THE WESLEYAN STUDENT GROUP
RESOURCE
MANUAL
1998
–1999
Wesleyan Student Assembly (WSA) Office
(x2410, Fax: x2411, cmacdermott@wesleyan.edu)
Cari Macdermott (pronounced MAK-dur-maht), Administrator. 190 High St.
The WSA office coordinates all budgets for funded student groups on campus. It provides many other key resources to groups as well. To get an idea of what these things are, take a further look through this manual and/or come visit and introduce yourself to Cari. It’s the first door on the left when you go in the front door. Office hours are:
Monday–Friday 8:30 a.m.–12:30 p.m.; 1:30–5:30 p.m.
Sunday–Thursday evenings 7–9 p.m.
Other times by chance
Changes or additions to these hours are posted regularly on the door.
Office of the University Coordinator (x2280) or (x3762)
Nancy Albert, Coordinator - Mary Walsh, Administrative Asst., Russell House, 350 High St.
This office provides assistance with the scheduling of facilities for special events, prepares work orders for support from Physical Plant and Public Safety for events. Call here to assure a space is available at the time and date of your event . McConaughy Dining Hall, Downey House, classrooms and auditoriums are reserved through this office.
Customer Service Department, Physical Plant (x3400)
Melanie Fogarty, Supervisor. 186 College St., 2nd Floor
This office takes your repair and service requests (i.e. lights out, leaking faucets, clogged showers & toilets, etc.), "follow-up" on requests yet to be completed, and answers questions about Physical Plant and the services it provides. Hours: 8am–5:00pm.
Campus Center Coordinator’s Office (x3559)
Frank Marsilli, Coordinator, 222 Church Street
This office handles room bookings in the Campus Center (including MPR and meeting rooms) and the reservation of student organization tables in the post office west entrance, and first floor landing areas. A fax machine (credit cards and pre-paid phone cards), an ATM and a photocopier are available for your convenience. You can also arrange to use a VCR/27" monitor/cart, as well as an overhead projector and a slide projector. Additionally, you can promote your events through a video bulletin board system. The guidelines for video bulletin board announcements are as follows:
• Announcements may run no longer than two weeks.
• Announcements are posted on the board at 9 a.m., Monday–Friday. Any announcement received after 9:30 a.m. will not be posted until the next day. No exceptions!
• Please fill out an announcement request form. You may submit a poster, but please put the start and end dates and your name and phone number at the top.
Campus Dining Services (x2160)
John D. Turenne, Director.
Catering Office (x3503)
Michele Cormier
Campus Dining Services can cater anything from coffee for small parties to meals for large gatherings. To charge any catering or plan any special events from Dining Services you must get an estimate from the Catering Manager at the Catering Office. They will confirm the order with Cari Macdermott. Also, if you plan to have an event with food in Downey, the Campus Center or Mocon, you have to get clearance from the director of dining services, John D. Turenne.
Office of Community Services (x6500)
Frank Kuan, Director. 162 Church Street (at the corner of Church and High, next to Beta)
The Office of Community Services acts as a resource to both the Wesleyan and Middletown communities. Students can get information about volunteering at over fifty schools and social service organizations across a broad range of service categories such as at-risk youth, the elderly, hunger and homelessness, women and families and others. In addition to individual volunteer placement OCS coordinates projects for student groups like residence halls, athletic teams and special interest groups. The OCS student staff runs a variety of programs for student volunteers in schools, local housing developments and senior citizens. The office maintains a library of resources for use with various clients and information about volunteer and internship opportunities for the summer locally and around the country.
Office of Affirmative Action (x2456)
Kathryn Friedman, Director - Dianna Dozier, Assistant to Director (x2456). Ground floor, South College.
The Office of Affirmative Action serves students, faculty, and staff regarding all areas of equal opportunity and affirmative action. Members of the Wesleyan community who have concerns regarding equal treatment, discrimination, or harassment as it relates to race, gender, nationality, ethnic origin, age, sexual orientation, religion, or disabilities are welcome to use the services of this office.
Health Education Program (x 2460)
Carol Grant, Director - Lynn DeRobertis, Health Educator. Hewitt 806
The Office of Health Education sponsors programs on health issues such as nutrition, fitness, substance abuse, HIV/AIDS, and sexual assault prevention. The office recruits and trains students to be peer educators who give workshops to other students on these issues. The office is a good resource for students with health related questions. Drop by! There is always a "healthy" supply of free condoms, posters, buttons, bookmarks, and candy.
University Relations
John Driscoll, Director of Campus Relations (x2554) 70 Wyllys Ave., Admissions, lower level
Gemma Ebstein, Events and Administration (x2535) 330 High Street
Campus Relations is part of the larger University Relations organization which keeps track of alumni/ae and raises money for Wesleyan. You can contact John Driscoll if you are trying to locate or contact specific alum’s. He’d also be psyched to help you if your group is travelling to a particular part of the country. Gemma Ebstein runs Big Campus Weekend Events, such as Homecoming, Family Weekend, Reunion Weekend, and Sons and Daughters of Alumni/ae Weekend. Contact her if your group would like to participate in such a Weekend, or be put in touch with visiting alum’s that share your group’s interest.
Office of Public Information (x3600)
Third floor of South College.
The Office of Public Information is responsible for publications aimed at the general public - mainly the Alumni Magazine. The office staff can also help with advice on advertising and publicizing events. They may also be able to provide suggestions for outreach to communities outside Wesleyan. If you would like to publicize an event or events in newspapers, this office can help, but they will need complete information about your event three to six weeks in advance.
Audiovisual Center (x2218)
Bob White, Coordinator. Tim Jacobs, Technical Support. Room 113, Science Center.
SEE SECTION ON RENTING AUDIOVISUAL EQUIPMENT
Public Safety (x2345)
Maryann Wiggin, Director. - David Meyer, Associate Director (x2809). Lower level of North College.
Public Safety personnel are available to work special events on campus. Fees vary but you may approximate the charge at $35.00 per hour. Public Safety needs at least two weeks notice before an event if you wish to hire a Public Safety officer. Certain events will require mandatory presence of Public Safety officers, so be sure to check this out with Cari. Anyone wishing to hire Public Safety people should contact the Director, Maryann Wiggin or David Meyer, Associate Director.
Physical Plant
University Coordinator, Nancy Albert (x2280). Mary Walsh, Administrative Asstant (3762)
If your event requires custodial service (cleaning), furniture rental, delivery or re-arrangement, trash barrels, barbecue grills or platforms, you can arrange for this by contacting the University Coordinator, (please call phys. plant customer service x3400 if you only need grills and trash barrels for an event- the Coordinator for anything above and beyond). You should call as far in advance of your event as possible so that a work order can be prepared, equipment requisitioned or rented, and labor scheduled. It may not be possible to accommodate support requests with less than two weeks’ notice. When arranging your event you must give your group’s budget number, to which labor and equipment can be charged. Rental fees may vary, however you can estimate labor costs at approximately $25.00 an hour. There is a two hour minimum labor charge for overtime or weekend labor. In scheduling and budgeting for an event you should keep the following information in mind: In estimating your expenses, please remember that removal of furniture, breakdown of a set-up, and cleaning up after an event should also be included as costs for the event.
Wesleyan Progressive Alumni/ae Network (WesPAN) (x2410)
Cari Macdermott, WSA Coordinator. WSA Office
The Wesleyan Progressive Alumni/ae Network (WesPAN) was founded in 1984 to give progressive alums an active voice in University affairs (by nominating and electing candidates to the board of trustees) and to help preserve contacts that progressive alums made as students. Recently Bi, Gay and Lesbian alums (BiGALA) have merged with WesPAN. WesPAN alums are kept updated on Wesleyan activities via email and may be willing to work with groups on important issues concerning the University. WesPAN alums and former trustees may be able to help with big issues on campus. If you wish to contribute information on what your group is doing, or need further information, contact the WSA Office.
