Campus Event Parameters

Guidelines and expectations for staff, faculty and students making plans for on-campus meetings.

Event Services assistance

Meeting Parameters	Service Level Provided
Full day or multi-day events	Self-service room reservations (may request training through Event Services). Confirmation of reservation requires final ES approval.
Events in rooms	Self-service room reservations (may request training through Event Services). Confirmation of reservation requires final ES approval.
Conference type events (multiple rooms/days)	Should utilize an event planner.
Prince Conference Center events	Event Services authorization and event planner required.

Facilities set-up

Meeting Parameters	Service Level Provided
Table Setup in hallways, lobbies, Johnny’s, etc.	Self-setup. Facilities can provide information on where items can be picked up.
Academic Meetings/ Events of less than 40, university staff	Self-setup. Rooms should be returned to their original set-up, as you found it. When setting up a room, do not create an obstruction to exits. Upon reservation, staff should consider rooms that require minimal set-up for group size.
Academic Meetings of > 40 people	Set-up may be requested but should be scheduled at least two weeks in advance.
Prince Conference Center	Set-up completed in-house by PCC staff per Event Services reservation.
Conferences on Campus	Set-up will be coordinated between Event Services and Facilities.
Athletic Events	Game Day Staff when applicable; Upper bowl of bleachers remains closed unless bottom bowl is sold-out.

Technology assistance

Meeting Parameters	Service Level Provided
Calvin staff or faculty	Contact Help Desk for assistance or for pre-event training. May utilize Audio Visual services for deliveries of items that might not normally be located in the space ONLY if pick-up is not available.
Athletic and Performance Spaces	Internal performance events: Chapel, Recital Hall, CFAC Auditorium, Gezon, and VN Arena require technical assistance
Calvin sponsored for external audiences	Technology assistance, setup, configuration or staffing needs to be agreed upon with Event Services

Catering provisions

If Calvin catering services are being utilized, please be sure to book your room prior to contacting catering.

Meeting Parameters	Service Level Provided
Calvin meetings, university personnel	No food (internal or external) should be provided with Calvin University funds.
Calvin staff events (i.e. HR/Provost sponsored events, department “parties”)	No food (internal or external) should be provided with Calvin University funds.
Student Events	Food allowable as budgeted funds are available. Consider most affordable on/off campus option.
Recruitment Events, < 20 people	Plated meals available through catering
Recruitment Events, > 20 people	Plated meals or buffet available through catering (PLEASE NOTE: Health concerns should be carefully considered prior to scheduling a buffet)
Donor Events, < 20 people	Plated meals available through catering
Donor Events, > 20 people	Plated meals or buffet available through catering or an affordable off-campus option. (PLEASE NOTE: Health concerns should be carefully considered prior to scheduling a buffet)
Meeting with External Constituents	Consider carefully whether food is truly necessary. If so, consider most affordable on/off campus option. Consultants will often consider providing food as a part of their contract costs with Calvin. Should clarify whether consultants can/will pay for food.

Make a Reservation

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