Student group policies, activities, and events are overseen by campus leadership and activities. Through event registration and the formal recognition of student groups, Hampshire College encourages students to design and implement programs that enrich and are consistent with the educational mission of the College. The name “Hampshire College” and all abbreviations are the property of the Trustees of Hampshire College and may not be used to imply, either directly or indirectly, the College’s endorsement, support, favor, association with, or opposition to an organization, product, or service without permission of the College. The assistant dean of students for campus leadership and activities, as well as the dean of students office or designee, may deny recognition, or cancel events or activities that violate any of these criteria.
Hosting/Registering an Event or Program
All events have an impact on the image and reputation of Hampshire College. Therefore, event organizers have the responsibility to ensure that their events reflect the core values of the institution: responsibility, community, and well-being. The event registration process is designed to provide assistance to event organizers and student group representatives in navigating the various steps necessary to host an event on campus. This includes providing support with reserving facilities, complying with applicable campus policies and procedures, and ensuring adequate program planning. The policy covers the following events hosted on campus:
- Events funded by student activities fee (funded or sponsored by FundCom or student groups)
- Events in public spaces
- Conferences (see more guidelines below) and workshops
- Events with an anticipated audience of 15 or more
- Events held outdoors
- Events involving alcohol
For general event planning guidelines visit leadership.hampshire.edu.
Looking for information about how to host events in the residences? Visit the residence life social events section for more information.
Large Events, Conferences, and Multiday Events
Events with an expected attendance of more than 200 individuals require consideration beyond the two-week event-registration requirement. Campus leadership and activities will work in conjunction with student organizers in an attempt to accommodate large events. However, because each event may require unique considerations, each must be evaluated on a case-by-case basis.
Hosting Conferences or Multiday Events
Students who want to hold a conference or multiday event on campus must do so in conjunction with campus leadership and activities. Planning must begin at least four months in advance of the conference or multiday event. Conference planning requires a large amount of preparation and logistics. Considerations need to include: funding, event budget, time of year, location, security, contracting with outside vendors/speakers, expected attendance of on- and off-campus individuals, parking and traffic, food, lodging, setup, technical needs, conflicts, advertising, and guest registration.
Campus leadership and activities has guidelines that student organizers need to follow when planning a conference or multiday event. Due to availability of campus resources, students and student groups are allowed to host only one conference or multiday event a year. For information about additional requirements and planning procedures, please visit campus leadership and activities.
Additional Event Planning Regulations
- Alcoholic beverages are allowed only by special permit (see the Alcohol Policy).
- All campus events have a 10 p.m. curfew Sunday through Thursday and a 1:00 a.m. curfew on Friday and Saturday. Quiet hours begin 11 p.m. (Sunday–Thursday) and 2 a.m. (Friday–Saturday).
- All trash and recycling must be collected and placed in the appropriate barrels.
- At no time may doors, ﬁre exits, elevators, hallways, or foot trafﬁc be blocked. All events must observe ﬁre and accessibility codes.
- Advertising for events is permitted only once the event has been approved by campus leadership and activities. This includes online advertising in social media as well as postering, tabling, chalking, and mailbox stufﬁng.
- Posters are permitted only on bulletin boards not designated for speciﬁc departments or centers. Students are encouraged to use the bulletin boards under the walkway along the west wall of Franklin Patterson Hall and the north wall of the Johnson Library, underneath the bridge. Posters placed anywhere but upon designated bulletin boards will be removed with no regard to content.
- Chalking is permitted on any outside ground surface that is exposed to the elements (can be rained or snowed upon) so removal does not require the attention of facilities and grounds staff. Chalking is prohibited inside campus buildings and outside on non-ground surfaces including, but not limited to, walls and windows of campus buildings, signs, trees, poles, and other structures.
- Events cannot take place prior to the first day of classes (orientation period), beyond one week after classes end (graduation period), or at the discretion of the assistant dean of students for campus leadership and activities. Only events sponsored or approved by the Hype Committee can be scheduled during the dates of Hampshire Halloween and Spring Jam. Campus leadership and activities in conjunction with campus police and event services may limit at any time the number of registered student events per day or weekend. Events hosted within the residence areas is up to the discretion of the associate dean of students for residence life.
- Student groups are required to obtain authorization from the assistant dean of students for campus leadership and activities for any event where money is exchanged (including fundraising activities). Campus leadership and activities, working with the controllers office, must have reviewed and approved the student groups cash handling procedures prior to the event.
- Any performer at an event sponsored by a student group or using SAF funding must complete and sign a Hampshire College contract. All contracts must be authorized by campus leadership and activities. Students are prohibited from signing any contracts or making verbal and/or written commitments to outside agencies, as it makes them personally liable for fulfilling the terms of the contract should a problem arise.
The dining commons, Red Barn, main, west, and east lecture halls in Franklin Patterson Hall, the Merrill and Dakin living rooms, and most academic and other campus spaces may be reserved through the Event Services and Summer Programs Office. The library gallery may be reserved through the gallery coordinator, 413.559.5622.
Any reservations of space for student events made with event services and summer programs will be considered tentative until the event registration form (ERF) is approved by campus leadership and activities. If an ERF has not been approved, tentative bookings will be canceled two-weeks prior to an event without notice. Food and beverages are allowed only in certain spaces; when making reservations, refreshments must be noted. Sensitivity to neighboring classes, offices, meetings, and functions should be exercised. All campus events have a 10 p.m. curfew Sunday through Thursday and a 1:00 a.m. curfew on Friday and Saturday.