How to Make a Reservation
Student Organizations: To view space availability and submit a reservation request, go to webviewer . You will be prompted to sign in securely through Kerberos / DND. 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 "Webviewer Request Acknowledgement". This is just an ACKNOWLEGDGEMENT 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. Contact Collis Reservations with any changes. If you have further questions about your reservation, send all inquiries via blitz to Collis Reservations or phone to the Collis Scheduling Coordinator at 603-646-0910. Please have your reservation reference number, for example 2008-AAWXYZ, in the subject line of any blitz message.
Departments: Follow the above instructions except for Common Ground. Departments that require a large venue and wish to use Common Ground are asked to go through the Office of Conferences and Special Events with their request. You may go to the Conferences and Special Events webviewer to request Common Ground.
Individual Students and Staff: may reserve FUEL, Lone Pine Tavern or Tom Dent and may also reserve the Game Rooms (Hovey's and 8-Ball Hall) by using the webviewer .
Third Party Reservations: Please contact the Office of Conferences and Special Events for space availability and fee information be email or phone (603-646-2923)
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 2 weeks of the prior term. Standing reservations are not automatically renewed from term to term.
Fees
Student Organizations are not charged a rental fee for use of 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 or any technical or setup needs that go beyond the norm) will be covered.
College departments are not charged a rental fee for use of space, with the exception of Common Ground. The basic room rental fee is currently $50 however it will be $75 starting July 1st, 2008. College departments also must provide the correct chart string when the reservation request is submitted.
Individual Students and Staff may reserve FUEL, Tom Dent and Lone Pine Tavern (during off-hours) at no charge.
Third Party or Outside Users must contact the Collis Scheduling Coordinator for current pricing (603-646-0910).
Additional Charges
- 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 at: www.dartmouth.edu/~sao/collis/TechCharges.html
- Any AV setup that cannot be provided by Collis, must be requested from Conferences and Special Events (603-646-2923). They will be able to tell you how much those additional services will cost. Also, please note that Collis does not provide AV services (data projection, etc.) in Tindle Lounge and that Conferences and Special Events must be contracted for those services.
- Anytime that Facilities, Operations, and Maintenance (FO&M) is contracted for services additional charges will be incurred.
- When officers from Safety and Security are required (for building openings and closings, security, etc.) additional charges will be incurred.
Late Cancellation and/or No-Show Fees
Cancellation of any Common Ground reservation requires at least 5 business days written notice. 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 Collis reservation privileges
- Campus Departments - will forfeit the $75 Common Ground rental fee
Late cancellation or a no-show of ANY event which has assigned resources (i.e. sound, lighting, data projection, table and chair setups, staging setups etc.) requiring the work of the Collis Tech Crew or Managers will incur these charges:
- Student Organizations - $10 an hour of setup, onsite or breakdown labor
- Campus Departments - $20 an hour of setup, onsite or breakdown labor
Policies for Specific Rooms
Because of limited programming spaces on campus, space in Collis, Robinson and Thayer can not be reserved for academic classes, study groups or class discussion sessions. 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).
A College employee may reserve space for personal and special events when available (subject to approval by the Associate Director). There may be fees associated with these events - see fee schedule below.
Individual students reserving space please note, all rules in the student handbook apply to personal events.
Meeting rooms (101, 212, 218, 219 etc.):
- All technical resource requests must be reserved 5 business days in advance of meeting/event
- There are televisions with DVD/VHS players in 101, 212, 218 and 219
- There are data projectors and projection screens in 101 and 218 (data projector in 218 has limited audio and is therefore best for laptop presentations without audio).
- Must be returned to default configuration at the end of the reservation period
Common Ground
- Student Organizations are given priority with Common Ground reservations.
- Common Ground reservations must be made at least 5 business days in advance.
- Cancellations require at least 5 business days written notice.
- Because of high demand, we do not grant consecutive occurrences in Common Ground for a single event. All rehearsals and setups must occur on same day as event.
- Common Ground is a multi-purpose room and can be set up in a variety of ways. To view set-up options go to http://www.dartmouth.edu/~tjd/CGPage.html
- The maximum capacity for Common Ground is 225 chairs auditorium style, 300 standing, 160 banquet style.
- 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 Associate Director of the Collis Center for specific guidelines pertaining to the serving of alcohol in Common Ground.
