Events Policy

This policy outlines the guidelines and procedures for planning, executing, and evaluating events at Earlham College that are sponsored by the college or utilize college facilities. It does not cover regularly scheduled academic classes or purely personal gatherings.

Events are unique opportunities that serve the mission of Earlham College by extending and enriching the opportunities provided by its curriculum and campus-organized activities. Each year a broad variety of such special opportunities are offered.

This policy covers a broad range of events, including but not limited to lectures, performances, conferences, social gatherings, and student organization activities, differentiating between public events open to the broader community and private events restricted to specific groups. Key aspects of event management, such as sponsorship, scheduling, budgeting, logistics, safety, publicity, accessibility, and post-event reporting, are also addressed.

This policy aims to ensure that all events align with the Earlham’s mission, comply with relevant laws and policies, promote a safe and inclusive environment, and are conducted in a fiscally responsible manner.

All those attending events at Earlham are expected to comply with Earlham codes of conduct, including Principles & Practices and the Nondiscrimination and Anti-Harassment Policy. Orderly dissent is honored at Earlham, but the use of intimidation or force in dissent is entirely unacceptable.

The use of Earlham facilities does not constitute an endorsement of an event’s content or the views of a speaker.

Other College policies, rules, and procedures govern the use of campus spaces and may also apply to events covered by this policy. Those policies include, but are not limited to, the food policy, insurance policy, campus posting guidelines, space rental pricing, and Athletics and Wellness Center (AWC) usage policy.

1. Disruptive Behavior: Behavior by an individual or group that disrupts, harasses, coerces, abuses, and/or threatens or causes harm to property or person, and that prevents or impedes:
   • Earlham from conducting its educational, research, outreach and business functions;
   • Normal or scheduled uses of Earlham property by the campus community;
   • A speaker, performer or event from proceeding; and/or
   • Others from hearing, seeing, or engaging with an invited speaker, performer, or event.
2. Earlham Property: Buildings, grounds, and land that are owned by Earlham College or controlled by Earlham College or Earlham School of Religion via leases or other contractual arrangements.
3. Internal Event: Events that are hosted by a department, office, or organization at Earlham and whose attendees are members of the Earlham employees and/or students. Such events are not typically advertised to the general public, and attendance is limited to invited guests only.
4. Public Events: Events that are intended to engage the broader community outside of Earlham, are open to the general public, and are typically advertised through various channels, including but not limited to Earlham’s website and social media channels, as well as print and digital media outlets.
5. Sponsor: The primary planner and contact for the event who accepts full responsibility for all stages of planning and execution of the event. The sponsor of an event must be a recognized Earlham department, group or organization, or budget manager.

1. Earlham facilities may only be used for events organized by 1) individuals or organizations with a formal connection to Earlham or 2) external parties who enter into an agreement with Earlham through the Office of Events.
2. All events on Earlham property or in Earlham facilities must have a sponsor. A sponsor may be the college as a whole, an academic or administrative department, a recognized student organization, or a recognized employee affinity group. In cases deemed appropriate, the Office of Events may serve as the sponsor.
   1. 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. The sponsor should also adhere by all Earlham financial policies and regulations to ensure good stewardship of Earlham College funds.
   2. When the sponsor is a department, office or organization, an individual representing the department, office, or organization must be identified as the primary coordinator and point of contact for all matters related to the event.
   3. Sponsorship of an event does not necessarily express or imply Earlham’s approval or endorsement of the speaker’s views.
3. Recognized student organizations must work with the Office of Student Engagement to reserve space.
4. All external groups, including non-profit organizations and Earlham alumni, should contact the Office of Events to enter into an agreement and reserve space.
5. All internal sponsors should follow the instructions in section VIII of this policy for reserving space.
6. All events must comply with the college’s accessibility guidelines. Sponsors are responsible for providing necessary accommodations for attendees with disabilities.
7. Event sponsors are responsible for ensuring the safety and security of all attendees. For events with anticipated high attendance or potential security concerns, sponsors must consult with Public Safety to develop appropriate protocols.

