[HSU-CoordBoardInternal] Fwd: Town Meeting Event

[drs09 at hampshire.edu]

I think this is fine for one more Town Meeting, but in the future, we  
should look to see that the Faculty Lounge is available when we  
schedule Town Meeting.

For those who don't know, you can check which rooms are available and  
look for availale rooms when scheduling a meeting by clicking this  
link and going to the "calendar" tab:  
https://adastra.hampshire.edu/AstraSchedule/Logon.aspx?ReturnUrl=%2fAstraSchedule%2fPortal%2fCustomerContactPortal.aspx

The Tavern would only work if we ended by 8, as it is reserved from  
8-11:30. Other places that could work would be EDH Main Stage (which  
could be nice since we could set it up however we want), the RCC if we  
start at 6 (although the RCC is a pain to deal with), or the Bill  
Brand Screening Room or Abraham Ravett Room in the Liebling Center  
(but I'm not really sure how those are set up/if they would work for  
this type of event).

-Dina


Quoting Jesse Ide <jci12 at hampshire.edu>:

> Attached is an email I just got from event services. Is being moved  
> to ELH fine? We could also think of other spaces like The Tavern.
>
> Discuss!
>
> Also I don't have the password to the HSU-CoordBoardInfo so those of  
> you not on the list (I've CC'd new people) should just add  
> yourselves from the lists.hampshire.edu website
>
> -Jesse
> Begin forwarded message:
>
>> From: Event Services <specprog at hampshire.edu>
>> Date: September 27, 2013 at 8:30:51 AM EDT
>> To: jci12 at hampshire.edu
>> Subject: Town Meeting Event
>>
>> Hello Jesse,
>>
>> Unfortunately the Faculty Lounge is not available on October 17th  
>> from 5:30pm-9pm. The only space available is ELH from 5:30pm-8:30pm  
>> - will this be alright? October 18th begins Family & Friends  
>> Weekend, and no student events can be scheduled.
>>
>> Best,
>> Zoe Balmuth
>>
>>> On 9/26/2013 8:12 PM, formresults at hampshire.edu wrote:
>>> Here is the most recent response to your form:
>>> Student Event Request and Registration Form
>>> Form ID: 1074, revision 6.
>>>
>>> Name:
>>> Jesse Ide
>>>
>>> Box #:
>>> 0985
>>>
>>> Phone:
>>> 508-561-1875
>>>
>>> Email:
>>> jci12 at hampshire.edu
>>>
>>> Title of event: Be as specific as you can.
>>> Town Meeting
>>>
>>> Description of event:
>>> An All-Student Meeting to discuss and vote on proposals about  
>>> student elections to campus-wide committees, policies for using  
>>> the student quasi-endowment, as well as possibly other topics!  
>>> This is the main part of the Hampshire Student Union.
>>>
>>> Type of event:
>>>
>>> Meeting
>>>
>>> Date(s) of event:
>>> October 17th, 2013
>>>
>>> Alternative date(s) if first selection is not available:
>>> October 18th???
>>>
>>> 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)
>>> 30
>>>
>>> Pre event set up:
>>> 30 min
>>>
>>> Post event clean up:
>>> 30 min
>>>
>>> Estimate number of attendees:
>>> 60
>>>
>>> Event attendance:
>>>       HC students
>>>
>>> Preferred space/facility requested (see facility guide for specifications):
>>> We would like to use the Faculty Lounge in FPH however we would  
>>> also like to reserve East Lecture Hall in case the Faculty Lounge  
>>> is overcrowded.
>>>
>>> Alternative space if first request is not available:
>>> East Lecture Hall or West Lecture Hall
>>>
>>> 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 at
>>> http://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)
>>> Hampshire Student Union
>>>
>>> Student Group Account # (if no account # is available please  
>>> indicate your student ID #)
>>> 708
>>>
>>> Budget Manager/Signer Name:
>>> Xavier A. Torres de Janon
>>>
>>> Student Leader 1:
>>> Jesse Ide
>>>
>>> Email:
>>> jci12 at hampshire.edu
>>>
>>> Student Leader 2:
>>> Xavier A. Torres de Janon
>>>
>>> Email:
>>> xat12 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.
>>> Public
>>>
>>> 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
>>