Guest House (x2586)
Sally Simonds, Manager. Second floor Davison Health Center.
The Guest House is a convenient place to have speakers or performers stay if they need to remain in Middletown overnight. (You don’t have to be an alum to stay there.) It is located in a wing of the Davison Health Center. It has 7 guest rooms available (3 singles and 4 doubles) at $30/night per room. The Guest House is not air-conditioned but there is television. If the contract you have with your speaker stipulates special rooming conditions, you should check with the managers ahead of time to see if the Guest House can meet these requirements. You can charge the fee directly to your group’s account by giving the Guest House your group’s budget number (available from Cari Macdermott, WSA Office, x2410). You should make your arrangements well in advance of the date (several weeks). Also, note that trustees always have first preference on the dates they are here for meetings. If the Guest House doesn’t have any vacancies, they will be able to give you suggestions for other hotels in the area. (See p. 28 for more info.)
Information Center (x3566)
First floor of the Campus Center.
The
Information Center can help you advertise your event by having
available information on your event if someone calls or
comes by to ask. The Information Center also provides services
such as a Lost & Found, access to the student directory,
bus and train schedules, discount movie tickets, change, and
recreation equipment, (chess, ping pong).
University Box Office (x3350)
Gail Briggs, Manager. First floor of the Campus Center
The Box Office handles ticketing for events on campus. Box Office hours are 10 a.m. to 4:30 p.m., Monday–Friday.
THE DEANS
Second Floor, North College.
Ah yes, our beloved Deans. What exactly are the deans’ responsibilities, and how can they be of assistance to your group? A thorough description of each dean is available in the new and exciting Student Handbook, which they themselves have worked hard to produce. Here are some short summaries:
Dean of the College, Freddye L. Hill - Lorna Scott, Administrative Assistant (x2772)
The Dean of
the College serves as the chief administrative officer overseeing
all aspects of student life and student affairs at Wesleyan. The
Dean of the College is responsible for a support network that is
organized thematically, addressing students’ academic,
personal, and informational needs. In addition, you may want to
consult with the Dean on matters related to the Honor Board and
or any aspect of the student resources network.
First-year
Dean, Maureen C. Heacock - Administrative Assistant,
TBA (x2765)
The office of the First-year Dean provides a variety of services designed to support the living and learning experiences of first-year students as they make the transition to college life. This includes planning orientation and coordinating the faculty advising program, providing supplemental academic advising, referring students to a wide range of academic support services such as the Writing and Math Workshops, a course on reading and study skills and the peer tutoring service. The office also helps to connect students with other resources for less directly academic matters, such as the Office of Residential Life, the Career Resource Center, Office of Student Mental Health, the Health Center and Financial Aid. The office provides clarification about academic standing and academic progress, and assists with questions about transfer credits or credit attached to Advanced Placement or I.B. exams. Finally the First-year Dean also works with all Wesleyan students with identified or suspected learning disabilities to coordinate reasonable accommodation in the classroom and elsewhere.
Sophomore Class Dean, Grissel M. Benitez-Hodge - Administrative Assistant, TBA (x2765)
The Sophomore Class Dean’s primary responsibility is to provide academic advising and support to the members of the class and new transfer students. The dean works closely with students’ faculty adviser to assist them with issues related to General Education Compliance, Major Declaration, Study Abroad, Transfer Credit, Summer Study and Leave Taking. Unrelated to the second year class, the sophomore class dean assists with transfer student orientation, Sophomore faculty advising program and recruitment of Resident Advisors; works with students seeking re admission; oversees the recruitment and selection of a number of fellowships and prizes available to students of color and serves as an advocate for students of color.
Junior Class Dean, Bruce King - Kim Townsend, Administrative Assistant (x2758)
The Junior Class Dean provides academic support and guidance to members of the junior class as they fully engage themselves in their majors and shape their program of study for the remaining two years. The dean connects students to the university’s wide range of resources and advises on academic and administrative issues, such as oversubscription, acceleration, general education, transfer credits, leaving taking and summer study. The dean also works with new transfer students and students on the Twelve College Exchange program, and coordinates the orientation programs for them. The dean is also coordinator of the Truman Scholarship and Beinecke Scholarship programs and coordinates the University prizes process.
Senior Class Dean, Louise S. Brown - Kim Townsend, Administrative Assistant (x2758) & Patricia Noyes, Administrative Assistant and Data Specialist (x2773)
The Senior Class Dean works closely with students during their last year as they prepare for graduation, providing academic advice, exploring post-graduate options and issues of leaving as well as reviewing students’ records for graduation certification. This includes advising seniors on credit issues, oversubscription, acceleration and other University requirements. The senior dean also connects students to University and Middletown resources that facilitate a successful year. In addition the dean coordinates the Watson and Mellon Fellowships, is responsible for law school recommendations and serves on several committees.
Dean of Student Services, Michael Whaley - Christina DeJesus, Assistant Dean - Debbie Smith, Administrative Assistant (x2775)
In support of the University’s academic mission, the Dean of Student Services has primary responsibility for housing programs, student dining programs, Community Services, Health Education, the University Chaplains, the Davison Health Center and the Davenport Campus Center. Working closely with his directors, the Dean of Student Services is prepared to assist in identifying the appropriate office that can address students’ needs. Party forms are available in this office and must be returned here for the dean’s signature. The Student Judicial Board also operates out of this office and Debbie Smith is the Clerk of the Board.
Special Assistant to the Dean/Director of Multicultural Programs, TBA (x2767) contact Deans King or Hodge at x2600)
This office provides academic and cultural resources, advocacy, and leadership training to the diverse student of color population on campus, and is also a base of communication for student of color organizations on campus. It acts as a clearinghouse of information on multicultural affairs and diversity, both at Wesleyan and across the country. Among other projects, the office is responsible for running the New Student of Color Orientation, the Student of Color Newsletter, WESCAPE - a retreat for student of color leaders, and WESCONNECTION, a mentoring program which seeks to pair first year students of color with upperclass students of color to aid in their transition from high school to Wesleyan. The office is staffed by two student interns, distributes
the Student of Color Newsletter, a monthly publication providing important scholarship and internship information, and coordinates the planning of Latino Awareness Month in November, Black History Month in February and Asian Awareness month in April.
STUDENT GROUP BUDGETS, WSA REGULATIONS,
AND
REQUESTS FOR MONEY FROM YOUR GROUP ACCOUNT:
The Wesleyan Student Assembly (WSA) office, on the first floor of 190 High Street, coordinates all the budgets and provides a variety of services and resources to all the funded student groups on campus. To acquaint yourself with these services take a look through this manual and/or drop by and visit Cari Macdermott, the WSA Administrator.
BUDGETS
Student groups submit budget proposals to the Student Budget Committee (SBC) in September of each school year. Allocations are usually settled by the beginning of October. Both the proposals and final budgets consist of itemized object codes (food and drink, transportation, A/V equipment, etc.) from which all transactions take place. If, at any time after this, you would like to see a copy of your budget, the fund distribution that was approved, or what you spent so far, you can ask Cari at the WSA office to look this up for you. Your Group Budget Number can be used for charging bills from several local businesses and from the post office (Wes Station). It is also needed to reserve any facility or audiovisual equipment at Wesleyan. Cari at the WSA Office will know what your budget number is if you lose track of it.
