Student Organization Manual

Dave Eng
(315) 859-4516
(315) 859-4196 (fax)

AVAILABLE DEPARTMENTAL RESOURCES

Audiovisual Support

  • Sound and/or lighting equipment is available to student organizations that are planning events that have such technical requirements. Often times, the required equipment is detailed on a technical rider provided by the artist who is contracted to perform. With this information in hand, the Student Activities Office can determine how to best meet your needs. Below, please find information which clarifies the services provided by Student Activities and Audiovisual Classroom Services and the type of events and locations they support.
     
  • Tech Crew
    • The Student Activities Tech Crew will support the following:
      • Sound support to open mics, dances, poetry readings, and other non-academic functions.
      • Support for all events held in Beinecke Village and the Tolles Pavilion (with the exception of special events for the President’s Office, C&D, Admissions, and Academic Departments).
      • Service to all student groups in Sadove Student Center, Bundy Hall and Café Opus, depending on the specific equipment needs.
      • General service to all non-academic functions.

         
  • Contacts
    • Tech Crew Contacts can be found on the Student Activities Website located here: http://www.hamilton.edu/college/student_activities/
    • The Student Activities Tech Crew also can provide an overhead projector, slide projector, portable screen, data projector and TV/VCR for events.
    • The Tech Crew Student Managers can provide an assortment of sound equipment for student organization sponsored events. Generally, if sound support is needed for an event, the event organizer must send a representative to the CACC meeting, which precedes the scheduled event (the CACC meeting should precede the event by 72 hours). All technical support must be scheduled at least 72 hours prior to the event. Requests made less than 72 hours prior to an event may not be considered. The earlier you make your needs known to the Student Managers, the better the Tech Crew will be able to fill them.
    • The only facilities with lighting are the Fillius Events Barn (which is located in Beinecke Village) and the Tolles Pavilion. Due to the limited nature of lighting equipment, lighting for events in all other locations must be arranged through a local company. Costs for all rentals will be charged to the sponsoring organization. Please consult with the Student Activities Office for cost estimates and arrangements.

       
  • Audiovisual Classroom Services
    • Audiovisual Classroom Services will support the following:
      • Sound support for most academic lectures held in Wellin Hall, classroom settings, the Fillius Events Barn, and the Chapel. Audiovisual Classroom Services handles special requests for events and should be directed to Audiovisual Services at x4120. Specific sound support needs are discussed at the weekly CACC meeting.
      • Contacts:
        • Marilyn Huntley, Sounds Requirements and Film Screenings. x4120
        • Please Note: Information about Film Showings Public Performance Video Rights. By Law, U.S. Copyright Act Pre-recorded video cassettes and digital video discs available in stores throughout the United States are for home use only. The law requires that organizations and individuals who publicly exhibit video motion pictures and audiovisual works obtain licenses for such public performances. Pre-licensing is, therefore, required and is the responsibility of the sponsoring organization or individual. Please contact Audiovisual Classroom Services with questions pertaining to film licensing. Please contact the Student Activities Office at x4194 or Audiovisual Classroom Services at x4120 for further information.

Check Processing

  • All Student Assembly Reimbursement/Payment Envelopes (including accounts payable and reimbursements) must be received by 4:00PM on Friday in order to be ready the following Friday afternoon. ORIGINAL receipts are needed to validate reimbursement. Please plan accordingly when requesting accounts payable checks, which are checks cut from student organization budgets as payment for services, including artist payments, speaker fees, DJ services, etc. If your event is on a Thursday, your request must be submitted 2 FRIDAYS PRIOR to the event.
  •  Contacts
    • Rosie Ingalls, Accounts Payable Checks, x4320

Campus Activities Coordinating Committee (CACC)

  • The Campus Activities Coordinating Committee (CACC) meets every Tuesday at 3:00PM in Sadove Student Center Room 112 (First Floor). The purpose of CACC is to serve as a resource for event planning on campus. You should plan to attend one week (a minimum of 72 hours) prior to your event, or send a representative.
  • Representatives from these offices will attending the weekly CACC meeting: Student Activities Office, Bon Appetit Catering, Campus Safety, Physical Plant, President’s Office, Audio Visual, Event, Staff, Tech Crew

Security Personnel

  • Full consideration of security requirements should accompany the planning of each event. Crowd control, protective measures, reserved parking, and traffic control are some of the concerns dealt with by the campus safety office. Most security requirements for events are handled through CACC meetings.
  • Contacts:
    • Francis Manfredo, Director of Campus Safety, x4144
    • Wayne Gentile, Mike Jones, and Mike Schwartz Assistant Directors of Campus Safety, x4125
    • Student Event Staff Contacts can be found on the Student Activities Website located here: http://www.hamilton.edu/college/student_activities/
    • Please Note: There are charges for some forms of security services, including Events Staff. See the Director of Student Activities for specific information

