How to Make a Reservation
Space in Collis, Sarner Underground, Paganucci Lounge and Robinson cannot be reserved for academic classes, study groups or class discussion sessions due to limited programming spaces on campus. College departments, student organizations or individuals may not use their status to reserve space for outside users (i.e., local schools, church groups and/or service organizations).
Student organizations are not allowed to schedule meetings or events during reading or exam periods. This is a College-wide policy.
Recognized Student Organizations: To view space availability and submit a reservation request, visit Virtual EMS. You will be prompted to sign in using your NetID and password. You will also need to know your organization's chart string to submit a reservation request. Once your completed reservation request is received, an acknowledgment email containing your reservation request number will be sent to you. Each request will be acknowledged by an emailed "Request Summary." Keep in mind that this is just an ACKNOWLEDGEMENT of the REQUEST– It is NOT a CONFIRMATION.
Once a space has been assigned it is your responsibility to verify that the assigned space and resources are accurate. You may edit your request through Virtual EMS. If you have further questions about your reservation, please send a blitz to Collis Reservations or phone the Collis Coordinator at 603-646-0910. Please have your reservation number in the subject line of any blitz.
Departments: Follow the above instructions. Please note that priority is given to student organization events. All requests for larger spaces and venues will be reviewed on a bi-weekly basis.
Individuals or Non-Affiliated Groups: Please contact the Conferences and Events office for campus-wide space availability, rental fee and insurance requirements.
One-Time Versus Standing (i.e. repeating) Reservations
- One-time reservations that are open to the entire campus community can be made up to a year in advance. Closed events (i.e., members-only or restricted attendance) can only be made one term in advance.
- Standing reservations (i.e. regular weekly or monthly events) can be made during the last two weeks of the prior term. Standing reservations are not automatically renewed from term to term.
Student Organizations are not charged a rental fee for use of any space. The person making the reservation is required to provide the organization's assigned 21-digit chart string (e.g. 20.394.368000.123456.0000) at the time of the reservation request. This is to insure that any extraneous costs (i.e. extra cleanup, damages) will be covered. Please note that technical labor, setup costs and AV services that go over the threshold of basic setup will be charged. Please go to www.dartmouth.edu/~sao/collis/TechCharges.html for details.
College Departments are not charged a rental fee for use of space, with the exception of Common Ground, One Wheelock and Tom Dent Cabin. College departments must provide the correct chart string when the reservation request is submitted. The basic room rental fee for Common Ground and Tom Dent Cabin is $75. The room rental fee for One Wheelock is $50.
Individuals or Non-Affiliated Groups must contact the Collis Coordinator for current pricing (603-646-0910).
- Collis provides basic setup and tech support for all events, up to a certain threshold. Once this threshold of labor has been reached, charges will be incurred. The current fee structure is available HERE.
- Any AV setup that cannot be provided by Collis or an approved vendor must be requested from Conferences Events (603-646-2923). They will be able to tell you how much those additional services will cost. Collis does not provide laptops for events.
- Anytime that Facilities Operations and Management (FO&M) is contracted for services additional charges will be incurred.
- On rare occasions when we open the building early, there is a $25/hr charge.
- When officers from Safety and Security are required (for building openings and closings, security, etc.) additional charges will be incurred.
- Organizations will be charged a fee if a space is left in disarray or in a very messy state. The base fee is $100.
- Late or last-minute resource requests (i.e. within 48 hours of the event) will be charged at their full rate ($30/hr for student orgs and $45 for departments). For example, if an event is about to start and the organizer requests data projection and a wireless mic, they would be charged the full rate.
Late Cancellation and/or No-Show Fees
Cancellation of any Common Ground reservation requires written notification and must be made at least 10 business days in advance. Organizations and departments that do not provide sufficient notice of cancellation may be charged as follows:
- Student Organizations - will be charged a $75 fee and could lose their reservation privileges
- Campus Departments - will forfeit the $75 Common Ground rental fee
Cancellation of an event in ONE Wheelock, Sarner E/W (Sarner Underground - the main venue) or Tom Dent requires written notification and must be made at least 10 business days in advance. Organizations and departments that do not provide sufficient notice of cancellation may be charged as follows:
- Student Organizations - will be charged a $50 fee and could lose their reservation privileges
- Campus Departments - will forfeit their reservation fee ($50 for ONE Wheelock and $75 for Tom Dent Cabin)
Late cancellation of an event which has assigned resources (i.e. sound, lighting, data projection, table and chair setups, staging setups etc.) or complete non-utilization of resources (requiring the work of the Collis Tech Crew or Managers) will incur these charges:
- Student Organizations - $30 an hour for ALL tech hours involved in the setup, onsite or breakdown of the event
- Campus Departments - $45 an hour for ALL tech hours involved in the setup, onsite or breakdown of the event
Policies for Specific Rooms
Meeting rooms (101, 212, 218, 219, 221, 222, 223)
- All technical resource requests must be reserved 5 business days in advance of meeting/event.