You will also be assigned an SBC contact person, who will be available if you have any questions about your budget, or the meaning of life. This person will (should) be especially familiar with your group and its particular circumstances.
SOME BENEFITS
Office Supplies:
Office supplies can be ordered through the WSA office and billed to your account. The university’s vendor has a full line of supplies at approximately 35% discount! Allow two days for delivery. Rush orders (one day’s notice) can be supplied by a local vendor at a 15% discount.
Posters/Xeroxing:
For group business/publicity, small-quantity (40) Xeroxing is FREE at the WSA during office hours.
Telephone:
Since the WSA office is open from 8:30 a.m. to 6 p.m. during the day, calls for group business can easily be made on WSA phones. There is no charge to your group for this service. If your group has a Wesleyan extension, you will be charged for all toll calls made from that phone. Personal calls are strictly forbidden.
Fax:
The WSA office has a fax machine for use by student group officers for group activities only. There is no charge to your group for this use. Student groups may receive faxes at (860) 685-2411.
REQUESTS FOR MONEY FROM AND DEPOSITS TO YOUR GROUP ACCOUNT
Check Requests:
All expenses from your account are reimbursements or honorariums and are paid with checks. Check requests must be submitted with an ITEMIZED RECEIPT or the request cannot be processed. If you need a check, pick up a check-request form at the WSA Office. The form must be submitted on or before noon on THURSDAY in order to have a check available the following Friday. It has to be signed by the authorized representative for your group. If this is a check for a speaker or performer, you will need to provide the address(es) and either the social security number(s) of the person(s) being paid or the federal ID number of the organization the person(s) are working with. This is in compliance with IRS regulations pertaining to Wesleyan as a non-profit organization. We cannot process the check without this information. Please submit your request at least a week before it is needed.
Again, check requests are submitted before noon on THURSDAYS and come back the following Friday. Before holiday weekends, requests are due before noon on Tuesday or Wednesday. If a check is needed before a Friday be sure to submit your request two weeks in advance.
Note new rule: Check requests can no longer be submitted for student bands, D.J.s or speakers. They must be paid through student payroll on a white time sheet (i.e. each band member’s name, social security number, and amount paid must be submitted before the event).
Bills:
All bills must be mailed directly to the Wesleyan Student Assembly, 190 High Street, Middletown, CT 06459. DO NOT ask stores to send bills to you at your campus address.
Purchase Orders:
These can make your life a lot easier because they are accepted like cash. A purchase order is a form that constitutes a legal promise for WSA groups to pay. They are required by many film, sound and lighting companies. To obtain a form, see Cari at the WSA Office, and she can help you fill it out. Using purchase orders, as well as the student payroll sheets, can take the place of filling out a check request form.
Transfer Requests:
There are three kinds of transfers you can make:
1. Between WSA groups
2. Between a WSA group and another university department or office, and
3. Within your group, from one sub-account to another
All types of transfers must be signed by an authorized group representative and approved by the SBC. When transfers take place, no actual check or cash is transferred. The amounts are just credited/debited to and from accounts. Forms for transfer requests are available at the WSA Office.
Student Payroll Sheets:
All students employed by your group for any purpose (including student bands/D.J.s) must be paid through student payroll. These must be submitted to the WSA office on Friday before the end of the pay period and must be signed by both the student worker and Cari Macdermott. Using student payroll sheets, as well as purchase orders, can take the place of filling out a check request form.
Cash/Check Deposits:
All revenue, anticipated and unanticipated, must be deposited into your account, even if you plan on spending it soon after. It is to your advantage to do so, because it shows the SBC that your group actually has a larger functioning budget. Cash and checks for deposit should be brought to Cari Macdermott in the WSA office. She will then take them to the cashier at North College for deposit into your group account. THIS MUST BE DONE DURING WSA OFFICE HOURS—AT NO TIME SHOULD CASH OR CHECKS BE PUT UNDER THE WSA OFFICE DOOR, NOR SHOULD CASH BE KEPT IN YOUR ROOM! After office hours, cash can be taken to the Public Safety office (basement of North College) for temporary deposit in a safe. Ask the supervisor in charge to count the money and give you a receipt. You can then retrieve the money during WSA office hours and have it deposited. YOU WILL BE HELD PERSONALLY RESPONSIBLE FOR ANY CASH OR CHECKS LOST BECAUSE YOU DID NOT FOLLOW THESE PROCEDURES.
Profits/Revenue:
All profits (excess funds at the end of the year) are the property of the WSA. The WSA retains the authority to use those profits at its discretion. Any attempt to conceal these funds or failure to deposit revenue is a breach of your contract with the SBC. Under certain circumstances you can set up a PROFIT ACCOUNT, which will carry over to the next year.
Fund-Raising: (see PUBLICITY) Money can be made or lost with a fundraiser. Please consult the WSA Office for suggestions. New opportunities are available working with University Relations on various projects such as mailings and phonathons.
Outside Accounts:
No group can maintain any outside accounts without specific SBC permission. If your group has an outside account, you must provide the WSA with written notice and monthly copies of your bank statement. Your entire allocation may be revoked otherwise.
Direct Billing:
Certain expenses are "hidden" (i.e. your group will be billed without your explicit request). Such billing is done, for example, by Public Safety, Audio Visual Department and Wes Station (for postage) when you use their services. They notify North College and the WSA debits your account. We ask that a group treasurer visit the WSA periodically because there are often expenses charged to a group, of which you may not be aware. Physical Plant also sends copies of work orders to Cari Macdermott for review and filing. All information and Physical Plant charges pertaining to the requested service are on the invoice, so make sure to check in with Cari about these.
Important sections to see:
* SCHEDULING THE USE OF FACILITIES
* BRINGING A SPEAKER/PERFORMER
Stocking Up:
Listed below
are a number of places that supply food, beverages, decorations
and/or other party items.
You must show proof of age (over-21ness) in order to purchase
alcohol at any of the stores listed below.
Bradlees 400 East Main 347-4120
Caldor Washington Plaza 347-2516
Connecticut Beverage Mart 955 Washington St. 347-1624
Connecticut Rental Center 30 DeKoven Dr. 347-4688
Club Liquors 130 Cross St. 346-8667
Kmart 45 Shunpike Rd. Cromwell 635-0400
Marco’s Italian Deli 232 William St. 638-3992
Metro Spirits 140 Main St. (Metro Square) 347-2291
Neon Deli 130 Cross St. 347-1800
Pelton’s 100 Main St. 346-8601
Staples 821 Washington St. (Middletown Plaza) 343-6173
Suburban Stationers 140 Main St. (Metro Square) 347-5076
Super Stop & Shop 416 East Main 346-0160
Three Cheers (cards, gifts) 887 Washington (Washington Plaza) 346-9300
Waldbaum’s Foodmart 821 Washington St. (Middletown Plaza) 347-5378
Weshop WestCo, Foss 1 685-2093
Xpect Discounts 47 Shunpike Rd. Cromwell 632-7755
Wesleyan University Drug and Alcohol Policy:
According to Wesleyan’s Code of Non-Academic Conduct, the university prohibits the unlawful possession, use or distribution of drugs and/or alcohol. The university will impose disciplinary sanctions on students and employees who violate the standards. Disciplinary sanctions that can be imposed on students include warning, disciplinary probation, work-hours, suspension, expulsion and dismissal. The university may also require a student who violates these standards to participate in a program of rehabilitation. Whenever the university determines that a student has violated one of the standards it will consider as a possible sanction referral of the matter to law enforcement officials for prosecution.