FUEL
FUEL is a dance / club space which is used for a wide variety of events: social gatherings, live music performances (Friday Night Rock), dance classes, experimental theater and poetry slams, wellness programs (yoga, massage, zen retreats), etc. The standard set-up in FUEL is an open dance floor with clusters of soft comfortable furniture around the periphery. The maximum capacity for FUEL is 85. There is a DJ booth and a sound system capable of providing high decibel sound levels as well as a variety of lighting options.
- Every DJ, MC, KJ (Karaoke MC) or sound person that wishes to operate the equipment in FUEL must be trained by the Assistant Director of Collis Center and Student Activities.
- Organizers who abuse the equipment, leave a mess, or otherwise are problematic will no longer be given access to FUEL.
- Alcohol is permitted to be served at events in FUEL and the FUEL portable bar is also available for use. You must meet with the Associate Director of the Collis Center for specific guidelines pertaining to the serving of alcohol in FUEL. There is no plumbing installed on the portable bar therefore beverages requiring minimal cleanup are prefered (i.e. bottled water, canned sodas and other unmixed beverages).
- We do not allow groups to reserve FUEL for consecutive nights. This is especially important on the weekends (Friday and Saturday nights) since we try to provide the fullest access to the room for all groups.
- We do allow standing (i.e. weekly) reservations for certain groups (Thursday Night Salsa and Miniversity) but never on weekends.
Lone Pine Tavern
- Student organizations, departments and individuals may reserve Lone Pine Tavern for various functions when the Tavern is not open for business.
- Lone Pine Tavern is open for business Thursday - Saturday from 6pm to 1am during the Fall, Winter and Spring terms. During the Summer it is open from 8pm to 1 am Wednesday through Saturday. It is often closed on "big" weekends and during the exam periods.
8 Ball Hall and Hovey's Game Room
- 8 Ball Hall and Hovey's are available to be reserved during the term
- The maximum capacity for 8 Ball Hall is 24. The maximum capacity for Hovey's is 32 standing.
TV Lounge
- The TV lounge is reserve-able, but the lounge must remain open to pedestrian traffic through the room
- The maximum capacity for the TV Lounge is 75.
Tindle Lounge
- Tindle has a limited number of standard set-ups to choose from
- The maximum capacity is 64 chairs auditorium style, 75 standing, and 48 banquet style (rounds).
- All data projection setups requests must be made through Conferences and Special Events.
Tom Dent Cabin
- Tom Dent is also reserve-able for functions and has a maximum capacity of 45
- There is a working sink, stove, refrigerator and restroom as well as a selection of rustic-style furnishings
- The fireplace may NOT be used
Lobby Tables
- The tables in the lobbies of Collis and Thayer are available for use by recognized student organizations and college departments
- Organizations may book either the Thayer or Collis tables a total of three times in a seven day period
- The maximum time per "sitting" is 4 hours
- Organizations may not reserve Collis and Thayer tables at the same time
- Organizations can only reserve tables for their own use
Collis Porch/Patio and Gellar Plaza
- The Collis Porch/Patio and Gellar Plaza 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 Porch/Patio may not interfere with patron dining in the Collis Café
- All activities on the Collis Center porch, patio and plaza areas must conform to College guidelines for outdoor events, and must not disrupt regularly scheduled activities or departments in the surrounding buildings.
Outdoor Events
- Amplified sound outdoors must be approved by the Town of Hanover. Please contact the Conferences and Special Events Office for information.
- Collis does not provide barbecue grills. All grilling on the Porch/Patio areas should be done by an approved caterer.
- For rally planning information please contact Conferences and Special Events.
- Generally, there will be no outdoor programs during reading period or final examination period. Exceptions may be made by the Associate Director of Collis Center and Student Activities
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 permitted to prepare their own food for Collis events (including Tom Dent) as long as they conform to these guidelines provided by the Office of Integrated Risk Management and Insurance: foodprep.html Please fill out this online form and submit it. It will automatically go to the Office of Integrated Risk Management and Insurance where they will approve your event (or not). This should be done a full week before the event.
Catering is defined as any delivery and/or serving of food at Dartmouth College. All catering must be provided by approved (insurance compliant) caterers. The list of approved caterers will be provided by the Office of Insurance and Risk Management. Their website is at www.dartmouth.edu/~rmi/
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.
