Location Reservation Form, Student Activities

This form is provided for you or your organization to submit a request to reserve a space for an event to be held on the campus of Earlham College. Information submitted via the form is sent to Reservations at Runyan Desk and on to the appropriate offices upon location approval. You, as sponsor, are responsible for contacting these offices prior to the event to confirm your specific needs will be met. A Reservationist from Runyan Desk will contact you to request additional information or correct conflicting/incomplete information, and to confirm that your location is available or that the location is not available.

Contact Information

Event sponsored by *

Enter your name or the name of your organization.

Organization representative

If your event is sponsored by an organization, please enter the name of the contact person.

Are you a

Phone *

Email *

Event Information

Event title *

Event description *

Event date *

MM-DD-YEAR (i.e., 03-15-2013)

Event time (include am/pm) *

Location requested *

Estimated attendees *

Length of reservation: total time of reservation, to include time for set-up and tear-down

From (include am/pm) *

To (include am/pm) *

Set-up specifications

Let us know if you have a specified floor plan, room arrangement or other setup request. These specifications must be received by the appropriate office at least 48 hours in advance of your event. Please leave blank if no specific set-up is required.

Repeating Events

Additional Events - Is this a repeating event?

Yes
No

Date of repeating event

MM-DD-YEAR (i.e., 03-15-2013)

Additional information about repeating event

Housekeeping Information

Do you need cleaning or setup services?

Yes

Specific Setup Location

Specify if set-up is for a hall, stage, alcove, etc. Enter N/A if not applicable.

Date

MM-DD-YEAR (i.e., 03-15-2013)

Time (include am/pm)

Number of tables

Maximum of 25

Number of chairs

If more than 150 chairs are requested, you must contact Maintenance at (765) 983-1315 at least two weeks in advance.

Tear down begins date

MM-DD-YEAR (i.e., 03-15-2013)

Tear down time (include am/pm)

Special Cleaning Needs

Food Service needs:

Will Food Services staff be needed during your event?

Yes
No

Will you require Food Services support prior to or following the event?

Yes
No

On date of event, food needed by (include am/pm)

To schedule Food Services you will need to contact Sodexo via phone at (765) 983-1329. Sodexo has an exclusive contract with Earlham College. No food may be purchased from off-campus vendors for on-campus events without prior permission.

Audio/Visual Information

Will ITAM Technical Staff be needed during your event?

Yes
No

Will you require ITAM services/support at all? (for setup, etc.)

Yes
No

On date of event, audio/visual equipment needed by (include am/pm)

To schedule audio/video services, you will need to contact ITAM via phone at (765) 983-1314. ITAM will help you determine your needs to make your event a success.

Security Information

Are Security Officers required for this event?

Yes
No

Building/facility access from (incude am/pm)

Building/facility access to (incude am/pm)

For special parking needs, please contact Campus Safety and Security at (765) 983-1400.

Recycling Information

How many recycling bins are being requested?

The Earlham Recycling Team offers its services when possible to assist you in hosting a more environmentally friendly event on campus. The students provide bins, and perform the set up and clean up of the bins.

In the event of cancellation, you must contact the Reservationist at (765) 983-1587.