Event Policies, Guidelines + Resources
Facilities Scheduling Policy
All College facilities are generally available to all segments of the campus community for College related uses. The College also rents its facilities at times to outside organizations and groups. Members of the Saint Mary’s College community, scheduling or planning an event in any College facility or outdoor space must submit a Facilities Request Form.
Academic use takes precedence over all other uses of any campus space that is traditionally used for academic purposes. These spaces are defined as seminar rooms, lecture rooms(all classrooms), laboratories, performing arts studios/theaters, and art studios.
- Academic use
- Administration, faculty and student sponsored events
- SMC co-sponsored events involving outside parties
- Rental of facilities to outside organizations
The tiered system is designed to give priority to our core mission-related events, to provide a structure to aid event planning and to reduce scheduling conflicts. The timeline for event scheduling is centered on the Undergraduate academic calendar. Each January the process of scheduling events for the next academic year using the tiered system begins. Events may not take place on designated blackout dates as defined by the college. See Event Blackout Policy
A. Tier 1 Events (College Events/Institution wide):
Events defined by the College as fundamental to the core mission and function of the College. The main focus of these events is specifically designed to benefit the immediate college community as a whole and must include one of the following criteria: Institutional events; official commencement ceremonies and related activities. Admissions related events including; recruitment of students specifically aimed to parents or students by the Admissions office; open house invitations to parents, friends, or alumni of the college, Advancement/Development related events, President’s Office events, and shared mission events, Examples include: Graduate, Undergraduate Commencement and associated events (Baccalaureate Mass), President’s Open House, Admission Overnight and Gael for a Day, East Bay College Connection (EBCC), Preview Days, Orientation (faculty/students), Parent and Family Day programs, Student Leadership Workshops, President’s Club, Alumni Weekend Celebrations, State of the College address, Convocation.
Each January of the preceding year we begin taking requests for the next year, e.g., January of 2010 for academic year 2010-11. (Note: These events may also be scheduled years in advance).
B. Tier 2 Events (College Events/Sponsored Events):
Any event planned by any part of the campus community that is essential to the function or operation of any department or student organization that is: 1) large in size (at least 100 attendees), 2) events in which the public are invited. Examples include: Student socials, cultural nights, Beginning Teachers Support & Assessment (BTSA) program, Board of Trustees and Regents meetings, Social Justice Speaker Series, Athletic team banquets/fundraisers. Requests for these events are made in February of the preceding year.
C. Tier 3 Events (College Events/Meetings):
Events held by faculty, staff, or students primarily for members of the campus community. This includes programs coordinated by faculty specifically as part of the academic courses held during the academic year, institutional and departmental meetings. Examples include: Provost Council, Dean’s and Directors, TUG chairs meetings, ASSMC senate meetings, SIL club meetings, Academic Senate, department speaker series. Requests for these events are taken in March of the preceding year.
D. Tier 4 Events(External Organizations and Groups): please visit Conference Services for more detailed information.