- There are data projectors and projection screens in 101 and 218.
- Meeting rooms must be returned to their default configuration at the end of the reservation period.
- Student Organizations are given priority with Common Ground reservations.
- Common Ground reservations must be made at least 10 business days in advance.
- Technical requirements and setup needs must be requested no later than 5 business days in advance.
- Cancellations require written notification and must be made at least 10 business days in advance.
- Because of high demand, we rarely grant consecutive occurrences in Common Ground for a single event. All rehearsals and setups must occur on the same day as the event.
- Common Ground is a multi-purpose room and can be set up in a variety of ways.
- The maximum capacity for Common Ground is 200 chairs auditorium style, 300 standing, 144 banquet-style (18 five-foot round tables with 8 chairs each).
- The Collis Lobby Table, if available, may also be requested for ticket sales or registration.
- See section on decoration policies for specific guidelines for decorations in Common Ground (below).
- Alcohol is permitted to be served at events held in Common Ground. You must meet with the Director of the Collis Center for Student Involvement for specific guidelines pertaining to the serving of alcohol in Common Ground.
- The furniture may not be moved.
- All events must remain open to the campus (i.e. no private parties/closed doors).
- All technical resource requests must be reserved 5 business days in advance of meeting/event.
Tom Dent Cabin
- Tom Dent is reserve-able for functions and has a maximum capacity of 49.
- Because of the close proximity to a residential neighborhood we do not allow DJs, bands or other high decibel entertainment.
- There is a working sink, stove, refrigerator and restroom as well as a selection of rustic-style furnishings.
- There is no WIFI and limited cell phone coverage.
- The fireplace may NOT be used.
- If you are having an event during business hour (M-F 8am-5pm) you should contact the Parking Office and let them know you will be parking in that area.
- The lobby tables in the lobby of Collis and in the inside atrium area of '53 Commons are available for use by recognized student organizations and college departments.
- Organizations may book the lobby tables a total of three times in a seven day period.
- The maximum time per "sitting" is 4 hours.
- Organizations can only reserve tables for their own use.
- Please note that in order to use the '53 Commons Lobby Table one must pay for admittance to the dining hall.
Collis Patio, Gellar Plaza and Robinson Lawn
- The Collis Patio, Gellar Plaza and Robinson Lawn may be reserved for events in nice weather, but we do not close off the space to general traffic.
- We do not guarantee a rain location, but encourage event organizers to secure a rain site/date.
- Reservations of the Collis Patio may not interfere with patron dining in the Collis Café.
- All activities on the Collis Center Patio, Gellar Plaza and Robinson Lawn must conform to College guidelines for outdoor events, and must not disrupt regularly scheduled activities or departments in the surrounding buildings.
- The Collis Porch is not a reserve-able space because it is not wheelchair accessible.
- Robinson Lawn is not reserve-able when the grass is being seeded.
- Sarner Underground is an all-purpose student space containing lounges, meeting rooms (66, 69) and event spaces (East and West). Only reservations requested by recognized undergraduate student organizations for student-centered events will be approved.
- Sarner Underground is open to students 24/7 while school is in session. Hours may be limited during interim periods.
- Food served at events or meetings in Sarner Underground must be provided by College approved (insured) caterers.
- Any alcohol in Sarner Underground must be approved by the Director of the Collis Center.
Paganucci Lounge and '53 Commons Lobby Table
- Student organization reservation requests are given priority.
- DDS approves requests for all dining spaces except Paganucci Lounge and the '53 Lobby Table reservations which are approved by the Collis Center.
- Alcohol must be approved by the Collis Director for Paganucci Lounge. Alcohol cannot be sold and no money can change hands at events where alcohol is served.
