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Policy Guidelines
for Scheduling Events
GENERAL INFORMATION
- All events must be in keeping
with the educational mission of the College and must uphold
the high standard and values of the institution.
- Segregation and discrimination
of all forms is prohibited.
- Where alcohol is served,
both College alcohol policies and New York State laws must
be observed. For further information, contact the Student
Leadership Activities Office or refer to the Skidmore Student
Handbook.
- Program sponsors are held
responsible for damages to or loss of College property resulting
from a scheduled event. General closing time for most facilities
is 1:30 a.m.
- All fund-raising activities
must be scheduled through the Leadership Activities Office
and must be sponsored by a Skidmore College student club,
organization, residence hall or an academic/administrative
department.
I. Your event must not take
place on the same evenings as other major events. More
information.
II. For information on events
already scheduled, please check Skidmore's
E-Calendar or
Astra Web.
III. Special Weekends/Theme
Programs. More information.
IV. Theme "weeks" and "months".
More information.
I.
College policy dictates that there will be no more
than one major event each evening Monday through Thursday.
It is expected that every effort will be made to avoid scheduling
events against All-College Convocations, Annual Named Lecture
Series, or major events. For practical purposes, a major event
may be defined as an event that is aimed at an all-College
audience or that involves payment of an honorarium of $1,000
or more.
III.
Weekends that are theme-related shall be designated "Special
Weekends" and shall be coordinated by the appropriate sponsoring
club, organization or department. Examples of such weekends
include First-Year Orientation Weekend, Oktoberfest, Family
Weekend, Ring Weekend, Winter Carnival, and Spring Fling. The
coordinating sponsoring group shall determine the Special Weekend
logo and major events for that weekend. Event proposals from
other groups may be submitted to the coordinating group for
consideration. Other "special weekends" may be organized, other
than the traditional annual Special Weekends, on a year-to-year
basis, providing that appropriate weekend dates are available,
and do not encroach upon regular cocurricular programming expectations
of the many clubs and organizations at the College.
IV.
(Hispanic Heritage Celebration, Native American Celebration,
Multicultural Celebration, Black History Celebration, Women's
Festival, Asian American Celebration, Environmental Awareness)
may be noted on the cocurricular calendar and may be recognized
as such in an effort to raise community awareness. The appropriate
sponsoring group(s) may reserve one "special weekend" attached
to the theme week, or within the theme month; (2) weekday evenings
(Monday-Thursday) for theme-related programs during a theme
week; and (5) weekday evenings (Monday-Thursday) for theme-related
programs during a theme month. Major campus activities sponsored
by other groups may not be scheduled on these "reserved" evenings
without the expressed verbal/written permission of the theme-related
sponsoring group. It is expected that the theme-related sponsoring
group will make every effort to plan their events well in advance
of the theme week/month. If concrete plans for a reserved date
are not confirmed prior to that date, then the reservation is
considered canceled. Other groups may then calendar that date
for non-theme-related activities. The theme-related group may
schedule alternative dates on a first-come, first-served basis.
Additional weekend night programs may be planned on a first-come,
first-served basis, and must be considered part of a variety
of weekend program offerings.
V.
Theater, dance, sports, music, art may schedule programs during
special weekends, theme weeks, theme months, and reserved theme
dates at their discretion. Sponsoring groups may not exercise
purview over academic-related events that may need to be scheduled
on theme-related dates.
VI.
College events may be announced in Skidmore's E-calendar,
the Skidmore News, and the All Class Digest
(an electronic email newspaper for announcing College events,
presentations, and other items of general interest to students).
Events which are "open to the public" may be announced on
radio station WSPN and through a news release from the Office
of College Relations. The College "electronic bulletin board"
(skidmore.announce) may also be utilized for publicity purposes.
Events which are not open to
the public should not be announced on WSPN or released to
area newspapers for security reasons.
College departments and SGA
organizations may publish special brochures, schedules of
events, or programs in an effort to promote activities of
a very special nature or to apprise the college community
of a series of events (e.g. concert schedules, art exhibits,
performing arts series, College convocations, etc.). The mass
distribution of printed flyers to announce an event is discouraged,
since there are alternative means through which activities
can be publicized (see above). Student clubs, academic departments,
and other college groups are expected to cooperate with the
following publicity guidelines.
Use half sheets for all publicity
for co-curricular events. Whenver possible, print others types
of announcements on half sheets.
Limit to 150 per event the number of full-page flyers that
are posted in campus facilities.
Avoid all-campus mailings whenever possible. Announcements
can be mailed to department chairs, office directors, and
SGA presidents.
Utilize residence hall "study breaks" to announce events and
activities. Announcements can be sent to the Office of Residental
Life.
Flyers and posters may not be posted on any glass windows
or doors for fire safety reasons and may not be posted outdoors
or on vehicles in college parking lots. All posters, flyers
and banners advertising events must be removed by the sponsor
within 24 hours after the event.
Creative Thought Matters.
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