Location Reservation Form

Thu, 2011-03-03 10:16 | by bleveel

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.

For additional assistance, please call (765) 983-1587.

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: *

Event time: *

Location requested: *

Estimated attendees: *

Length of reservation

Total time of reservation, to include time for set-up and tear-down.

From: *

To: *

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:

	Yes	No
Is this a repeating event?

Date of repeating event:

Additional information about repeating event:

Housekeeping information

No cleaning or setup services needed:

Yes

If selected, please skip the rest of this section.

Specific Setup Location:

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

Set-up finalized by

Date:

Time:

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 can begin

Date:

Time:

Special cleaning needs:

Food Service information

Food Service needs:

	Yes	No
Will Food Services staff be needed during your event?
Will you require Food Services support prior to or following the event?

On date of event, food needed by:

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

Technical needs:

	Yes	No
Will ITAM Technical Staff be needed during your event?
Will you require ITAM services/support at all? (for setup, etc.)

On date of event, audio/visual equipment needed by:

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

Security needs:

	Yes	No
Are Security Officers required for this event?

Building/facility access

From:

To:

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

Cancellation

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

Printer-friendly version

About Earlham

Earlham College, an independent, residential college, aspires to provide the highest quality undergraduate education in the liberal arts, including the sciences, shaped by the distinctive perspectives of the Religious Society of Friends (Quakers). Earlham emphasizes the pursuit of truth, lack of coercion, respect for others, openness to new truth, integrity and application of what is known to improving our world.
Learn more

Contact Information

Earlham College
801 National Road West
Richmond, Indiana 47374-4095
1-800-EARLHAM (327-5426)

About Earlham

Contact Information

Connect with Earlham

Campus Resources

Graduate Programs