- DDS retains the right of first refusal for all food served in Paganucci Lounge. No outside food is allowed in the dining areas of '53 Commons.
- Reservations must be made 5 business days in advance.
- Technical requirements and setup needs must be requested no later than 5 business days in advance (if the resources are being requested from Collis/DDS) for Paganucci lounge.
- Cancellations require written notification and must be made at least 5 business days in advance.
- The default setup for Paganucci is a hollow box. If an event organizer wants a different setup, they need to notify Collis Reservations
- Amplified sound outdoors must be approved by the Town of Hanover. Please contact the Conferences and Events office for information.
- Outdoor events expecting more than 50 people must also get permission from the Town of Hanover (also through Conferences and Events).
- There cannot be amplified sound outdoors on weekdays before the end of business hours (4:30 p.m. regularly; 4:00 p.m. in the summer).
- Collis does not provide barbecue grills. All grilling on the Patio areas must be done by an insurance-compliant caterer.
- For rally planning information, please contact Conferences and Events.
- Generally, there will be no outdoor programs during reading period or final examination period. Exceptions may be made by the Director of the Collis Center.
Food and Catering
Student Organizations and Departments are permitted to bring their own food to meetings and events, as long as the food is store bought (pre-packaged). Student Organizations and Departments are also permitted to prepare their own food for Collis events (including Tom Dent) as long as they fill out the form here a full week before their event.
Catering is defined as any delivery and/or serving of food at Dartmouth College. All catering must be provided by an insurance compliant caterer. The list of insurance compliant caterers is maintained by Procurement Services and is available HERE.
The following guidelines apply to any and all events with food:
- When making your reservation, please be sure to schedule adequate set-up and break-down time for caterers.
- Drop off catering must be delivered and picked up during the reservation period. It is likely that another group will be using the room prior to the catered event so the food cannot be dropped off early.
- For large events in Common Ground that may require a served or buffet meal, the caterer may need another room to use as a staging area. Room 101 is a large conference room adjacent to Common Ground that may be used to serve and is reserve-able on an as available basis.
- Collis does not provide serving items, i.e. linens, utensils, water, ice, etc. Please do not take supplies (paper plates, plasticware etc.) from the Collis Cafe.
- Organizations must provide tablecloths for any surface where food is served or consumed.
- Special permission must be granted by the Collis Cafe Manager whenever food is to be served near the Collis Cafe (i.e. in the Cafe area or on the Patio areas).
- Paganucci Lounge (in '53 Commons) has the requirement that any caterers other than DDS must be approved by the Arliene Belock of Dartmouth Dining Services.
- Event organizers are responsible for seeing that each room is left in a neat and tidy manner and that all policies are adhered to. Furniture must be returned to its original location. Tables and counters must be cleaned. Any extra cleaning charges will be assessed to the event host and his/her organization/department.
Dartmouth College permits the use of alcoholic beverages in select campus facilities. Below are the policies which allow for the use of alcohol in Collis Common Ground, Sarner Underground, One Wheelock, Paganucci Lounge and Tom Dent Cabin.
Policies for All Users
- Hard alcohol (liquor or any beverage over 15% alcohol) is not permitted on Campus.
- The director of the Collis Center must approve any event with alcohol in Collis, Sarner, Paganucci Lounge and Tom Dent Cabin.
- All users that have alcoholic beverages at their event are responsible for complying with College regulations, New Hampshire State Law, and all federal and local laws and regulations.
- Safety and Security may be required at large events where alcohol is present. Determination of the minimum number of officers required is at the sole discretion of S&S. Host groups or individuals will be billed for the cost of security personnel.
- At any event at which alcohol is present, sufficient quantities of food and non-alcoholic beverages must also be available (as stated in AMP guidelines).
- Graduate student organizations must comply with the same policies as undergraduate student organizations.
- Alcoholic beverages are confined to the space that is reserved.
- If an event is having alcohol served by an insured and approved caterer, the sponsoring organization cannot bring in their own alcohol.
Policies for Recognized Dartmouth Student Organizations
Student Organization events at which alcohol will be served must be registered by the host through the college's on-line Alcohol Management Program, which may be obtained online at http://www.dartmouth.edu/amp/policy/
Collis and '53 Commons Decoration, Banner and Posting Policies
- Decorating and the removal of decorations must occur during the time of the reservation and is the responsibility of the sponsoring group/event host.
