Hamilton College - Student Activities - Information for Social Hosts

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Skip Section Navigation Campus Life Home Recycling Program HamTrek Jitney Schedule Orientation Orientation Information and Schedule Resources Student Activities Home Campus Events Campus Venue Details Student Assembly Student Organization Manual Student Organization Registration List of all Organizations Student Activities Jobs Information for Social Hosts and Social Chairs Contact Information Student Activities Office 315-859-4194 315-859-4196 (fax)
	Information for Social Hosts and Chairs 2007-08 Reserving a Space For reservation of a social space, come in person to the Student Activities Office in the Bristol Center. Complete and submit a reservation form. If alcohol is to be served, complete and submit a Social Host Responsibility Form (SHRF).at which the attendance is expected Events to be greater than 100 require a minimum of three working days notice and attendance at a meeting of the Campus Activities Coordinating Committee (CACC) on the Tuesday prior to the program. CACC meets every Tuesday at 3PM in the Penney Room, Bristol Center. Events at which the attendance will not exceed 100 guests require a minimum 48 hours notice. CACC attendance is recommended, but not required. Facility Usage After 4pm on the day of the event, come in person to the Student Activities Office in the Bristol Center and pick up the clipboard and key to the facility. Each facility will have its own clipboard on which the following material will secured: a copy of the approved reservation form; a copy (if applicable) of the approved SHRF; a set of guidelines for usage and cleaning of the space; a list of emergency procedures and contacts; the key to the facility and the sound system; and your approved number of bracelets. Return the clipboard to the Student Activities Office in Bristol Center no later than 11AM on the day following the event, including Friday and Saturday night programming, so that it may be prepared for the next reservation. Events at which alcohol is to be served must be programmed in accordance with the Hamilton College Alcohol Policy and the Policy for Student-Sponsored Social Events With Alcohol as they appear in the student handbook. Hamilton College Policy for Student-Sponsored Social Events With Alcohol/Social Host Responsibility Form Alcohol may only be served in ELS Basement, Bundy, the Bristol Hub, and Annex A and B. For a description of each venue, visit the list of Campus Venues. 1 keg of beer is equivalent to 24 liters of wine FAQ How long can my party be and how late can I serve?* The serving of alcohol must be limited to a 4 hour time block, and it must end by 2am. You may reserve certain spaces past 2am, but you CANNOT serve alcohol past that time. What is a CACC meeting? Every Tuesday at 3pm representatives from Student Activities, Campus Safety, A/V and Tech Crew, Student Event Staff, Physical Plant, the Master Calendar and Food Service get together to discuss the week's upcoming events. ANY questions or requests you have for your event can and will be addressed at this meeting. (i.e. Do you need tables? Do you need sound support? Do you need additional security? Do you need staging or lighting?)You are required to attend this meeting if you expect more than 100 people at your event. Not sure what's available in a facility? Come to a CACC meeting. When is my Social Host form due? Consult the chart above. However, a good, consistent rule of thumb is 48 hours before your event. If your party is Saturday, the form is due by 4pm on Thursday….if your party is Friday, your form is due by 4pm on Wednesday. NO EXCEPTIONS. Can you provide the stuff my band needs? COME TO A CACC MEETING. Generally, if you have contracted the services of a band to play at your event you must confirm the amount of power the band will require to support their sound and lighting equipment. If the band requires a power supply of more than 110 volts, you will need to arrange for a College electrician to assist with the power requirements. Terry Hawkridge at the Physical Plant must receive a request for a College electrician no less than 48 hours prior to the scheduled event. We CANNOT provide technical support down in Bundy or in the Hub. Staging is available in Bundy, but our Tech Crew cannot provide additional equipment. Please plan to use the Annex for events which require sound support Working with Outside Caterers / 3rd Party Vendors Outside caterers or 3rd Party Vendors are REQUIRED for events over 250 people. Some requirements for outside caterers: All outside caterers must provide proof of liability insurance ($1,000,000 aggregate policy) and NYS Health Department certification. This paperwork must be on file in the Office of Auxiliary and Contract Services before a caterer can be contracted for service. The host is responsible for determining whether that paperwork is in place. If the paperwork is not in place, it is the host's responsibility to get copies of it and file it with the Office of Student Activities. All outside caterers must possess a temporary beer and wine license. There is a 15 working-day waiting period for the paperwork, so please plan accordingly! Frequently used caterer: The Rusty Rail Corey Alter 315-761-8263 ~$5.50 per person at the door plus a flat fee + tax for 2 taps (this price includes security, kegurators, keg operators and beverage) Important Information Regarding Ticket Sales for a Student-Sponsored Social Event With Alcohol When an organization, group, or individual is sponsoring an event at which beer and/or wine will be served – and if guest cannot attend the event without purchasing a ticket – then a temporary beer/wine permit is necessary. The sponsoring organization, group, or individual must apply for the permit 15 days prior to the scheduled event. The fee for a beer/wine permit is $25. To obtain an application from the State Liquor Authority, call 518.474.7604. YOU MAY NOT SELL TICKETS TO AN EVENT OR CHARGE ADMISSION UNLESS YOU HAVE A TEMPORARY BEER AND WINE LICENSE OR HAVE HIRED A 3RD PARTY CATERER. Full Annex and Bundy Parties Parties with 250 guests require at least two social hosts. For parties with an expected attendance greater than 250, a graduated system of social hosting will be employed. For every additional 50 guests, 1 additional social host will be required. For example: 250 guests = 2 Social Hosts 300 guests = 3 Social Hosts 350 guests = 4 Social Hosts 400 guests = 5 Social Hosts 450 guests = 6 Social Hosts 500 guests = 7 Social Hosts 550 guests = 8 Social Hosts In addition, and hourly door and bar schedule must provided and approved by the Director of Student Activities prior to the event.	PRINTABLE FORMS (PDF) Student Organization Manual Constitution Template EMPLOYMENT Interested in working for the Student Activities Office? Download an application (Adobe Reader required).
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