Events Policy
Approved by the President, May 2004
Purpose
Events are unique opportunities that serve the mission of Earlham College by extending and enriching the opportunities provided by our curriculum and campus-organized activities, generally by inviting visitors to speak or perform on campus. Each year we want a broad variety of such special opportunities: intellectual, spiritual, and creative.
Some events are open only to members of the Earlham community. At others, designated as public events, we welcome our neighbors in Wayne County and environs. This policy also covers Earlham events held off the college campus.
Most Earlham events begin with a short period of silent gathering. Earlham College is devoted to the idea that truth is best sought and most likely to be found through honest questioning and open listening, through rigorous reasoning and calm reflection. All those attending events at Earlham, members of the campus community and visitors, are expected to treat all others with respect. Orderly dissent is honored at Earlham, but the use of intimidation or force in dissent is entirely unacceptable.
Sponsorship
All events should have a sponsor: the college as a whole, an academic or administrative department, or a recognized student organization. The sponsor is responsible for seeing that all aspects of the event are in keeping with relevant college policy and that guests are treated with care, respect, and dignity.
Invitations to speakers and performers in no way indicate that the college or the sponsor agree with points of view that may be expressed at the event.
Each year, the college sponsors only a few events: Convocations, Arts and Lectures series events, Commencement, Honorary Degree ceremonies, and occasionally other special events. Either the Events Committee or the President serves as a sponsor under this policy for College-sponsored events.
Coordinator of Events
Under the supervision of the V.P./Community Affairs, the Coordinator The Office of Events oversees all arrangements for certain assigned events (including many of those sponsored by Earlham as a whole). The Office of Events also provides advice and guidance for other sponsored events.
Earlham Services
Sponsors should consult the Office of Events about any assistance needed regarding audiovisual equipment, food service, housekeeping, or site preparation. If such assistance is needed, sponsors should make arrangements with the following departments:
| For audiovisual resources: | Information Technology | x2000 |
| For food service: | Metz Culinary Management | x1770 |
| For housekeeping and facilities | National Management Resources | x1315 |
Budgetary Arrangements
The event sponsor is responsible for all expenses for the event, drawing from restricted funds or operating budget funds for which it is responsible, or drawing from restricted funds or operating budget funds contributed by others for the event.
Scheduling
Sponsors schedule events by first reserving an appropriate space on campus then working with the Office of Events. Events should be scheduled at least two weeks in advance. Public events should be scheduled at least two months in advance to make adequate arrangements.
No competing events may be scheduled during Convocations, College Meetings for Worship, or other special events designated by the President.
Publicity
Sponsors should arrange that events be publicized on the campus at least one week in advance through the college’s traditional means for communicating with students, faculty, and staff.
Publicity off-campus, for public events, should be coordinated through the Office of Events, which will involve the Marketing and Communications Office as appropriate.