The university has been advised by legal counsel to prohibit the use of WSA funds for the purchase of alcoholic beverages. This advice is based in part on rulings by the Connecticut Supreme Court, according to which the university can be held liable for alcohol service to minors if the alcohol is purchased with funds generated through fees that the university charges to all students. Therefore, WSA funds CANNOT be used to purchase alcohol (although they CAN be used to purchase temporary alcohol permits).
Legal responsibilities and liability:
Your group is legally responsible for ensuring that all city, state, and federal regulations concerning the use of alcohol are observed at the event sponsored. What you should know:
• In the state of Connecticut, you can only dispense alcohol to people who can show proof that they are twenty-one (21) or over. Only a parent or guardian of a minor can legally dispense alcohol to that minor in the privacy of their own home. It is your responsibility to ensure that you don’t serve alcohol to minors.
• If you are under twenty-one, it is against Connecticut law to purchase liquor, to make any false statement for the purpose of procuring liquor, or to possess liquor.
• If, after or during the event sponsored, an accident occurs which was the result of over consumption of alcohol or of dispensing alcohol to a minor, your group could be held liable.
• IF ALCOHOL IS TO BE SOLD AT AN EVENT OR IF THERE IS AN ADMISSION CHARGE DESIGNED TO COVER THE COST OF LIQUOR, THE STATE OF CONNECTICUT REQUIRES THAT YOU OBTAIN A TEMPORARY LIQUOR PERMIT FROM THE STATE LIQUOR CONTROL COMMISSION. Wesleyan groups may apply for one of two types of liquor permits. Both are temporary permits and in both cases, no one group can request a permit more than four times in any one calendar year. The first kind of permit available (type "C") allows for the sale of BEER (only) at an outing, picnic, or social gathering. The fee is $15/day plus a $10 non-refundable filing fee. The approval of the fire marshal is required if the event is to be held indoors or under a tent. The second type of permit available (type "D") allows for the sale of ALL TYPES OF ALCOHOL. The fee is $25/day plus a $10 non-refundable filing fee. Forms for liquor permits can be picked up either in the WSA Office or from Public Safety. YOU WILL NEED THREE WEEKS BEFORE YOUR EVENT TO PROCESS THE FORMS!!! (You will need to go to the fire department, the police department, to a bank for a money order (personal checks are not accepted), and to a notary public before the forms can be okayed).
• IF YOU JUST WANT TO GIVE ALCOHOL AWAY, you can do it legally (and without a permit) if you do not serve to minors or persons who are or appear to be intoxicated and you adhere to the rules and regulations of the facility in which you are holding your event.
• In the city of Middletown, a person may not consume or carry any open beer, wine or other alcohol in public (i.e. on any streets, sidewalks or in parking lots). This IS enforced.
Wesleyan University Party Plan:
Fall 1998
General Guidelines:
• Social events/parties occurring in University buildings or on University grounds must be registered with the Dean of Student Services Office if the following apply to the event:
• There will be 75 or more people in attendance, or the fire capacity for the facility (whichever is lower); or
• There is no provision for limiting attendance to fewer than 75 people;
• And the event meets one of more of the following criteria:
1. No formal program or agenda is planned.
2. Admission will be charged.
3. The event will be open to any persons who are not Wesleyan students.
4. Alcohol will be served.
Sepcifically excluded are concerts with a fixed program and seating, lectures, art show openings, and events designed specifically for educational rather than recreational purposes.
v Established occupancy limits for University facilities must be observed for all events.
v The facility manager and/or residents must approve events.
v This policy is in effect for the entire academic year, regardless of whether or not classes are in session.
v Advertising/publicity guidelines (below) apply to all events.
v Event hosts must attend a host training program prior to registering the event. (Implemented in Fall 1998)
v Visibly intoxicated or similarly impaired persons may not be admitted to events.
v Specific event guidelines have been established as outlined on the following two pages.
PROCEDURES FOR BRINGING A SPEAKER/PERFORMER TO CAMPUS
Selecting a speaker/performer:
There is a large stack of brochures from agents of speakers and performers in the WSA Office (190 High Street) and in the Campus Center Coordinator’s Office. These are great places to find ideas and also to get addresses and phone numbers of agents. If you can’t seem to find the agent you need or what you’re looking for, Cari McDermott in the WSA Office (x2410) may be able to help you. Agents are often aware of the clients of other agents, and may be able to set you in the right direction, but again, talk to Cari.
If the speaker or performer you are interested in is not one that would be likely to have an agent, there are a variety of ways you might go about getting in touch with them. You may be able to reach them through their place of employment (e.g. a university) or through an organization they are involved with. If it is someone who has been published, you can write or call their publisher. If it is a group that has recorded an album, you can write or call their recording company (though they will probably have an agent if they are this big). If you know the area in which they live, you may find their number listed in the phone book. And, of course, if you know someone who knows them, no problem. Calls for group business can be made on the WSA phone.
After selecting your speaker/performer and getting funding from the speaker/music fund but before booking:
Visit Cari in the WSA Office to make sure that events are not overbooked for the date your event is scheduled. Also, ask Cari what your group’s budget number is; you will need to give this to Nancy Albert in the University Coordinator Office in order to finalize your reservation of a facility and to arrange for equipment or Physical Plant/Public Safety support services (see below).
Contracts with Speakers/Performers:
Contracts can be very sticky matters. What you should know:
* Verbal agreements are almost always considered legally binding.
* Written agreements are definitely considered legally binding.
Groups are no longer allocated funds in their budgets for speakers; they must request these funds from the SBC once they have concrete plans for a speaker or performer. This policy hopes to discourage groups from waiting until April or May to bring speakers on campus. Here’s how it works: once an SBC-funded group has a proposed date, time and place for a event, and knows that the speaker/performer is free to come to Wesleyan at that time, the group applies to the SBC for funding. The SBC needs as much information as possible—plans need to be as concrete as they can be without a contract. Especially important, when you apply for funding, the SBC needs to know all projected costs for the program, including ticketing, public safety charges, custodial services, AV costs, payment of speaker, and extraneous charges incurred by the speaker such as transportation, guest house and food costs. DO NOT COMMIT TO A SPEAKER OR PERFORMER IF YOU HAVE NOT YET BEEN GRANTED FUNDS FROM THE SBC!! After the group has submitted an application for funding, the SBC discusses it and informs the group of any allocation they have received. This happens within a week of application. Once you have received funding and you begin to negotiate a contract, it is important that you stay in close communication with the SBC and Cari, WSA coordinator. All contracts should be sent directly to the WSA, never to a student box. Any group holding a musical event or hiring a speaker must supply a copy of the contract, social security number (or federal ID number) and address of the performer to the WSA office, in compliance with the regulations pertaining to Wesleyan as a non-profit institution. READ YOUR CONTRACT IN FULL! If, in reviewing a contract, you realize you may have trouble meeting some of the requirements of the contract, DON’T SIGN IT! Though most parts of a contract are not negotiable, some parts may be. For more info about this, talk to Cari in the WSA office. And, in any case, the contract must be read, approved, and co-signed by Cari.
Questions to ask your speaker/performer:
a. What is their address and social security number (or the federal ID number of the organization they are working with)? This information is necessary because of IRS regulations pertaining to Wesleyan as a non-profit institution. You will need the information to be able to get a check made out to them.
b. Will they need to stay overnight?
c. How do they plan to get here? (car? bus? train? plane?)
d. Do they have any special dietary needs/restrictions?
e. Does their contract contain any clauses or riders for which you will have to make arrangements ahead of time (such as ordering food, sound or light equipment)?