Catering and Food Services

Ordering through Bon Appetit Food Service

  • Place your order with Bon Appetit, giving them a complete description of your needs (faxed or emailed requests are preferred). A minimum of 72 hours in advance is required for all events; however, special events may require longer notice. Bon Appetit’s Catering operation is located in Bundy Dining Hall. The phone number is x4985 and you can browse the catering options at http://my.hamilton.edu/college/food_service/
  • When placing a catering order, you are advised to attend the CACC meeting that is no less than 72 hours prior to your event.
  • Upon request, Bon Appetit will deliver and clean-up. Arrangements must be made in advance with Bon Appetit or the Physical Plant for clean-up. (See Physical Plant section on Page 21 for clean-up requirements).
  • Please discuss food arrangements with your organizational advisor or the Student Activities staff.
  • If you are planning a group meal and Bon Appetit is catering, use your equivalencies to reduce the total costs. Types of equivalencies include meal exchanges (when the catered meal is the exact cost of eating in the dining hall) and price off-setting (when the price of a dining hall meal is subtracted from the price of a catered meal)
  • If you are traveling, you may use your equivalencies to obtain some food and drink items for your trip.
  • Add info about order confirmations being faxed to our office for approval.
  • Working with Outside Caterers
    • General Considerations
    • There are times when outside caterers (non-Bon Appetit or Café Opus) are hired to support receptions or special meals for Hamilton College. Certainly the diversity of choice is necessary; however, there are host responsibilities in arranging for these functions, which may not be obvious.
    • All outside caterers must provide proof of liability insurance ($1,000,000 aggregate policy) and NYS Health Department certification. This paperwork must be in the Office of Administrative Services before a caterer can be contracted for service. The host is responsible to determine 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 at the Office of Administrative Services.
    • The host must negotiate the menu and service expectation with the caterer.
    • If the outside caterer requires space, in addition to the event location, the host must make arrangements for this need. This space might include set-up space or pantry/kitchen space. Requests for adjacent rooms for set-up should be reserved through the Events Calendar. If you have questions, please contact the Student Activities Office.
    • Caterers must supply all of their own equipment - glassware, plates, silverware, pots, pans, serving equipment, warming carts, etc. If necessary, an organization may request equipment rental from Bon Appetit.
    • If your organization will be preparing food, a completed Food Waiver must be submitted to the Office of Administrative Services. This form can be requested by calling x4271.
    • The host must make the reservation for the event space.
    • The host will be billed for any additional cleaning or damage to facilities as a result of the event.
  • Alcoholic Beverages
    • It is important to understand the College's Alcohol Policy. Please see Information for Social Hosts for more information https://my.hamilton.edu/college/student_activities/guidelines.html. A hard copy can be obtained from the Student Activities Office.
    • Alcohol cannot be purchased with College funds, unless a third party vendor/licensed caterer is used. Please contact the Student Activities Office for more information about third party vendors.
    • Contacts
    • David Urban, Bon Appetite Catering, x4985
    • Dannelle Parker, Contracting Outside Catering, x4372

Physical Plant

  • The Physical Plant Department can provide a variety of services for student organizations upon request. A MINIMUM OF 48 HOURS advance notice is needed.
  • Plumbers, carpenters, electricians, mechanics, painters, laborers, and custodians are available during work hours or with advance notice for a fee.
  • Construction support: carpentry and painting services
    • The College has prefabricated stage and platform sections that can set-up inside or out of doors. Moving services can be provided for unusual or bulky items. For a reasonable charge, minor renovations, alterations, or construction services can also be provided.
  • Ground Crew support: set-up/take-down and moving service
    • Removal of stage and/or other physical props to a suitable location. This location should be arranged with both the Student Activities Office and the maintenance department.
    • Custodial support: cleaning and janitorial services
      • In all cases, you can anticipate charges for the clean-up of spaces after events. Certain clean-up responsibilities still rest with the sponsor, including these tasks:
      • Remove all garbage bags to the dumpsters where possible, both throughout the event and after its completion. The garbage should be put in dumpsters or, if the dumpsters are full, in a previously arranged location.
      • Move all garbage cans to a suitable location.
      • Clean mud, dirt, or other debris off the walls, windows, doors, etc., of all areas used for the event.
      • Sweep dirt and other debris from the floor. Bag it and place with the other garbage.
      • Any gross spillage or messes on the floor, which cannot be swept, should be cleaned.
      • Clean the walls, ceiling, stall, etc. of the bathrooms.
      • Prepare a list of any damages that occurred in the areas used. Please include the name(s), if possible, of those responsible for the damage, and forward to the Director of Student Activities.

Print Shop

The Print Shop provides copying and printing service to all clubs and organizations, and is located in the basement of Commons Dining Hall. During the school year it is open from 8:30 a.m.-Noon and 1 p.m.-4:30 p.m. Monday through Friday. Visit the Print Shop website at: https://my.hamilton.edu/college/printshop for Print Shop guidelines and the Print Shop Service Request Form.

