Reserving Space and Registering An Event

In order to reserve space and register an event in the Smith Campus Center or on the Pomona College campus, please pickup an event request from the ASPC office in Suite 244 of the Smith Campus Center or download the form from this site. Please read the form carefully and fill it out completely before returning it to the ASPC office. All requests require at least three days notice in order to process and make appropriate arrangements. If you are planning an event which requires significant setup or special arrangements, we require that that you submit your request at least two weeks in advance. Please note that there are separate request forms for events depending upon whether or not you will be serving alcohol.

College-wide events have the highest priority and should be scheduled as far in advance as possible. These events, whether student, academic or administrative in point of origin, are usually one-time or short-term duration on an annual or semi-annual basis; examples include Family Weekend, Alumni Weekend, Public Events Committee programs, etc.

Whenever possible, facilities will be reserved on a first-come, first-served basis, based upon the date the Facilities Scheduling From is received. In cases of multiple requests for the same facilities, priority will be given to Pomona College activities, followed by CUC activities and then to community-based activities. Alumni Association activities are considered Pomona College activities.

Events from the community may be scheduled for times when students are not on campus and will be requested via the Office of Summer Conferences. All such activities must be consistent with the academic mission of the College.

It is the policy of Pomona College to make the most effective use of its facilities. The College therefore reserves the right to re-assign groups to spaces different from those reserved to maximize use of facilities. If such a re-assignment is necessary, the staff will contact the organization or individual holding the reservation and advise them of the room change with as much lead-time as possible.

Promotional tables may be reserved by organizations who wish to distribute information, sell event tickets, recruit membership, etc., using the facilities scheduling form. Tables may be set in the Courtyard or Forum of the Smith Campus Center or outside the dining halls. Organizations can arrange setup of a table and two chairs with the staff of the Smith Campus Center. In accordance with college policy, tables for commercial enterprises must be approved in advance by the Director of the Smith Campus Center and Student Programs.

Publicity

Campus events are understood to be private events by virtue of their restriction to students, faculty or staff of any one or all of the Claremont colleges and their guests. No publicity of any kind is allowed outside the immediate boundaries of the colleges without permission from the Director of the Smith Campus Center and Student Programs. All reference to or suggestions of alcohol are prohibited in event publicity (This includes drawings, initials, double meanings or any other suggestion of or reference to alcohol). The Campus Center staff reserves the right to deny the authorization of any publicity violating the publicity regulations and guidelines. For more information, refer to the Claremont Colleges Publicity regulations and guidelines available in the Smith Campus Center, ASPC Office.

Guests

Event organizers will assume full responsibility for all guests (guests are defined as individuals who are not students, faculty or staff of the Claremont Colleges). Each guest is to carry a completed guest pass. No individual at the event may bring more than two guests. Guest passes are available at the Residence Hall Desks, The Office of Campus Life, ASPC Office and from the Smith Campus Center Building Managers. Outside contractors (i.e. bands, DJ's etc.) may provide a list of up to 10 guests to the event organizers. Guests must be at least 18 years of age and provide proof of age to the event organizers at time of entrance. All guests will be held to the same rules and regulations as Pomona Students. Any guests who wish to consume alcohol must be at least 21 and show a valid ID.

Security

The Campus Center will arrange for security, if necessary, and control number and placement of Security Officers at the event. Event organizers may be responsible for any financial costs incurred for these services.

Damages

Damages to the facility or its equipment will be charged to the individual or organization reserving that facility. Any damage beyond normal wear-and-tear will be billed to the sponsoring individual or organization.

Events with Alcohol

Events with alcohol must strictly adhere to the college alcohol policy. Smith Campus Center staff would be happy to provide you with a copy of this policy and discuss it with you if you have any questions.