Be sure to confirm your reservation on the facility in which you want to hold your event. If the facility is one where extensive forms need to be filled out, make sure you complete and return the form to the Coordinator’s Office before it is due. Otherwise you may lose your reservation. Call the speaker/performer and confirm the time and date. At the event make sure that members of your group are present to collect admission, prevent eating, drinking, and/or smoking in facilities where it is not permitted, and to keep aisles clear for safety reasons.
Selecting your film:
There is a large stack of video and film catalogs in the WSA Office and in the Campus Center Coordinator’s Office. These are good places to get ideas and also to find addresses of distributors. If you can’t find what you’re looking for or would like suggestions on titles, Brenda Keating in the Cinema Archives (x2220) may be able to help you. Distributors’ catalogs often do not have price listings—you may have to call or write to obtain this information. Calls for group business should be made on the WSA Office phone. There is no charge to your group for this service.
Reserving a facility to show the film:
Films may be screened in 150 Science Center (professional 16mm projectors), in the Cinema (professional 16mm and 35mm projectors), or in a number of classrooms (such as 58 Science Center) with projectors requisitioned from the Audiovisual Center (x2218). Call the Coordinator’s Office (x2280) to book a facility. You must have your group’s account number, the title of your film, and the number of screenings you are planning when you book a facility.
Fees involved (outside of those for the film/video itself):
What it will cost you to show a film or video in a space varies from fairly expensive (the Cinema) to free (some classrooms).
SEE SECTION ON RENTING AUDIOVISUAL EQUIPMENT
SEE SECTION ON SCHEDULING THE USE OF FACILITIES
Call the film company and reserve your film for the date you have planned. The easiest thing is to have the film sent directly to the WSA Office at 190 High St. Request a purchase order from Cari in the WSA Office and send it to the company. A purchase order is treated in the same way that a check is but it can be processed faster (SEE SECTION ON REQUESTS FOR MONEY FROM YOUR ACCOUNT, p. 4). The amount of the charge will be billed to your group’s account. Be sure that any films booked for public screenings at Wesleyan are booked from a legitimate booking house, and that you honestly notify the booking agent how much you will charge for admission and how many showings you will have. Also, if it is required, be sure to mail an attendance report to the booker.
Arranging for a projectionist and/or equipment:
If you have reserved 150 Science Center or the Cinema, you must hire a student who has been trained to operate the equipment in those facilities. Contact Bob White (x2218) to arrange this. If you do not contact Bob White two weeks in advance, he cannot guarantee a projectionist for your event. You are also responsible for making sure that the projectionist is paid. Give her or him a yellow student payroll form at the filming, ask her or him to fill it out, indicate whether or not she or he is a work-study student, and sign it. Then return the form to the WSA Office for Cari’s signature. Student projectionists receive $7/hour.
NOTE #1: If your film is 35mm, (not the more common 16mm), you should be sure to mention this when you contact Bob White. 35mm films can ONLY be shown in the Cinema, not in the Science Center.
NOTE #2: If you have reserved a facility which does not contain projection equipment, you will have to requisition equipment from the Audiovisual Center (Bob White, x2218) and either operate the equipment yourself or arrange for a projectionist from the list of trained students which Bob White can provide.
At the screening make sure that members of your group are present to collect admission, prevent eating, drinking, and/or smoking in those facilities where it is not permitted, and to keep the aisles clear for safety reasons. If a film is expected to be a "big draw" or is exceptionally controversial, you might think about ticketing in advance and/or employing a house manager or security guard to assist. The Coordinator’s Office (x2280) can help you with this.
On the day after your screening, return the film to your booking agent, insured for the amount requested by the distributor. (You should receive the film with instructions on how they would like you to return it and/or how much it should be insured for.) UPS or special delivery can be charged to your group account if the package is sent from Wesleyan Station; you just need to give the people in the post office your group account number.
VIDEOCASSETTE RENTAL AND SHOWING
The following are some video rental places in and near Middletown:
Best Video Whitney Ave. New Haven (203) 287-9286
Blockbuster Video 34-2 Shunpike Rd. (Rt. 72) 632-5453
and 896 Washington St. 347-1720
Main Street Video 544 Main St. Cromwell 635-6736
Russell Library 123 Broad Street 347-2528
Milardo’s Video Land 326 S Main St. 346-8935
Vidiconn 200 Main St. 347-2290
Also keep in mind that videos from Russell Library are FREE with a library card, and you get to keep them longer.
However, even if there is no admission charge at the event, these videos cannot be shown in public spaces, only in dorm lounges or other living spaces. Only videos from authorized companies can be shown publicly and they cost between $50 and $100 to rent.
If your event is taking place in the Center for the Arts, Mark Gawlak (x2584) will make arrangements with you for any sound equipment needed (besides a large sound system, which you would have to rent from a sound company).
If your event is happening outside the Center for the Arts, you can rent audiovisual equipment by calling Bob White (x2218) at the Audiovisual Center and requesting to reserve the kind of equipment you need. To ensure that your request can be met, you should call at least ONE TO TWO WEEKS in advance of the time you would like to have the equipment.
Bob White is also the person to contact to hire a trained student projectionist for a film when you are renting equipment. For showing videos, Bob White or someone else at the Audiovisual Center can provide instruction on using the equipment.
To charge fees to your group account, you will need to know your group account number. This is available from Cari Macdermott in the WSA Office (x2410). After you have made a reservation for the film/video equipment, you can pick it up at the front desk of the Science Library on the day you’ve booked it for. Microphones and other sound equipment are picked up from room 113 in the Science Center. With sound equipment, you have to make pick-ups and deliveries during office hours (9 a.m.–5 p.m.). With other equipment, you can do this any time the Science Library is open. Equipment is returned to the same place you picked it up.
To rent a film or slide protector:
The fee for a 24-hour rental of either is $6.
To rent video equipment:
To rent video equipment for use in rooms in the Science Center, the fee is $10 per usage. You get a deck, TV Monitor and cart with the deal. To rent equipment for use outside the Science Center, the fee is still $10 per usage, but you have to arrange for Physical Plant (x3400) to move the equipment. There are also several portable decks available at SC113 from 9 a.m. to 5 p.m.
To rent microphones, amplifiers, tape recorders, and camcorders:
For detailed information and updated prices, contact Bob White (x2218).
To rent large sound systems:
The WSA has a sound system for rent. If you have not been trained to operate the equipment you will have to pay a WeSound technician. For prices and booking information contact Cari Macdermott at the WSA, x2410. When that system is not available, or if you need more oomph in your event, several stores can rent equipment: Ace Audio (346-3318), Matt’s Music (344-0525) or Snow Sound (Berlin, 828-8825). Sound systems for bands will be different depending on the band and where the event is being held. YOU MUST ORDER THROUGH CARI IN THE WSA OFFICE TO AVOID TAX AND A $100 SECURITY DEPOSIT. On occasion, there are Wesleyan students who have sound systems of their own that are available for rent.
If your event is taking place in PAC, it is possible to use equipment owned by PAC (slide, 16mm, and overhead projectors, microphones in classrooms 001 and 004, VCR/monitor). The person to talk to is Eva Ogden, Administrative Assistant for PAC, x2780.
SCHEDULING THE USE OF FACILITIES
Reserving classrooms and auditoriums:
For events happening on weekends or after 4 PM on weekdays, classrooms and auditoriums can be booked through the University Coordinator’s office (x2280). For events happening before 4 p.m. on weekdays, you’ll have to contact the Registrar’s office (x2744) to see if there are class conflicts.