  • Copying and Printing: A Print Shop Service Request Form must be completed for all copying orders. Forms are available at the Print Shop or online. Orders are done on a first-come, first-serve basis. It is recommended that work be submitted at least 24 hours in advance. Larger job, involving printing and/or handwork (folding, collating and/or binding) require more time. Call ext. 4626 or 4627 for time estimates. In order to process an order, the club or organization account number must be included on the form
  • Basic black and white copy pricing:*
    • $.05 per side for 8.5 x 11 white or color paper
    • $.07 first side and $.05 second side for 8.5 x 14 white or color paper
    • $.09 first side and $.05 second side for 11 x 17 white or color paper
    • *Card stock prices are slightly higher.
  • Color Copy Pricing:
    • $.25 per side for 8.5 x 11 paper
    • $.27 per side for 8.5x14 paper
    • $.30 per side for 11x17 paper
    • *Card stock prices are slightly higher.
  • Typesetting and Design: The Print Shop is happy to assist with poster, flyer, post card, brochure and invitation design and typesetting. Call Yvonne Schick at x4626 for assistance.
  • File Requirements: For copying and printing orders, clean hard copy or electronic files must be provided. Files from common programs are accepted, but PDF files are preferred, as some fonts may not be available on Print Shop computers. Originals may be brought to the Print Shop (hard copy, disc or thumb drive), or sent to printsho@hamilton.edu as an e-mail attachment.
  • Print Shop Staff: Deb Wood, Supervisor; Yvonne Schick, Senior Production Specialist; Matt Fletcher, Press Operator. Ext. 4626 or 4627

Residential Life

  • Every Residential Assistant has a mailbox in the Residential Life office. They are a good resource for advertising your events because each floor has a bulletin board for publicity.
  • Contacts
    • Jean Burke, x4014

Transportation

  • The Student Activities Office manages student organization requests for College vehicles. Only recognized organizations may reserve a van.
  • When your organization considers programs and events off campus, it is helpful to know and understand the following points:
  • Scheduling of College Owned Vehicles
    • Scheduling is handled via the online space reservation form available here: https://r25.hamilton.edu/wv33p/wv3_servlet/urd/run/wv_request.Request
    • When reserving a college van please select “Van Reservation” under “Event Type”
  • Priority and Procedures
    • Three vehicles are available for academic purposes and student activity support.
    • Vehicle availability will be based on a first-come, first-served basis. No person who has reserved a vehicle will be "bumped" or deprived of that vehicle during two weeks prior to the proposed trip except in the event of mechanical difficulties rendering the vehicle unsafe.
  • Driver Eligibility and Charges for College Vehicles
    • A student must be designated an "eligible driver" to drive these vehicles. To drive a van, a student must have a valid driver's license, three years driving experience with no moving violations, view van-safety video and must successfully complete a driving test in a van with a Physical Plant representative.
    • A mileage charge, and the cost of driver time (where applicable), will be assessed for the use of College vehicles. Where appropriate, this charge will be made to the account of the department or organization using the vehicle. The 2010-2011 charge for college vehicles is $0.50 per mile. User is responsible for the cost of any gas purchased during reservation. Any updates to this policy can be found at: https://my.hamilton.edu/college/business_office/index.html
  • Dispatch
    • Vehicles will be released to authorized drivers from the Physical Plant Office on Miller Road in accordance with the proper arrangements. The driver should report to the Physical Plant as close to the requested time as possible. In the evening or on weekends, the reserved vans will be released to the authorized driver by one of the following methods:
    • The driver who wants to drive his/her own car to the Physical Plant Office on Miller Road should first ask the Campus Operator at the Campus Safety Office to arrange for the safety officer to meet the driver with the van keys and the trip/authorization log.
    • Alternately, the driver may go to the Campus Safety Office thirty (30) minutes before the trip’s actual departure and request a ride to the Physical Plant Office. The Campus Safety officer can verify the authorization of the trip and driver, and issue the keys.
    • At the conclusion of the trip, the driver may request a ride from the Campus Safety Officer back to campus. The keys and log should be dropped in the “Drop Box” outside the Physical Plant entrance.
  • Length of Trip / Drive
    • Because driver fatigue is a major cause of automobile accidents, the following general rules apply to all trips:
    • Individual drivers shall limit their driving time to a maximum of 6 hours per day.
    • Groups shall not travel more than 14 hours per day, regardless of the number of drivers available for the trip or in the vehicle.
    • Trips shall not depart from any location nor should driving take place between the hours of 1:00AM and 5:00AM. The jitney is exempted from rule 1c.
    • For a complete list of vehicle policies visit: https://my.hamilton.edu/college/physical_plant/usepolicy.pdf
  • A Note About Traveling
    • When arranging a trip to travel off-campus, please notify Campus Safety and the Dean of Students Office. They should have the following information in order to contact students in the case of an emergency:
    • List of students traveling
    • Destination and Accommodations
    • Contact Information including a phone number.