Hosting Major Student-Sponsored Events

Are you a student hoping to host a concert, festival or other large scale event on campus and is the date you are hoping for at least two weeks from now? Great! Here are a few things to consider before moving forward:

The principal goal of a major student-sponsored event should be to enhance campus life. Events should focus on the greater campus community and not be used exclusively as an opportunity to showcase talent, e.g. promote a band.

A major student-sponsored event is an event that requires amplified sound, expects more than 40 people in attendance* and/or is requesting to serve registered alcohol.** Past events that fit these criteria include: Groove at the Grove, Reggae Festival, Kohoutek Music and Arts Festival, Rockabilly Festival, SAC Birthday, various weekend night band concerts on the Mounds and DJ shows in the GSC.

Hosting an event is a significant privilege and responsibility. Only students in good academic and social standing with the College are permitted to host events. Students who are struggling academically or who have made poor decisions regarding their behavior on campus are encouraged to address these issues before requesting to host an event.

Any request for registered alcohol will be reviewed separatly from the general event proposal. Serving alcohol comes with additional monetary costs for your club—you will need to cover the wages for servers and Campus Safety officers. Your club can expect to allocate $85 per hour if permission is granted to serve alcohol at your event.

The institutional resources provided by the Office of Student Affairs (OSA) to support events are exclusively for students working in collaboration with one or more Pitzer club. If you are an individual wishing to start a new event, please connect with a club before proceeding. Collaboration will foster greater support and additional human resources. At this time, OSA’s resources are not available to support faculty or staff events. Audio Visual Services and the Facilities Department are the main resources for faculty and staff events.

If you have considered the above and still would like to host a major student-sponsored event, please contact Drew Herbert, Student Involvement Coordinator, to schedule an initial meeting. He will happily help guide you through the entire process. Please note that your initial meeting as well as submitting the event registration form must take place at least two weeks before you intend to host the event. However, you will want to meet with Drew much earlier than the two week minimum.

When you meet with Drew, come with a good sense of the event you are hoping to host, what date(s) are suitable (you may need to be flexible) and where you would like event to take place (it does not need to be reserved before you meet with Drew). From there, you and he will formulate a plan to see that your event enhances campus life in the way that you envisioned.

*Exceptions include movie screenings, lectures and club meetings.

**The only permissible alcohol in public spaces on campus (i.e. outside of residence hall student rooms) is that which has been approved by the Office of Student Affairs. Unregistered alcohol is not premitted outside of individual residential rooms.