[HSU-CoordBoardInternal] Fwd: Approved ERF: Nov. 19 Faculty Lounge 6-8pm

[Ethan Warshow]

---------- Forwarded message ----------
From: Event Registration <eventregistration at hampshire.edu>
Date: Tue, Oct 22, 2013 at 1:51 PM
Subject: Approved ERF: Nov. 19 Faculty Lounge 6-8pm
To: erw11 at hampshire.edu, campus-police-disp at mtholyoke.edu, Event Services <
events at hampshire.edu>
Cc: smd11 at hampshire.edu


 Greetings,

This email confirms that Campus Leadership & Activities (CLA) has received
your Event Registration Form (ERF) and it has been approved & forwarded to
our ERF Notification List.  If any of the offices on the ERF Notification
List have questions or concerns, they will contact you directly;  otherwise
you may proceed with the planning of your event as described.

PLEASE NOTE:
If you would like to serve food at your meeting or event, you must request
funds AT LEAST two weeks in advance from FundCom. CLA is unable to process
any paperwork for funds that have not been requested. If your request is
approved, come to CLA to fill out the relevant paperwork. POs need to be
submitted 3-5 business days in advance and P Card request forms must be
submitted a week in advance. RFPs will only be processed within a month of
the date on the receipt. If you have any questions, please stop by CLA.

For any Media Services or Technology: All requests are first come first
serve. Please be sure to contact Media Services as soon as your event is
approved. Requests can be made online at
http://bit.ly/psDQSJ.

For any Physical Plant set up needs, please contact the Event Services and
Summer Programs Office by email at events at hampshire.edu or by phone at
extension 5610.

Thank you and feel free to visit CLA if you have any questions or concerns
about planning your event!

---
Hannah Howard
Program Assistant - Campus Leadership and Activities




On 10/22/13 11:42 AM, Event Services wrote:

This email is to confirm that your request for the FPH Faculty Lounge on
November 19, 2013 from 6-8pm  has been *TENTATIVELY* reserved until all
contracts are completed and your Student Facility and Event Request Form is
approved by CLA.  A copy of your Student Facility and Event Request Form
has been forwarded to CLA for approval at this time.

*If you reserved the Red Barn:* Please print the appropriate contract from
this website, http://www.hampshire.edu/specialprograms/2777.htm , and
return the contract to the Event Service office.  All contracts must be
submitted a minimum of 10 business days prior to the event.  Any
reservation that does not have a completed contract will be released 10
business days prior to the event.

All reservations will be considered scheduled when the necessary contract
has been submitted and CLA has approved your form.

If you checked yes to needing services such as special set ups, catering,
media services or accommodations from disability services please be sure to
contact these departments to begin making arrangements.  A minimum of 2
weeks notice is strongly suggested for any requests pertaining to set ups,
catering, media services, parking and accommodations with disability
services.  Final counts and dietary restrictions are due 7-10 business day
prior to your catered event.  As a reminder there may be fees associated
with these requests. Please be sure to secure appropriate funding prior to
making arrangements.*

* If you have any questions please contact the Event Services Office.

413-559-5610
events at hampshire.edu

Here is the most recent response to your form:
Student Event Request and Registration Form
Form ID: 1074, revision 6.

Name:
Ethan Warshow

Box #:
1175

Phone:8025051735

Email:erw11 at hampshire.edu

Title of event: Be as specific as you can.
HSU Town Meeting - November

Description of event:
HSU November Town Meeting in FPH to vote on student proposals and
(hopefully) ratify founding documents for the leadership organizations
of the union.

Type of event:

Meeting

Date(s) of event:
Nov 19

Alternative date(s) if first selection is not available:
TBD. Jlash wants to attend, 19th is only day that works for him.

Recurrence:
No recurrance

Start time of event: (hour only)
6 PM

Start time of event: (minute only)
00

End time of event: (hour only)
8 PM

End time of event: (minute only)
00

Pre event set up:
15 min

Post event clean up:
15 min

Estimate number of attendees:
50

Event attendance:
      HC students
      HC staff/faculty

Preferred space/facility requested (see facility guide for specifications):
FPH facstaff lounge -1st choice

Alternative space if first request is not available:
FHP ELH -2nd choice

Special set up needed:
No

Media Services/technology needed: All requests are first come first
serve. Please be sure to contact Media Services as soon as your event
is approved. Requests can be made online athttp://bit.ly/psDQSJ

No

Food and Beverage? Will there be food or beverage offered at your event?
Yes

Will Alcohol Be Served At Your Event?
No

Beer/Wine Server Name


Does your event/presenter/attendees require accommodations from
Disability Services?
No

Parking needed:
No

Sponsoring Student Group(s)
CoordBoard

Student Group Account # (if no account # is available please indicate
your student ID #)
708

Budget Manager/Signer Name:
Ethan Warshow

Student Leader 1:
Ethan Warshow

Email:erw11 at hampshire.edu

Student Leader 2:
Sam Dean

Email:smd11 at hampshire.edu

I agree to not alter the set up of any room unless the set up has been
requested through Event Services.  All room configurations should be
left in which they were found.
Yes

I agree that excessive cleaning or damage will result in fees which
will be determined by the appropriate personnel. If I am using the Red
Barn, I agree to have any additional lighting approved by Event
Services and the Electrical department of Hampshire College before
proceeding. I will email events at hampshire.edu ASAP for approval.
Yes

I agree to turn off all lights and audio visual equipment when I am
done using the space.
Yes

I agree to report any damage to the facility to Event Services at x.
5610 or events at hampshire.edu
Yes

I understand that a departmental account number or Student ID number
must be provided when requesting use of college owned specialty items
such as tables, chairs, grills and trash barrels for outdoor set-ups,
easels, podiums, and delivered media equipment.

I agree that this budget number or account number will be charged to
replace any items or damage to the facility.
Yes

Would you like your event displayed publicly on the Astra Calendar or
private? If displayed publicly, the title entered on this form is the
exact title to be listed.
Private

Would you like your event to be advertised on the Table Top Teasers in
the Dining Commons and the Bridge, the Magic Board, CLA's Facebook and
the Student Event Calendar?
Yes
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