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Instructions for Usage of College Facilities
by External Groups For Meetings and Events
Paul Smith's College welcomes the use of our facilities by outside groups for meetings, events, presentations and classes. The College has standardized procedures and policies for external groups and all groups will be treated equally. When an external group uses Paul Smith’s College for an event or meeting, they are required to provide a certificate of insurance, sign a facilities use contract and in some cases waivers and release of liability forms will be required of all participants. There are established rental fees for equipment and available spaces.
A non-profit group may hold up to two meetings per year at no charge on the campus. In order to qualify for the rent-free meeting - it must be held in one room with the stipulation that there are no set up or technology needs. This means that the group only needs to walk in to the room and use as is. Any requests for technology, room set up arrangements, additional rooms, flip charts, signage, etc. will be billed accordingly.
How do I schedule a room on campus for external groups?
All outside groups must communicate directly with the Office of Events and Conference Services to secure space. An external group must fill out the Reservation Form and submit the proper required documentation before a space can be reserved. Pricing for external groups is not the same as pricing internal reservations. There is tiered pricing for non-profit and for-profit groups. Only the Director of Events and Conference services can confirm and reserve campus space for external groups
During College events like Family Weekend, Homecoming, Graduation and Open House meeting space, classroom and campus facilities may not be reserved by external groups.