place, and the funding is secured the speaker contract can be signed by the Dean of the Faculty's Office. As a faculty member, you are not authorized to sign this agreement yourself—doing so could result in you becoming personally financial responsible for the contracted amount.
- Announcement. Once the previous steps have been taken, the event can be announced to prospective attendees.
The next questions go into more detail about each of these steps.
Q: How far in advance do I need to book a facility?
A: The policy encourages submitting your request with sufficient lead time. The general event registration form recommends submitting your request no later than two weeks before your proposed event date. This ensures adequate time for necessary preparation, such as setup, A/V configuration, and potential insurance verification. However, if the event involves an outside speaker, a large audience, or guests from outside CMC, please submit your request no later than four weeks before your proposed event.
Q: Who is responsible for security arrangements and costs for my event, especially for high-profile speakers?
A: Faculty must work with the Office of Public Safety to determine the necessary security measures for your event based on factors like the expected number of attendees, the nature of the event, whether an external speaker is involved, and any available history of this event either at CMC or other locations.
If additional security guards, law enforcement officers, fencing, or emergency support services are required (determined at the discretion of the Executive Director of Public Safety & Emergency Management) or if additional costs related to facilities beyond the baseline level of services the college provides to events are required (determined at the discretion of the Assistant Vice President of Facilities and Campus Services), the payment for these services is the responsibility of the event host (your department, institute, or center).
Q: Are external speakers permitted to bring their own personal security details to campus?
A: Yes, the college's event planning process explicitly considers "whether any external speaker/performer is coming (and whether they bring personal security details to the activity). Coordination with the Office of Public Safety is essential for safety planning, but speakers may have their own security present. The Executive Director of Public Safety & Emergency Management will review the speaker's security protocols and may require additional college-provided security, with the additional costs to be borne by the event host (your department, institute, or center).
Q: Who is authorized to sign speaker contracts or vendor agreements for my faculty-sponsored event?
A: For faculty- or department-led events, contracts must be reviewed and signed by the Vice President for Academic Affairs/Dean of the Faculty. You must submit your proposed agreement to the Dean of the Faculty’s Office for review and signature well in advance of the event.
Q: Do I need to book a facility and finalize logistics before I officially confirm a speaker or announce the event to the public?
A: Yes, you must have all logistics confirmed and approved before finalizing your speaker agreement or promoting the event. Failure to follow this order may result in the cancellation of your event if a facility is unavailable, security requirements cannot be met, or the contract is non-compliant.
Q: What defines a "third-party" event?
A: A third party includes individuals/organizations unaffiliated with The Claremont Colleges, or affiliated members using facilities for non-official personal use or events where proceeds do not stay in a College account. These events require management through the Office of Events, a contract, and insurance.
Q: What is the catering policy?
A: Bon Appetit is the exclusive caterer. External vendors may only be used with approval from the Office of Events if Bon Appetit is unavailable or declines service. Small, informal gatherings (under 50 people/under $500 value) using pre-packaged food are an exception.
Q: Where can I find more information on policies regarding free expression and demonstrations related to my event?
A: The College has several policies that protect peaceful assembly and expression while also prohibiting interference with college operations. You can find detailed information on the Freedom of Expression/Assembly and Demonstrations on Campus Grounds Policy page. The college reserves the right to set "event-specific time, place and manner" expectations to ensure safety and order.
Q: Is there a specific form or process for reserving the Marian Miner Cook Athenaeum for a class meal?
A: Faculty may book one meal function at no cost per class, per semester. This may include lunch, dinner, dessert, or reception. For larger classes, this can be broken into two free functions. NOTE: Guest list shall include only students enrolled in the class, the faculty instructor, and one additional non-student guest. To make a reservation, please use the class meal request form.
Q: Is there a specific form or process for reserving the Marian Miner Cook Athenaeum for a general room?
A: Faculty may book functions for academic and administrative departments. Depending on the function being planned, there will be a charge per guest. For standard lunches, the charge is $22.00 per person; for standard dinners the charge is $25.00; for standard tea-time receptions, the charge is $7.50 per person. To make a reservation, please use the general room request form.
Q: How do I recommend a speaker at the Marian Miner Cook Athenaeum?
A: To make a recommendation, please use the speaker suggestion form.
For a complete review of all policies and access to additional forms, please consult the official Facility Use and Reservation Request Policy - Claremont McKenna College.