150 Science Center:
If you are showing a film, your group’s account will be billed a bulb fee ($10/screening) and an equipment use charge ($35/screening). These fees are used to cover the cost of maintenance of projectors and replacement of bulbs. Student projectionists receive $7/hour. There is no permanently installed video equipment (as there is film projection equipment) in 150 Science Center. If you want to show a video, you will have to rent equipment from the Audiovisual Center. They will require special additional notice for this because of the way the room is set up.
58 Science Center, 107 Shanklin or 116 Judd:
Video equipment is installed in the room. You need to contact Bob White (x2218) for further information concerning how to operate the equipment. The charge for use of the equipment is $15 per showing. If you want to show a film, you will have to rent equipment from Audiovisual.
Other Classrooms:
For showing either a video or a film, rooms in the Science Center are convenient because they are right next to where you pick up the projection equipment (Science Library). Besides the Science Center, PAC 001, 002 and 004 are good rooms to use, though others are also available. All you need to do beyond reserving the room is rent equipment from Audiovisual.
Rooms in the Campus Center (the meeting rooms or the Multi-Purpose Room):
Contact the Campus Center Coordinator (x3559). Reservations for meetings should be made approximately two to three weeks in advance, receptions or performances four to five weeks in advance. Each of the two meeting rooms has capacity for 25 people. If you are interested in doing a party or buffet, the doors separating the rooms can be opened to provide seating for 30 to 40 people. The Multi-Purpose Room (2nd fl.) can seat 100 people for a dinner-type event. If you are having an event in which food or beverages will be served in the facilities at the Campus Center, be sure to discuss food/beverage requirements with the Food Service Director, Sharon Shettleworth (x3080). This is necessary because there are restrictions about what you are allowed to serve and do. For example, among other things, you are not allowed to bring in an outside caterer; you are not allowed to borrow Dining Services equipment (bowls, glasses, etc.) unless Dining Services is catering; and, if you plan to serve alcohol, Dining Services needs to be made aware of this.
REMEMBER: YOU CANNOT USE WSA FUNDS TO PURCHASE ALCOHOL!!
Guidelines for theatrical events in the Campus Center Multi-Purpose Room:
1. Performances and rehearsals must take place after 2:00 p.m.
2. Any one production will be limited to a maximum of 3 performance dates.
3. Rehearsals will be limited to 5 four-hour blocks of time per production. In addition, a four-hour block of time will be allowed for hanging lights, etc.
4. The Campus Center will only store equipment, props, sets, etc. that can fit in limited space. Any equipment that cannot be stored must be removed daily. All equipment must be removed no later than 1 day (24 hours) after the last performance, or it will be discarded.
5. Hanging lights, sets, etc. are the responsibility of the group. Equipment may not be taped, glued or nailed to existing Campus Center facilities.
6. The sponsoring group is responsible for returning the room to its normal state at the end of each rehearsal or performance.
7. The Campus Center has a limited amount of audio-visual equipment. Should a group have need for mics, mic stands, light board, extension cords, tape deck, etc., it must reserve the equipment prior to use with a Campus Center staff person. The sponsoring group is responsible for returning equipment after use. An ID card must be presented to obtain any equipment.
Fayerweather Gymnasium (and all other indoor and outdoor athletic facilities):
Contact Kate
Mullen (x2888). Reservations should be made four to five weeks
in advance.
Due to
minimal custodial support a cleaning fee will be charged to clean
after the event.
Your group
account number is required to reserve this space.
Dorm Lounges:
Contact the
Head Resident for Butterfield A or B lounge
Butterfield
C lounge is reserved by Loredana Chapman (x2230).
Russell House:
Events at Russell House must be sponsored by an academic department or administrative office. For reservations contact the University Coordinator’s Office (x2280).
Physical Education Facilities and Playing Fields:
These are
booked through the Physical Education Dept. Contact Kate Mullen
(x2888). For facility
hours and
availability, check with the Phys. Ed. Info. Line (x3230) or call
x2886. General hours for
facilities
in the Freeman Center are Monday-Friday, 7 a.m.–9 p.m.,
Saturdays, 8 a.m.– 6 p.m., and
Sundays,
11 a.m. – 6 p.m. For more details, see a Facilities
schedule; there is one posted in the WSA
Office. All
facilities must be reserved at least one week prior to the date
of the event. If you want
information
about reserving the hockey rink, ask Cari in the WSA
Office (x2410). There is ice in the
rink
between October and March. Renting the rink is expensive.
’92 Theater
’92 Theater is reserved by application through Second Stage. The theater is booked in May for the following fall semester and in December for the spring semester. Applications are available at these times from the WSA Office and from the Theater Dept. Rarely will space be available for events planned and produced in the same semester. If planning well in advance, here are some points that might be useful:
• Use of the extensive lighting capabilities of and stock scenic elements in storage in the ‘92 requires that the group provide an individual knowledgeable and responsible for such areas. This individual’s ability is subject to the judgment of Second Stage.
• For musical events, it has been noted that the acoustics in the Theater are less than exceptional. Second Stage may require your group to consult with or provide an individual who possesses knowledge of the space and/or equipment, depending on your sound needs.
• Once a production/event has been scheduled in the ‘92 Theater, the group sponsoring that event is expected to keep in close contact with Second Stage regarding scheduling, preparation for the use of the ‘92, and, most importantly, any changes that might occur in the proposed event.
•There is no smoking, food, or alcohol allowed in the Theater.
Further information is available from the coordinators of Second Stage: Jenn Hartman ‘99, Josh Briggs ‘99 or Sarah Maine ‘99
Because of the performance and classroom schedules and CFA departmental activities, there is limited availability for the facilities of the Center for the Arts. The CFA accepts requests for bookings in September for the fall semester and December for the spring. All CFA facilities are scheduled by the CFA Events Manager, John Albert (x2687, 208 Zilkha Gallery). Make an appointment with him to discuss your proposed event and to pick up copies of CFA booking forms and policies. A completed booking form is required to hold a facility. All technical requirements must be discussed with CFA Operations Manager Mark Gawlak (x2684, 115 Music Studios).
General Regulations that apply to all facilities:
• Events
in the CFA must be ticketed through the University Box Office, at
least three weeks in advance.
•
There is no smoking, drinking, or eating allowed in any of the
facilities.
•
All events must have a CFA house manager, 2 ushers, technician
support when needed, a public safety officer, and custodial
service - all of which will be charged directly to your WSA
account.
•
There is no re-focusing or gelling of lights allowed, nor can
auxiliary lights, props, or equipment be brought into the
facilities.
World Music Hall:
The World Music Hall seats 175 people on carpeted risers. Special care and attention must be given to protect the parquet floor - soft-soled shoes only, and any other equipment must be padded or on the carpet.
Crowell Concert Hall:
Crowell seats 400 people. It is a recital hall, with basic stage wash lighting only and therefore is most suitable for lectures and music performances. Theatrical or dramatic lighting cannot be achieved in the hall.
CFA Cinema:
The Cinema seats 250 people and can be used for lectures, readings, or film screenings. To protect the screen, other activities are not allowed on the stage. A lighted lectern and microphone are available. If you are screening a film, the title must be registered with the WSA office and with the Cinema Archives to avoid duplication. Brenda Keating (x2220, Cinema Archives), can help with film rentals and in hiring a qualified film projectionist. Your account will be charged a bulb and maintenance fee of $35 per screening for a 16mm film or $55 for a 35mm film.
CFA Theater:
Because of production schedules, classes, and the specialized nature of the theater, availability for extra-departmental events is extremely limited. Events in the 400 seat theater must be approved by John Carr, Professor of Theater, and you will need his approval of required technical support staff whose services will also be billed to your account. Begin your request process by talking to the CFA Events Manager (x2687).
