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.
|
| 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. |