Planning an event for the Kenyon community? Check out some of the tips provided here on how to reserve a room on campus, post an event to the Kenyon calendar, advertise, and more!
STEP ONE: Identify the purpose and community/organization needs
What is the purpose of your organization? How can that be demonstrated programmatically?
What is going on currently on campus that might be effecting your organization and/or its purpose (i.e.- finals, allstu debate, etc.)?
STEP TWO: Identify what type of event/activity you would like to do.
Who is your target audience? What would your audience respond to?
What is the goal of your event? What would you like to accomplish through this event?
What is realistic when you consider location, etc.?
STEP THREE: Decide on a date and time for the event/activity
Check the Kenyon calendar for events already planned
What day/time works best for your intended audience? Would a certain day/time exclude people?
STEP FOUR: Consider locations and types of facilities to host the event
What are your space needs? How many people do you anticipate attending and how much room will they need to participate in the activity?
How should you arrange the space?
If your event is outdoors will you need a rain location/date?
Check reserveit.kenyon.edu to find an available room
Reserve a room online.
STEP FIVE: Consider establishing partnerships with other organizations/departments/etc. to assist with the planning and execution of the event
Does a department, CA, or student organization have resources you can share that would help in the planning and execution of the program?
Would partnering with another person/group enhance the experience and/or the number of participants?
STEP SIX: Create an event/activity budget
Determine your current budget and BE REALISTIC about costs.
Things to consider: supplies, food/snacks, travel, maintenance, marketing, rental equipment/AV, co-sponsorships, etc.
Be sure to consider whether the program is worth the cost per person.
STEP SEVEN: Create an event timeline
Outline all essential decisions/activities that need to be made before, during, and after the event:
Before the event: (see steps 1-9)
Day of the event: confirm all requests; last marketing pitch; have participants complete an evaluation; coordinate/confirm your volunteers and their assignments
After the event: leave the space as you got it- CLEAN UP!; send THANK YOUs; compile evaluation results; assess strengths and areas for improvement
STEP EIGHT: Implement an advertising campaign - posters, table tents, emails, word of mouth, chalk sidewalks, giveaways, etc. - think outside the box!
Remember to include WHO, WHAT, WHERE, WHEN, and maybe even WHY/HOW?
Post your event to the Kenyon calendar (sign on with your email username & password)
STEP NINE: Coordinate and execute event/activity logistics
Things to consider: Maintenance request, Sound Tech request, purchase supplies, confirm volunteers, reserve caterer, room setup, travel waiver and rosters (if off-campus)
STEP TEN: Follow-up and evaluate
Things to consider: Return resources and equipment, review the event with attendees, partners, etc. to determine strengths and areas for improvement, send thanks you’s to sponsors, helpful individuals/departments, etc.
There are limited spaces on campus where a bonfire may be held. Please see the Ceremonial Fire Permit, which must be signed by Student Activities, Maintenance, and Safety before the bonfire can take place. Additionally, a maintenance order needs to be submitted with details of the bonfire event setup. This should be done at least 2 weeks in advance of the event. Proper rules and fire safety must be followed at all times.
The Parish House is owned, supported, and maintained by Harcourt Parish, an Episcopal congregation in the Diocese of Ohio. Contributions made in aid of the expenses associated with sustaining this outreach service are greatly appreciated.
Fee Schedule: $15 per Kenyon College event (All users are required to pay a $30 refundable cleaning deposit.)
Make your room reservations now! For more information call X5846.
Lower Dempsey: 140 people
Gund Private Dining Room: 30 people
Higley Auditorium:180 people
Storer Recital Hall: 120 people
Hill Theater: 186 people
Horn Gallery: depends on seating preference chairs vs. floor
KC Theater: 55 people
Olin Auditorium: 69 people
Rosse Auditorium: 650 people
Ascension 220: 90 people
Black Box Theater: 30 people
During the academic year, individuals and groups who would like to use most spaces on campus must make a reservation following the steps outlined on this page. We request that you plan at least 48 hours ahead and remember that all offices are closed on weekends.
Below are the steps for making a request for a space through the Office of the Coordinator of Campus Events, Lorie Shults.
To reserve the following spaces for events, contact:
Bolton Theater or Hill Theater--Kris Conant, PBX: 5531
Brandi Recital Hall (Storer) and Bemis Music Room (Peirce 210)--Donna Maloney, PBX: 5197
Brown Family Environmental Center--Dave Heithaus, PBX: 5050
Common Hour Reservations (T & Thurs 11:00 a.m.-12:00 p.m.)--Susan Spaid, PBX: 5650
Eaton Center--Barb Hamm, PBX: 5172
Gund Gallery Atrium--Megan Hancock
Gund Gallery Reservations (other)--Mary Lynn Perry, PBX: 5837
Horn Gallery--Horn Managers
Kenyon Athletic Center--Michael Taylor
Norton Room, Ransom Hall--Kim Totman, PBX: 5778
Parish House--Hallie Logan, 427-2187
Ringwalt Room (Olin Library)--Anita Hooper, PBX: 5697
Rosse Hall--Lorie Shults, Online Room Reservation Form
Once the academic year finishes or during College breaks (Thanksgiving, Winter, Spring and Summer), the Office of Business services handles all room and space reservations. Please contact Bonnie Warren at 427-5250 for availability and pricing.
