Download this information (PDF file, 100kb)
Have you considered:
All indoor and outdoor on-campus spaces must be reserved through Conferences and Special Events, with the exception of the following facilities:
To request a space from Conferences and Special Events, please choose from the following:
Your request usually will be processed within 48 hours.
Please note: No reservation is final until you receive confirmation via email from our office.
Conferences and Events will coordinate your set-up needs for items such as tables, chairs, lecterns, microphones and PA systems, audio-visual equipment, electricity, trash cans, tents, and custodial services. In addition to having items delivered, we will arrange to have them set up in the configuration you require.
Please note: Audio-visual requests (data projectors, video screens, overhead projectors) should be directed to Nancy Miller in the Conferences and Events office at (603) 646-1565 or Nancy.Miller@Dartmouth.edu.
As the event planner, it is your responsibility to plan for and provide required services for people with disabilities. It is important to consider the accessibility of your program to presenters, participants and guests with physical, sensory and hidden disabilities and to anticipate the possibility of providing auxiliary communication aids and services such as assistive listening devices, alternative print materials, sign language interpretation, captioning, accessible food service, and other accommodations. All promotional materials should include both a phone number and email contact information for people with questions or special requests. The College is committed to facilitating the participation of people with disabilities in all of its programs and events. Conferences & Special Events and the 504/ADA Coordinator in the Office of Institutional Diversity & Equity can assist.
The Room Request Form allows you to indicate whether you would like your event posted to the College Events Calendar. In promoting your event in other ways (fliers, advertising, departmental postings, blitz bulletins, registration materials, etc), please be sure to provide both phone and email contact information to enable people with disabilities who may have questions or requests to communicate with you in advance. If they do so, consult the 504/ADA Coordinator for the campus, at (603) 646-3197, as to how best to respond.
Staff from the department hosting the event should be prepared to serve participants in a variety of ways. In addition to insuring that the event runs smoothly, staff should be prepared to respond to questions about venue features such as the location of restrooms (including accessible restrooms), drinking fountains, and special seating, and about the availability of event materials and assistive listening devices. Staff should check the path of travel from the building entrance to the event venue to insure that there are no obstructions. They should also be prepared to respond to emergency situations with emergency contact numbers and emergency procedure information appropriate to the program and the venue. Again, please contact us so we may assist you in advance.
Apply for an outdoor event permit:
Please stop by our office at Blunt Alumni Center, Suite 204 to pick up a permit.
A permit is required for any of the following: amplified sound, outdoor gatherings of more than 20 people, tents, blocking of roads or sidewalks, parades, or races.
Please return the permit to Conferences and Special Events at least two weeks before your event. Once approved by our office, the permit will be forwarded to the Hanover Town Offices, which need a minimum of 10 business days before final approval.
All tents to be set up on campus property must be requested and approved through Conferences and Special Events. Please place your request at least four weeks ahead of time to help ensure availability.
Reminder: an outdoor event permit must be submitted for all tents.
Typical information needed for tents:
Conferences and Special Events keeps current College event policies on file. Please contact our office for policy concerns or questions, particularly if your event involves use of the Green, Baker Lawn, blocking of Tuck Drive or Webster Avenue, outdoor amplification, a tent, or late hours.
Last Updated: 7/30/14