- Events held in Tindle Lounge in Thayer Hall must use catering from Dartmouth Dining or the Hanover Inn.
- 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 reservable 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 Porch/Patio areas)
- 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.
Alcohol
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, FUEL, and Tom Dent Cabin.
Policies for all users
- 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.
- Appropriate supervision is required at all events where alcohol is to be served.
- 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 and the Collis Center. 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.
- Alcoholic beverages are confined to the space that is reserved.
- Exceptions to the above policies and procedures may be requested by the sponsoring organization. Exceptions should be directed to the Director of the Collis Center.
- A pre-event meeting between the hosts and the Associate Director of the Collis Center will be required at least two weeks prior to the event date. Safety, staffing and risk management will be discussed.
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 Social Event Management Procedures, which may be obtained online at http://www.dartmouth.edu/~sao/semp/. Student organizations can use caterers or student servers according to the following guidelines:
Caterers
Student Servers
- Recognized student organizations may provide and serve their own alcohol if students have completed the college sponsored server training.
- Student bartenders may only serve either beer or wine.
In addition to registering the event through SEMP, the student organization must meet with the Associate Director of the Collis Center two weeks prior to the event. Any special requirements of the Collis Center will be discussed at that time.
Policies for Non-Student Groups
Non-student groups wishing to serve alcohol at events in Collis facilities must go through an approved licensed New Hampshire caterer. The regulations below must be adhered to:
- Groups may serve mixed drinks at an event by contracting with an approved caterer that has a New Hampshire off-site liquor license. See: <http://www.dartmouth.edu/~rmi/documents/ApprovedCaterers.pdf>
- Groups may serve beer and wine providing these guidelines are followed:
- Designated servers will staff a bar area (self-serve is not permitted).
- The amount of alcohol available should not exceed one drink per person per hour.
- For events that include persons under 21 years of age, an ID checking system that includes bracelets or hand stamps must be implemented.
- Each event must have two designated hosts who will be on hand and responsible for the entire time the alcohol is in the building.
- A pre-event meeting between the hosts and the Associate Director of the Collis Center will be required at least two weeks prior to the event date.
Collis Decoration, Banner and Posting Policies
Decoration policies
The Collis Center has specific regulations pertaining to decorations used during a registered event:
- Decorating, and un-decorating, must occur during the time of the reservation and is the responsibility of the sponsoring group/event host.
- Helium balloons are not permitted. They get caught in the ceiling fans in Common Ground and can also set off the optical smoke detectors in the Atrium.
- 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 on Collis surfaces. 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.
- 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.
Any decorations to be used must be approved by the Associate Director of the Collis Center prior to the date of the event.
Banners
Banner paper and markers are provided by the Collis Governing Board for your use to create banners to advertise your organization's events.
- Banners can be hung ONLY in the Collis Atrium or on the Food Court veranda railing. Groups may NOT use Collis banner paper or supplies for any other purpose (i.e. tabling, Greek events, sporting events, etc.)
- Banner markers are available to be checked out at the Collis Information Desk with a Dartmouth student ID (marker ink refills are only available in Collis 303 during business hours)
- Banner paper is available in Collis 303
- Banners must be under 10 feet in length
- All banners MUST be made on the raised banner making station in Collis 303
- Those who misuse or abuse the banner making supplies will be held accountable for replacement and/or cleaning related expenses.
- Banners advertising specific events may be placed up to a week in advance of the event
- Banners advertising meetings and/or services may be placed for a one week period.
Postings (bulletin boards, etc.)
Recognized Dartmouth student organizations and College departments may post material on non-departmental bulletin boards and kiosks in the Collis Center, Robinson Hall and Thayer 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
- Postings on walls, windows or doors are not allowed
Any materials posted that do not comply with the above policy will be removed.
Accessibility Services
The Collis Center is 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 Scheduling Coordinator Quita Davis at 603-646-0910
- Assistive listening devices are available for any amplified event program material. The Assistant Director of Collis Center and Student Activities, Timothy Duggan (603-646-0077), is in charge of all audio-visual services at the Collis Center and is very happy to assist in any way
- Collis, Robinson and Thayer are wheelchair accessible and have elevator access to each floor
- All requests for accomodations should be made no later than 2 weeks in advance of the event
- Brenda Taite is the College's ADA Coordinator. Her email address is brenda.taite@dartmouth.edu and her telephone number is (603) 646-3197
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