Fees Involved in Using the Above Facilities:
* If you
are showing a film:
•
Go over the SECTION ON FILM BOOKING PROCEDURES, pp. 10-11.
•
Your account will be billed a bulb fee ($10/screening) and an
equipment use charge ($35/screening). These fees are used to
cover the costs of maintenance of projectors and replacement of
bulbs.
•
Public Safety bills approximately $35/hour for an officer. Call
Public Safety for more info.
•
Middletown Police bill approximately $32/hour for an officer.
Call
their Scheduling office at 347-6941 ext. 54 for more info.
*Otherwise
(speakers, productions, etc. ...):
•
House Managers receive approximately $7/hour.
•
Ushers receive $6/hour.
•
Student sound technicians receive approximately $7/hour.
•
Public Safety charges approximately $35 hour for a guard.
•
IMPORTANT: Ticketing can get expensive, especially
if deadlines are missed. Fees are listed below.
•
Approximate Ticket Charges:
•
Ticket printing: $40.00 per 1000 (or $8.00 for 200)
•
Shipping and handling:
a. Regular shipping fee: $5.00
b. Express shipping fee: $30.00
• Ticket Ordering Fee:
a. Minimal, if tickets are ordered with a Center for the Arts large ticket order. This happens four times each year:
the beginning of August, the beginning of October, the end of December, and the beginning of February.
b. $77.00 if your event is not ordered as part of a regular CFA order. The $77.00 set-up fee is charged regardless
of the number of tickets ordered.
• Box
Office Surcharge: .35 cents per ticket handled (note: this
applies only to tickets sold, not tickets ordered).
This
surcharge helps defray costs of running the Box Office and
entitles you to these services:
a. Two weeks of pre-sale at the Box Office
b. 24 hour a day telephone coverage
c. 24 hour a day moving sign above Box Office window
d. Posters for your event placed in the Box Office glass display cases
e. Announcements of your event in the Campus Events Calendar
f. Tickets may be charged with Mastercard or Visa at the Box Office
g. Event door ticket sales with experienced personnel
h. Accurate accounting of ticket sales
i. Written event ticket report
j. Direct deposit of event money into your group account
Here is a sample of ticket charges for a 200 ticket event:
$8.00 Ticket printing
5.00 Regular shipping cost
0.00 Ticket ordering fee (given you ordered with a major CFA order)
70.00 Box Office surcharge (assuming all 200 tickets are sold)
83.00 Total
Arranging
for furniture arrangement, special cleaning before and after an
event and AV equipment:
Furniture
(re)arrangement (chairs, lecterns, tables, etc.), and cleaning
before and after an event:
Nancy Albert (University Coordinator, x2280) would be your contact for these services for events outside the CFA. You should call as far in advance of your event as possible so that a work order can be prepared, equipment requisitioned or rented, and labor scheduled. It may not be possible to accommodate support requests for which there is less than two weeks’ notice. You must have an account number to which labor and equipment can be charged. You should also be aware that sometimes it will be necessary to rent chairs from an outside vendor. This will cost you extra. Any dance floor rental must be arranged by the Coordinator’s Office. For events inside the CFA, please call the Events Manager (x2687).
AV equipment (microphones, amplifiers, VCRs, etc.):
If your event is outside the CFA, contact Bob White at the Audiovisual center (x2218).
If your event is in the Center for the Arts, contact Mark Gawlak (x3600) to make arrangements with you for any equipment (besides a large sound system). If your event is taking place in PAC, it is possible to use equipment owned by PAC, but there will be a service charge. Your contact there is Eva Ogden, Administrative Assistant for PAC (x2780).
Downey House
Downey House is reserved through the University Coordinator (x2280). Student organizations are not charged a rental fee to use the facility, but are charged for the Physical Plant and Dining Services labor required to prepare the space, staff the event and clean up afterwards. Such expenses typically range from $100 to $200. The maximum permitted attendance at parties is 175. Student parties at Downey House must be chaperoned by a member of the faculty or administration.
Be sure to discuss food/beverage requirements with Michele Cormier, Campus Dining Catering Manager (x3503). This is necessary because there are regulations about what you are allowed to serve and do. For example, among other things, you cannot bring in your own food or an outside caterer; you cannot borrow Dining Services equipment (bowls, glasses, etc.) unless Dining Services is catering; and if you plan to serve alcohol, arrangements have to be made with Campus Dining Services. It will be the chaperone’s and the group’s responsibility to make sure that guests do not bring their own alcoholic beverages. Campus Dining Services will provide the staff for bartending and verification of age. A photo form of identification other than a Wesleyan ID (i.e. a Driver’s License) will be required for verification of age for individuals consuming alcohol. If you plan to serve alcohol, dining services must be made aware of this.
DOWNEY HOUSE MUST BE BOOKED AT LEAST TWO WEEKS IN ADVANCE OF AN EVENT. All applications for reservation of Downey House will be acknowledged and the first available date will be confirmed in writing. (Be aware that Downey is often booked early in the year. In filling out the application you will need to list three choices for dates.) Applications are available from the Coordinator’s Office. Completing the application will require the signatures of your group’s chaperone, of John D. Turenne, (Director of Dining Services, x2160, 1st floor Downey). You will also need your group’s account number. Cari Macdermott, WSA Administrator, will know your group’s number even if you do not. All applications must be returned to the Coordinator’s Office.
McConaughy Dining Hall (Mocon)
Mocon is reserved through the University Coordinator’s Office (x2280) for concerts, parties, and banquets sponsored by student groups. Because it is a dining hall, events cannot start before 9 p.m. and must be over by 2 a.m..
Student organizations are not charged a rental fee for use of the facility, but are charged for the Physical Plant and Dining Services labor required to prepare the space and clean up after an event, for security coverage, and occasionally for the presence of a Middletown Fire Department representative. Whether or not a Fire Department representative will need to be present is decided on a case by case basis, but generally one is required if the expected attendance is over 400 or if there will be a large amount of electrical equipment being used (as with a band). The total charges for support services usually range from between $500 and $700.
The maximum permitted attendance at concerts/dances is 500. Be sure to discuss food/beverage requirements with John D. Turenne, Director of Dining Services (x3254, 1st floor Downey). This is necessary because there are restrictions about what you are allowed to serve and do. For example, among other things, you cannot bring in an outside caterer, you cannot borrow Dining Services equipment (bowls, glasses, etc.) unless Dining Services is catering. Also, if you plan to serve alcohol, Dining Services needs to be made aware of this.
If beer or liquor is to be sold or if there is an admission charge designed to cover the cost of liquor, the state of Connecticut requires that you obtain a temporary liquor permit from the State Liquor Control Commission. You should allow at least three weeks to obtain a permit. The university also requires that you submit paperwork. (SEE SECTION ON ALCOHOL POLICY AND PERMITS, pp. 6–8Mocon must be reserved at least two weeks before an event. Applications are available from the Coordinator of Events’ Office (x3762). Completing the application will require the signatures of the Director of Dining Services and Cari Macdermott (WSA Office, 190 High Street). You will also need your group account number. Cari Macdermott will know this even if you do not. All applications are to be returned to the Coordinator ‘s Office.
The Chapel
The Chapel is scheduled through the Coordinator’s Office (x2280). There are more restrictions on use of the Chapel than on many other facilities. First off, any event held in the Chapel must be a benefit fund-raiser for local charities and social service agencies. This means that Wesleyan groups cannot raise any revenue for their own purposes—you can only cover the costs of producing the concert/lecture. The event must be ticketed through the University Box Office. Maximum occupancy of the Chapel is 350. You are responsible for recruiting four ushers for the event.
