Kenyon has implemented an events management system to make the process of space requests and reservations easier and more efficient. The system streamlines the reservation process, improves safety/emergency preparedness and informs future building/space planning.
1. All public and private spaces will be managed through the Kenyon Reservations system.
2. All public spaces will be available for requests through the Kenyon Reservations website.
3. If you want to reserve a space, you must make/have a reservation through the Kenyon Reservations system.
4. All reservations must state intended purpose; misrepresentation of event may result in cancellation.
5. All reservations will be inclusive. This means a reservation must be booked to include the setup time, event time and tear down time.
6. All reservations will automatically assign/notify appropriate service providers through the Kenyon Reservations system (for example, catering).
7. In addition to spaces, resources related to reservations will be inventoried and tracked through the Kenyon Reservations system (for example, portable projector systems).
8. All service pricing will be uniform and available for invoicing through the Kenyon Reservations system.
9. All reservations must follow appropriate building/division booking requirements unless otherwise approved. This includes, but not limited to, building hours, room capacities, setup types, fire codes, etc.
10. Space availability does not guarantee that an event or function can be held (for example, if it conflicts with a special Kenyon event).
11. The Campus Events and Planning Committee has oversight of space programming in the best interest of the college and campus community.
12. General guidelines for space reservations should follow this priority:
a. Academic Course/Classroom
b. Campus Programming (Divisional/Departmental/Student, etc.
c. External Programming
13. Any space request can be rejected. Some of the criteria for rejection are, but not limited to:
a. Being potentially harmful to the public image of Kenyon College
b. Potentially harmful to the facility or its patrons
c. Not in the best interest of the college
d. Purpose is misrepresented
Internal clients include employees and student organizations. NOTE: If you are requesting space for non-college business, you are considered an external client.
14. Student organizations are able to request space. Individual students can not request space.
15. Employees are able to request space.
16. Internal clients may bring in outside vendors for catering, subject to the rules of the reserved space. (For example, AVI must cater all events in Peirce Hall - Alumni Dining Room.) Internal clients are prohibited from bringing in outside vendors for technical support, security or caterers, without approval.
External clients are (a) anyone not related to the College or (b) a College employer, parent or alumni using the College for a personal event. NOTE: This includes parents, alumni and employees reserving space for non-college business.
17. External client (non-college) organizations are able to request space.
18. Kenyon College reserves the right to:
a. Charge for space
b. Impose access restrictions
c. Require a contract
e. Require certificate of insurance
f. Postpone or change location of an event
19. External clients (non-college) must also adhere to the event policies as defined by the Summer Programs Office.
20. External clients (non-college) are prohibited from bringing in outside vendors such as, but not limited to, technical support, security or caterers, without approval.
Please click here for Space Owner role, policy and workflow.
Revised 9/18/15 by the Kenyon Reservations User Group (KRUG).
Updated: Sept 18, 2015