Policies and Procedures

        The following sections provide information for the Saint Anselm College Community pertaining to conducting an event on campus.

        • Sponsoring an External Event

          If an external organization is working with a College department or student group to conduct a program on campus that is related to the work of the College department or student group, the staff, faculty, or student group representative may apply for sponsorship. If sponsorship is granted, the external organization may receive a discount applied to the cost of conducting their program on campus. To request sponsorship, please complete the application for sponsorship of external events (PDF/11KB).

          Please complete one application per event or initiative, and answer all questions, using N/A when necessary. Completed applications may be returned to Conference and Event Services via email or via campus mail (Box #1800). Applications should be submitted at least three months in advance of the event date. Acceptance of the completed form by Conference and Event Services does not place any liability on the department or Saint Anselm College to support this request.

          The College receives many requests each year for sponsorships and partnerships related to events on campus. With each request, we carefully assess the details of the organization or event and how the College can best assist and further mutual goals.

          The primary criteria used for determining the level of sponsorship to be provided are as follows:

          • Existing or potential benefit of a relationship between the College and the external organization
          • Potential impact on student recruitment
          • Educational/student focus: the presentation of an academic or social issue relevant to the student body
          • Impact on donor and alumni relations

          Other determining factors in decision process:

          • Budgetary constraints of the external organization
          • Costs to the College
          • Availability of locations requested
          • Success and impact of past events organized by the external group
        • Requesting Signage

          Conference and Event Services produces all exterior directional signage used for internal and external events. To order signs, please use the online reservation system.

          • Signage orders are due one week prior to the event date.
          • You will be notified when your signs are available for pick-up. Signs will be available no later than one business day prior to the event (or earlier if requested).
          • Conference and Event Services will request that the sign holders be placed in designated locations by Physical Plant. Once the sign holders are in place, you may affix the signs to the holders.
          • After the event, Physical Plant will remove the sign holders and return them to storage.

          Please note that, if signs are created outside of this procedure, Conference and Event Services will notify the planner, their supervisor, and department/division head and ask that the signs be taken down. If time allows, Conference and Event Services will produce signs that adhere to the policy for the user to deploy instead.

        • Event Types

          An internal event is defined as a meeting, information session, or other activity that a College department or student group conducts in keeping with its normal day-to-day work, purpose, or mission.

          • All space for an internal event must be reserved through Conference and Event Services.
          • Any services needed from Physical Plant or the Office of Information Technology must be requested using the online reservation system.
          • Food & beverage orders should be requested using the online reservation system.
          • Onsite management of all internal events is the responsibility of the requestor or agent thereof, unless other arrangements are made with Conference and Event Services.
          • All fees for services are paid by the department or student group from a College account and are not reimbursed by an outside source.
          • Examples of internal events include: Faculty Senate meetings, the Career Services internship fair, and Campus Activities Board (CAB) events.

          An external event is defined as a meeting, workshop, camp, performance, social event or other activity that is conducted by an off campus organization. Events conducted by staff and faculty for purposes unrelated to their department are external events, as are those conducted by alumni, parents, or other affiliates of the College.

          • All campus facilities and services must be requested through Conference and Event Services. Fees for these facilities and services must be paid to Conference and Event Services by the external organization or individual and may not come from a College account.
          • A representative for each external event is required to sign a written agreement outlining facilities and services that will be provided by the College via Conference and Event Services.
          • Proof of insurance coverage is required for all external events.Assistance with the planning process and support for the onsite management of all external events is provided by Conference and Event Services.
          • Examples of external events include: association meetings, private events, and conferences for non-for-profit organizationsIf an external organization is working with a College department or student group to conduct a program on campus that is related to the work of the College department or student group, the staff, faculty, or student group representative may apply for sponsorship.
          • If sponsorship is granted, the external organization may receive a discount applied to the cost of conducting their program on campus. To request sponsorship, please complete the application for sponsorship of external events (PDF/11KB).
        • Reserving Space
          • Saint Anselm College facilities and services exist primarily for the benefit of the College community (students, faculty, administration, staff, and the Benedictine community). Therefore, those individuals have first priority regarding access to facilities.
          • Without exception, space must be requested through the online reservation system. Requests must be made at least two weeks prior to a meeting/event.
          • Once a request is reviewed, Conference and Event Services will contact the submitter (or requester) regarding its approval or denial within 24-48 hours. This review takes into account the availability of the facility requested, as well as the services and resources needed to implement the event. Some events may be denied if a facility or service (such as catering, parking, etc.) cannot be provided at the requested time. If possible, Conference and Event Services may propose an alternate location or date for denied requests.
          • If a facility request is approved, the service areas impacted have accepted the request. The request must include the specific needs of these service areas (i.e. specific media equipment, tables and chairs count, open/unlock times for security, etc.).
          • If the meeting/event needs to be cancelled or postponed, a 48-hour notice is ordinarily required. This allows ample communication time with the affected service areas. Any student club, class, or organization meeting request requires an advisor's contact name and number. If multiple requests are made for the same facility/location on the same date, the request will be reviewed with the following prioritization in mind:
            • College annual events (e.g. Reunion Weekend, Admission Open House, etc.)
            • Campus departments/offices for College business
            • Student clubs (if there is a conflict among student clubs, the Student Affairs Office will determine which group has priority)
          • Requests for the use of a classroom for a purpose other than academic use should be directed through Conference and Event Services. Conference and Event Services will contact the Registrar's Office to procure approval for classroom space.
          • Requests for use of the Abbey Church for any use other than a wedding should be made to Conference and Event Services (requests for weddings are received by Campus Ministry). Conference and Event Services will procure approval for the Church with Campus Ministry and the Prior.
          • Saint Anselm College facilities and services exist primarily for the benefit of the College community (students, faculty, administration, staff, and the Benedictine community). Therefore, those individuals have first priority regarding access to facilities.
          • Without exception, space must be requested through the online reservation system. Requests must be made at least two weeks prior to a meeting/event.
          • Once a request is reviewed, Conference and Event Services will contact the submitter (or requester) regarding its approval or denial within 24-48 hours. This review takes into account the availability of the facility requested, as well as the services and resources needed to implement the event. Some events may be denied if a facility or service (such as catering, parking, etc.) cannot be provided at the requested time. If possible, Conference and Event Services may propose an alternate location or date for denied requests.
          • If a facility request is approved, the service areas impacted have accepted the request. The request must include the specific needs of these service areas (i.e. specific media equipment, tables and chairs count, open/unlock times for security, etc.).
          • If the meeting/event needs to be cancelled or postponed, a 48-hour notice is ordinarily required. This allows ample communication time with the affected service areas. Any student club, class, or organization meeting request requires an advisor's contact name and number. If multiple requests are made for the same facility/location on the same date, the request will be reviewed with the following prioritization in mind:
            • College annual events (e.g. Reunion Weekend, Admission Open House, etc.)
            • Campus departments/offices for College business
            • Student clubs (if there is a conflict among student clubs, the Student Affairs Office will determine which group has priority)
          • Requests for the use of a classroom for a purpose other than academic use should be directed through Conference and Event Services. Conference and Event Services will contact the Registrar's Office to procure approval for classroom space.
          • Requests for use of the Abbey Church for any use other than a wedding should be made to Conference and Event Services (requests for weddings are received by Campus Ministry). Conference and Event Services will procure approval for the Church with Campus Ministry and the Prior.