There must also be a Public Safety officer present at the event. Public Safety officers are booked for a minimum of two hours. In addition, if your event conflicts with the regular custodial service, you will be asked to pay for custodial services after the event. (For example, if your event is on a Saturday night, you must pay for someone to come in before the next day’s Mass.)
If you require sound equipment, you’ll need to contact Bob White (x2218), who will provide you with what you need or recommend you to a different firm. You may not move the podium or install auxiliary lighting or sets of any kind.
The Chapel must be reserved at least two weeks before your event. Paperwork is due two weeks before the proposed date.
Fees for use of the Chapel:
• Public Safety charges ranges from $50–$100 for a 2–4 hour event
• Ticketing costs are approximately $130–$180
• Audio-visual costs will be $75+
• Custodial services are $25 per hour
WSA Calendar
There is a
large calendar in the WSA Office (on the back of the front door).
Please enter your events on it. Write in the title,
time and
place of your event as soon as you have the information. This
will help prevent overcrowding of dates. Dry erase
markers
are available in the office.
The University Box Office (x3350)
Information Center (x3566)
The
Information Center can help you advertise your event by having
available information on your event if someone
calls or
comes to ask. The Information Center is located on the first
floor of the Campus Center.
The Campus Center Coordinator’s Office (x3559)
The Student Organization Tables
The Student
Organization Tables are located in the West entrance, Post
Office, and first floor landing areas. The tables
are used
for lobbying, petitioning, selling buttons and/or T-shirts, etc.
You can reserve a table for your group through the
Campus
Center Coordinator’s Office (x3559).
Eight to Eight (x7789, 685-7789)
Eight to Eight
is a call-in listening service by and for students, open nights
from 7 p.m. to 7 a.m., seven days a week.
In
addition to offering support services, 8 to 8 provides an
extensive information/referral service. You might want to
let them
know the scoop.
Announcements to Faculty
You might want
to mail announcements of your event to faculty you think may be
interested, and ask them to
announce
the event in their classes.
Contacting Other Groups/Co-sponsorships
Co-sponsorships
can be a good way to get help with publicity. In fact, helping
with publicity can even be the terms of a
sponsorship
(it doesn’t always have to be money). To get in touch with
another group, you can call or write the contact
person/people
for that group. WESUNITY will be putting this contact information
online. Please email wesunity@wesleyan.edu
to have
your group added to the list. You may want to send them posters
or else ask them to include an announcement
of the
event in their next group mailing. Keep in mind that SBC funding
for speakers works differently now.
Community
Services Office (x6500) 162 Church St, next to Beta
The Community Services Office may be able to give you ideas on outreach to the Middletown Community. The office especially has connections with community service agencies and community action groups.
The University Coordinator’s Office can help publicize your event by listing it in the Wesleyan Weekly. which is a weekly newsletter published for the Wesleyan staff by University Relations. Since the calendar is mailed to faculty and staff, however, events which are intended only for students are generally not listed, (i,e, social events). To have your event listed, submit a copy of one of the forms available at the Coordinator’s Office, in writing (the information will not be taken over the telephone). The Coordinator’s Office is located at Russell House, fax the form to x3911 or e-mail to nalbert@wesleyan.edu. Events submitted to Wesleyan Weekly will also be included in the events calendar posted on the Wesleyan Web site. Please note that the reservation of a facility does not entail the automatic listing of your event in Wesleyan Weekly.
Argus F.Y.I. ("For Your Information") Listings
Submit FYI information for the Argus typed or in clear writing to the Argus building (167 High St., corner of High and Church). There is a box attached to the back of the front door so you can either put your announcement in there when the office is open or through the mail slot when it is closed. The deadline for Tuesday’s issue is Noon Sunday and the deadline for Friday’s is Noon Wednesday. The Argus requires that you put your name and phone number on your announcements or else they will not print it. Also, keep your announcements as short as possible; otherwise they might be edited due to lack of space. Note: The Argus no longer accepts letters to the editor that serve simply as announcements.
If you wish to purchase an ad in the paper, contact the business manager at x3325.
Hermes, Iahu, Ankh, and Other Campus Publications
These publications will print many announcements of upcoming events as well as public service announcements. Drop off announcements in the clear plastic folders outside the Hermes/Iahu Office (2nd floor, 190 High Street). Hermes comes out every 3-4 weeks during the semester, and Iahu usually comes out once a semester; get in touch with the WSA contacts from these groups to find out the exact printing dates of upcoming issues. To place announcements in other campus publications, get in touch with the WSA contacts for these groups (available from the friendly folks at the WSA office).
W.E.S.U. (88.1 FM) Radio Announcements (Business Line: x3668)
W.E.S.U. is located in the basement of Clark and is willing to assist groups with publicity, usually by providing air time and/or helping the members of groups with recording their announcements. Information about your group and/or event should be sent to the Director or one of the members of W.E.S.U.’s Board of Directors should be approached. Board hours are Monday–Friday, 4 p.m.–6 p.m. The board member would be able to approve the material on the spot (all promotional material heard on the air has to meet W.E.S.U. and federally mandated policies) and even directly help or arrange to help with the recording of the message. Board members you might contact are Kim Wetzel, President, Box 5426 or Nick Kyte, PSA Director, Box 4693. Note: W.E.S.U. cannot quote specific admission charges for your event on the air, though they can indicate that a charge exists. Also, they will not advertise for events that are open only to Wesleyan students.
Posters and other copies for WSA group business may be made free of charge at the WSA Office during office hours. The WSA Office has a great supply of white paper—in three sizes! (8.5 x 11, 8.5 x 14, and 11 x 17) Also, there are marking pens of all colors and sizes! The copier machine can enlarge or reduce your artwork too! The implications are endless!
All copies are free, but there are limits: THERE IS A 40 POSTER LIMIT PER EVENT.
Areas to Poster
Posters taped to windows or other glass surfaces will be taken down by the custodians. In classroom buildings, you are supposed to poster only on designated bulletin board areas. Good places to poster are:
* Central Campus: includes the Campus Center, PAC, Olin, North College, etc.
* Campus West: includes all Foss Dorms, Mocon, Clark, Intown, etc.
* Campus South and Butterfield: includes all Butterfield dorms, WesWings, and the Special Interest houses on Lawn Avenue. The best places to hit in Butterfield are the kiosks.
* Campus East: includes HiRise, LoRise, Fisk, and the WSA Office.
* Campus North: includes CFA, the Housing Office (48 Wyllys), Malcolm X House, Greenhouse, and the Special Interest Houses near the corner of High and Washington streets.
Big Paper Posters
Huge rolls of white paper are available at the WSA office for free, as well as poster paint and brushes. You can cut a sheet-sized piece and hang it the same way you used to hang sheets. The nice thing is, paper is recyclable, sheets were not. Obvious places to put them: Mocon (talk to the people in the office near the salad bar) and the Campus Center.
Walking Publicity...T-SHIRTS!
T-Shirts are generally a cool thing, but they are also a particularly neat way to advertise or commemorate an event. The following is a listing of places and people in or near Middletown that make special order T-Shirts at pretty reasonable rates (more names available at the WSA Office):
Anything Goes, 66 Middlefield Rd, Durham, CT 349-3315
Deco-Tech, 318 Captain’s Walk, New London, CT (860) 442-3842
Gorilla Graphics, 240 Meadow Rd, Rocky Hill, CT 06067
M & P Tees, 30 Morgan St, Meriden, CT (203) 235-0031
Wheeler Screen Printing, 500 Main St, PO Box 921, Deep River, CT (860) 526-9684
Yac Industries, 39 Howard St, West Haven, CT (203) 931-1094