1. The Office of Events provides advice and guidance for sponsored events and will coordinate with other offices as needed to ensure appropriate event management.
2. Events primarily under the purview of the Office of Events include the Artist and Lecture Series and other directives from the Office of the President.
   1. The Director of College Events oversees all arrangements for certain assigned events, including many of those sponsored by Earlham as a whole.
   2. The Office of Events is responsible for events promoted by the President, events initiated by external groups, and special occasions that advance the mission of the College.
   3. Commencement, Homecoming, the Board of Trustees events, and New Student Orientation may be supported by, but are not owned by the Office of Events. The Office of Events supports the departments responsible for those events
3. Any time the services of a performer, speaker, vendor, or artist are requested at Earlham College, the Office of Events must create a short-term agreement to acquire the corresponding services. Signature approval is dictated by the Purchasing and Contract Authority and Responsibility Policy.
4. The Office of Events ensures that campus events comply with relevant laws and College policies and are managed by appropriate responsible parties, coordinated among relevant College units, and conducted as safely as possible.
5. The Office of Events and the Athletics and Wellness Center are authorized to lease space to external groups through a contractual agreement provided that the proposed event does not conflict with the mission or values of the College. In adherence with the agreement, these groups may determine their own audience and access, provided they maintain adequate insurance and comply with all applicable college policies.

Sponsors should indicate any audiovisual equipment, food service, housekeeping, or site preparation needs when making facilities request through Earlham’s events management system. Sponsors are also advised to contact the following departments/vendors to discuss their specific needs:

*Metz Culinary Management is the sole approved food service vender at Earlham and retains the right of first refusal to provide food for catered events on campus; this applies to both events hosted by Earlham and events hosted by others.

Please consult the Food Service and Catering Policy for more information.

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.

Event sponsors must submit the event in the campus reservation system. Events should be scheduled at least three weeks in advance. Public events should be scheduled at least two months in advance to make adequate arrangements.

To avoid conflicts, events should not be scheduled during New Student Orientation, Homecoming, Commencement, or other special events designated by the Director of College Events.

Earlham occasionally permits alcohol to be consumed at special College activities and programs subject to applicable law. If alcohol is being served at an event, sponsors are required to request approval from the President’s Office. The Permission for Alcohol Service Request Form should be submitted at least 30 business days prior to the event date.  The following conditions apply to all such approvals:

1. The Permission for Alcohol Service Request Form and the guidance in this section are intended for Earlham employees. Students should refer to the Alcohol Policy for Students and contact the Office of Student Engagement for guidance on planning student events.
2. Submission of the Permission for Alcohol Service Request Form does not automate approval to serve alcohol at events on Earlham’s campus.
3. Approval for the service of alcohol is unlikely to be granted for events at which student attendance is anticipated.
4. No alcohol should be provided to anyone under the legal age.
5. Alcohol consumption is not permitted in the Stout Memorial Meetinghouse or Perkins-Wildman Community Center (Earlham School of Religion).
6. Sponsors must send notification of the President’s approval of the service of alcohol to the Office of Events and Metz Culinary Management.
7. The event sponsor is responsible for securing and covering the cost of a vendor licensed by the Indiana Alcohol & Tobacco Commission. At least two bartenders are required for events with more than 50 people.[1]
8. Consumption of alcohol should be only in moderation. When serving alcoholic beverages, a selection of non-alcoholic beverages shall also be made available to attendees. When alcohol is served food should also be served.

[1] Private events that are not open to the public, do not charge admission, and are not intended to generate revenue are exempt from state-mandated rules requiring permits for service of alcohol.

Sponsors are responsible for publicizing events 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 Marketing and Communications Office as appropriate.

1. Earlham community members have the right to express their views, feelings, and beliefs inside and outside the classroom and to publicly support causes, including by demonstrations and other means. These freedoms obtain so far as the conduct does not impinge on the rights of other community members or visitors or the orderly and/or essential operations of the institution.
2. Earlham does not tolerate disruptive behavior from students, employees, or visitors acting individually or in concert with others to obstruct teaching, research, administration, other college activities, and/or other authorized non-college activities which occur on campus.
3. Sponsors should take immediate steps to address disruptive behavior and ensure the safety of attendees at events. Any incident that poses or might pose an immediate threat to an individual member of the Earlham community or the community at large should be reported to Public Safety (call 765-983-1200) or the police (dial 9-1-1).
4. Individuals disrupting Earlham events may be removed from the event and/or Earlham property.
5. Students or employees who are alleged to have engaged in disruptive behavior at an Earlham event are subject to disciplinary procedures as indicated in the Student Handbook and the Employee Handbook, respectively. Visitors may be barred from Earlham property.

Revisions to this policy must be approved by the President.

August 12, 2025: Revised policy approved by the President Paul Sniegowski.

• Review by College Council, August 5 and August 12, 2025
• Open Comment Period, June 2 – July 2, 2025
• Revisions from President’s Office, May 20, 2025
• Revision Proposed by Office of Events, May 5, 2025

May 2004: Approved by President Douglas C. Bennett