If you need extra tables or chairs, or you need a room's furniture rearranged or removed, you must submit a maintenance order. Make sure you have enough funds to cover this cost - it can be expensive. Submit work orders at least one week in advance, although earlier is better! For more information call maintenance at X5129.
1. Determine exactly what you need from maintenance and when and where you need it. The more detail, the better. This includes tables, chairs, room rearranging, trash cans, outdoor power supplies, etc.
2. Draw a map of the room setup if you think it is necessary (it usually is). You can scan it at the Student Activities Office or drop it off yourself at the maintenance office.
3. Email firstname.lastname@example.org with the following information: Name, organization name, account number, exact details of what you need, location, date and time you require setup and teardown, a phone number/email where you can be reached.
4. Keep in mind that if you need something on a weekend or late at night, you will be paying overtime for maintenance staff. If possible, ask them to set up things before 4pm on a weekday, and if the weekend/night setup can be left until the next day (make sure no one else needs the room in between), ask maintenance to reset the room the following weekday.
The contents of every advertisement should contain the following:
· Name of the event
· Date and time
· Price, if any
· Sponsoring organization
The Student Activities Office is your stop for low-cost, large-scale posters. Our new printer can print full-color posters up to 42" wide.
Please submit your order at least 48 hours prior to the date needed. (For large orders please give at least 72 hours notice).
Posters must be submitted as a PDF file. Once you have created your poster as a PDF, proceed to our online order form to submit your order. You will be emailed when your poster(s) are ready to be picked up in the Student Activities Office. Most posters will be printed within one business day.
Sizes and Pricing:
24 x 31- $9 ($6 for student orgs.)
36 x 28- $10 ($7 for student orgs.)
32 x 42- $11 ($8 for student orgs.)
36 x 44- $12 ($10 for student orgs.)
42 x 54- $15 ($12 for student orgs.)
***Posters which use a lot of ink (dark colors, solid backgrounds, etc.) are subject to a $3 up-charge/poster***
Emails to the student body are a cheap and easy way to advertise, but don't be afraid to think outside the box either! Try multiple forms of advertising in order to reach different groups of students. Facebook events, sidewalk chalk, and candy handouts are some other examples.
1. Emails to use: email@example.com, firstname.lastname@example.org (this is only for college business only, so use it sparingly), email@example.com. Remember, sometimes less is more. Duplicate messages to allstu and student-info are strongly discouraged.
2. Email firstname.lastname@example.org with information about your event. Newscope is released twice a week and can be found on all tables in the dining hall.
You may also think about informing the Kenyon Collegian, WKCO, or the Public Affairs Office about your event. Publicity for open events intended for off-campus newspapers and radio stations should be channeled through Public Affairs. If the event is newsworthy, they may seek your help in arranging press coverage.
Print color copies of posters or flyers, or get table tents made on thick paper so they stand up! Submit orders at least one week in advance. For more information call the print shop at X5251.
1. Put the following information on your flyer: sponsoring organization(s)/fund(s)/department(s), date, time, location.
2. Print a copy- proofread!
3. Send the finalized proof to email@example.com with all the details of your print job: account number, number and type of copies (colored paper? Heavy paper? Half-fold for table tent?)
4. Pick up your order at the print shop, located behind the post office in the Business Services building.
Contracts must be signed by a Student Activities professional - no student should ever sign a contract!
1. Contact the appropriate agency to work out the date and tentative price of event/service. Always inform the agency that the agreed price is dependent upon approval from the college. No student name can go on the contract. An official from the college, usually the Director of Student Activities must sign the contract.
2. The agency should send the contract to person who contacted the agency. When there is not an agency involved, generally the performer does not have his/her own contract. In this case, you can pick one up in the Student Activities Office or download from our website.
4. The Student Activities Office representative will either approve it by signing it or discuss any further steps that are needed.
5. When the contract is signed, an accounting form needs to be filled out in order to begin the payment process. Paid performers/speakers must also submit a completed W9 form. Both the contract and W9 form must be attached to a budget transaction form and submitted in the Student Activities Office AT LEAST 2 weeks in advance of the event in order for checks to be cut on time.
Kenyon College offers van service to provide student organizations the opportunity to reserve a van to access off-campus events/locations for approved college sponsored programs. Requests must be made through our online student organization transportation request form. Unfortunately, we will not be able to fulfill all requests and a completed form does not guarantee that a van will be reserved.
All requests must be made in conjunction with a certified driver. It is your responsibility to find a certified driver for your trip, or to become a certified driver see the driver certification requirements here.
You must submit your request as far in advance as possible. The deadline for submitting requests is at least 5 business days prior to the departure date for the trip. We will not be able to accommodate late requests.
The Student Activities Office has equipment which can be rented by student organizations, students, and campus departments. Most equipment is free of charge, but some have small fees associated with use. Equipment is reserved on a first-come, first-served basis and requests must be made at least 48 hours in advance of pick-up. Failure to submit a rental request at least 48 hours in advance will result in a $10 late request fee. Please be sure to read the terms and conditions at the end of the reservation form for additional information.