Events Resources & Policies

Catering/Food
If your event requires catering there are two on-campus options, the Grove House, x73654 or x777111, or Bon Appetit Catering, x79309.

Equipment
A range of equipment is available depending on your event needs.

• A small PA/sound system and portable lighting system.
  GSC Service Desk x73900.
• Audio/Visual equipment such as slide projectors, VCR/TV, movie projectors. A/V Department x72638.
• Tables, chair, podium. Campus Facilities Office x72226.
• Cleaning supplies. Residence Hall Service Desks, Event Staff, Campus Facilities & Maintenance x72226.
• Any other special electric need contact Chris Freeberg at x18376, well in advance.

Event Registration
Any event with 35 or more people and all events at which alcohol is present, must be registered with the Student Affairs Office. The registration form is available from the Gold Student Center or any Hall Director. Events in residence halls of 35 people or less must be registered at least seven (7) days prior to the event, in order to allow for effective planning. If your event is in a residence hall, register it with the Hall Director. If your event is elsewhere, register it with the Assistant Dean of Students, Loy Nashua, x77170. Registration of your event is an important requirement, so that the best arrangements and relevant notifications can be made. For guidelines of events with alcohol, please refer to the Alcohol and Drug Policy in the Student Handbook.

Funding
You have a variety of funding sources available for your event, all of which have their particular processes, deadlines, and requirements. Use the generic budget sheet available from PAct Programming Board to organize and detail your needs, then be sure you submit your request well before your event; you may be asked to return with more information.

Be aware that NO:

• Funding source grant money after an event;
• College moneys may be used to purchase alcohol or other drugs;
• Personal expenses, exclusive events, and for-personal-profit ventures will not be funded.

Most funding is processed as a reimbursement to you, so KEEP YOUR ORIGINAL RECEIPTS for your reimbursement. Performances (musicians, poets, etc.) MUST be paid with a contract, which is available from the Service Desk at the Gold Student Center; do not pay them out of your pocket, or you will be paying the taxes, etc. Student Senate does not fund one-time events, but they will hear requests for operating funds for student organizations. Contact the Senate Chair for further information.

Possible Funding Sources and Example Event:

Activities Board (PAct)
i.e. social, cultural, one-time open events

Residence Hall Assns.
i.e. events in/for residence halls

Pitzer Outdoor Adventures
i.e. camping, outdoor trips

Women’s Center
i.e. gender issues events

Grove House Committee
i.e. Grove House events

Research and Awards Committee
i.e. academic project equipment, expenses

Without A Box
i.e. student performing and creative arts

5-College Organizations
i.e. various special interest events – contact the ASPC Office at Edmunds Union, x72268

Campus Life Committee
i.e. programs promoting co-curricular education

Posting Publicity Guidelines

• Posters and flyers are to be approved by the Director of the Gold Student Center or her/his designee, for posting in advance of the event.
• All flyers must be dropped off at the Gold Student Center Service Desk for review and stamping. This process may take up to three days.
• The name and phone number of the person leaving the flyer must be on the back of the flyer (first one).
• Recommended number for the campus is 25 flyers for events and meetings open to Pitzer staff and students. Drop them off at the Gold Center Service Desk at least a week before your function.
• The Pitzer Mail Room, as a matter of policy, will NOT stuff all student boxes without prior approval by the appropriate office of any senior staff member (President, Dean of Faculty, Student Affairs, Admissions, Advancement, Treasurer, or the Convenor of Students.)
• Gold Student Center staff will post and later remove your flyer. Please refrain from posting flyers yourself. Flyers will be placed where appropriate, with a maximum of one per bulletin board. (In any case, do not post flyers over others and post only on open, non-designated/labeled bulletin boards. If this guideline is not observed, staff members have been instructed to REMOVE ALL of that flyer from the Pitzer campus.)
• Flyers must state the name(s) of the sponsoring organizations/people, and be dated (either with the event date, or the date the flyer was created). The Pitzer Dean of Students reserves the right to limit or stop distribution of publicity deemed offensive.
• Flyers for reasons other than event or meeting publicity (e.g. housing available, services or goods available from Claremont Colleges' people, etc.) are subject to the above: recommended number of flyers is five (5).
• Commercial offers and other solicitation from non-Claremont Colleges’ sources is explicitly prohibited.
• Post only on bulletin boards. Do not post on glass or painted surfaces; the glass at Pitzer has a film covering to prevent shattering during earthquakes, which is damaged when tape is applied.
• Staples, thumb tacks, or masking tape are recommended: do not use duct tape or scotch tape.
• Banners or other kinds of advertising must be cleared for placement and can be produced through arrangements at the Gold Center Service Desk.
• Remove your printed publicity immediately after your event, and recycle!
• Any people or group consistently abusing these policies and procedures will no longer be permitted to advertise at Pitzer College.
• Chalking of campus walkways, etc. is not permitted. Exceptions may be arranged with the Dean of Students.

Publicity
There are many ways to publicize your event besides the usual flyer. You can use word-of-mouth, banners, Pitzer Press and other media, table tents, message board, etc. Be creative, but please observe the posting guidelines at Pitzer and the other colleges, which were developed to provide effective publicity, while using a minimum of natural resources. When creating your publicity, keep in mind the diversity of people, cultures, and beliefs at Pitzer College. If you have any questions, feel free to contact any member of the Student Affairs staff for assistance.

Room/Space Reservation
Any event at Pitzer College must be sponsored by a registered student organization, faculty, or administrative staff member. On campus room/space reservation is now on-line. To make scheduling and event planning more convenient, services such as room setups, custodial support, opening/lockup, and basic audio-visual services can be arranged through the on-line reservation form. Please submit your request two weeks in advance.

The following rooms/spaces cannot be reserved through the on-line system:

• Anthro Lab - Not available for scheduling
• Arboretum - scheduled by Arboretum Manager
• Grove House - Scheduled by the Grove House Committee
• Residence Halls - Scheduled by Hall Directors
• Film/Video Labs - Scheduled by the Director of Media Studies
• Psychology Labs - Scheduled by the Psychology Field Group
• Computer Labs - Scheduled by the Lab Manager

Staffing
The Pitzer Student Event Staff will help at student events, with such tasks as monitoring, set-up and clean-up, beverage/refreshment serving, door operations, etc. Their services are free if no admission is charged, or they are available at nominal charge for events where admission is charged. Contact the GSC Service Desk, ext. 73900.

Campus Safety is required for all events with more than 100 in attendance at which alcohol is present, and at any event with more than 100 in attendance. Contact Chris Freeberg, x18376, well in advance (2 weeks) of your event to reserve Campus Security.

Transportation
The Pitzer vans (7-passenger minivans) are available by e-mailing your request to: Vans@Pitzer.edu,. You will need to provide an account number or deposit at the time of your request; the charge is $.40/mile plus driver costs.