- Helium balloons are not permitted. They can get caught in the ceiling fans or can set off the optical smoke detectors.
- Smoke, fog and bubble machines are not allowed. Bubbles make the floor too slippery. Smoke and fog set off smoke detectors which set off fire alarms.
- Candles, oil lamps, or incense are not permitted.
- ONLY gaffers or masking tape may be used. Gaffers tape may be used for decorations that need to be adhered to the floor, but the tape must be removed. Decorations may not be taped to the shades or windows.
- Flowers and other decorations must arrive and be removed during the reservation period.
- Ladders may be reserved and used with approval prior to the date of the event.
- Hanging decorations must be approved prior to the date of the event.
Paper Banners (hung from 2nd floor lounge steel railings)
Banner paper and markers are provided by the Collis Governing Board for your use to create banners to advertise your organization's events.
- Banner paper is available in Collis 301-E.
- Banners must be under 7 feet in length and 3 feet in width.
- Banners must be made on the raised banner making station in Collis 301-E.
- Groups may not use Collis banner paper or supplies for any other purpose (i.e. tabling, Greek events, sporting events, etc.).
- Those who misuse or abuse the banner making supplies will be held accountable for replacement and/or cleaning related expenses.
To maximize the number of posters that can be hung:
- Organizations and departments are limited to one banner at a time.
- Banners must be hung vertically.
- Banners may be hung for a maximum of one week.
- Banners advertising specific events and time specific student opportunities may be placed up to a week in advance of the event.
- Banners are hung on a first come, first serve basis.
Collis Atrium Banner Space (spanning the length of the atrium)
- Banners advertising meetings and/or services may be placed in the Atrium Banner hanging space (from ropes that span the length of the Atrium).
- The Atrium Banner Space is a reservable space through WebViewer.
- Displays are limited to a one week period.
- Banners must weigh less than 5 pounds
- Sharp objects may not be used
- The event organizer is responsible for providing the rope (100') and for hanging the display.
- The display must be associated with an on campus event open to all of campus.
Bulletin Boards and Other Posting Areas
Recognized Dartmouth student organizations and College departments may post material on non-departmental bulletin boards and kiosks in the Collis Center and Robinson Hall.
- All materials posted must be of interest to the College community and display the organization's name and the date of the event.
- Only one flier per bulletin board is allowed.
- No staples or tape may be used on bulletin boards.
- Commercial postings (credit cards, summer opportunities, jobs, etc.) may be posted ONLY on the circular bulletin board in the basement.
- Posting on walls, windows or doors is not allowed.
- Posting is not allowed in '53 Commons.
Any materials posted that do not comply with the above policy will be removed.
The Reserve-able Bulletin Board for Departments and Organizations (in the middle of the Atrium)
- This bulletin board (in the Collis Atrium) may be reserved by campus departments and organizations.
- Displays are limited to a 1-week period.
- The bulletin board must display the name of the sponsoring group.
The Collis Porch Banner Hanging Space
The Collis Center is central to campus life at Dartmouth. Its location on the corner of the campus provides many opportunities for discussion and dialogue--both actively in programs and passively with posters, banners, and advertisements.
Recognizing Collis' role as Dartmouth's student center, the porch banner space may be reserved by departments, with approval of the Director of the Collis Center, for the advertisement of significant institutional occasions for students. Advertising for one-time events is not permitted.
Large banners (larger than 10' x 3') must be hung by FOM. It is the organization's responsibility to create the FOM work order.
The Collis Center and '53 Commons are committed to making all facilities and programs accessible to all members of our community.
- The event organizer should take reasonable steps to identify requests for accommodations ahead of time. The accommodations could range from seating to certain dietary restrictions or a requirement for sign language interpreters.
- For any assistance in the reservation process, please call the Collis Coordinator, Quita Davis, at 603-646-0910.
- Assistive listening devices are available for any amplified event program material. Assistant Director Timothy Duggan (available at 603-646-0077) is in charge of all audio-visual services at the Collis Center and '53 Commons and is happy to assist in any way.
- Collis, Robinson and '53 Commons are wheelchair accessible and have elevator access to each floor.
- All requests for accommodations must be made no later than 2 weeks in advance of the event.
- To contact the College's EOAA Coordinator, email firstname.lastname@example.org or call 603-646-3197.