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

(Per allowable activities under MI COVID Safe Start Plan Phase Regulations)

Meeting Parameters Service Level Provided

Table Setup in hallways, lobbies, Johnny’s, etc.

Self-setup. Building services 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 one week 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 Building Services.

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 should be provided with Calvin University funds.

Calvin staff events (i.e. HR/Provost sponsored events, department “parties”)

Food allowable as budgeted funds are available. Consider most affordable on/off campus option.

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.

 

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