Complex Events

Essentially, any student event that doesn’t fall into the “Basic Event” category is considered a Complex Event – typically for one or more reasons (including the size of the venue & legal requirements for it, common source alcohol, amplified music, staffing management requirements, a/v support, special set-ups, etc.).

Because of the time typically required to provide logistical support for these types of events, a minimum 7-day lead time is necessary on these types of requests. Once a request is submitted, someone from the office of support that you selected in EMS will connect with you to work through any necessary additional details together.

Paresky Dance PartyHow to Start the Registration Process for a Complex Event:
  1. Sign into EMS with your Williams username & password.
  2. Under “Reservations,” select “Complex Event.”
  3. Complete the request form & submit.

Your request will be reviewed by staff from Facilities, Campus Safety, OSL, the Davis Center, Environmental Safety & Compliance, and Dining. Someone from the office which you selected for logistical support will contact you regarding any necessary follow-up details.

Important Reminders
  • Contracts cannot be signed by a student. Contact Ben Lamb to coordinate any contracts.
  • Funding must be secured before services can be contracted.
  • College monies cannot be used to purchase alcohol, tobacco, exotic dancers and all paraphernalia related thereto.
  • If your organization would like to invite an outside institution (such as MCLA) to attend your event, the Cross-Campus Open Invite Protocol must be followed. If it is not, then those students who are not from Williams will be turned away at the door.

Alcohol Equivalencies

  • 1 keg (160 servings) = 160 12-oz cans of beer = 32 750mL bottles of wine
  • 2 kegs (320 servings) = 320 12-oz cans of beer = 64 750mL bottles of wine
  • 6 kegs (960 servings) = 960 12-oz cans of beer = 192 750mL bottles of wine

Formula for Maximum Alcohol Amounts Allowed at Complex Events (Fall Semester & Winter Study)

number of people expected per hour* x number of hours of event x .35** = maximum number of servings

Formula for Maximum Alcohol Amounts Allowed at Complex Events (Spring Semester)

number of people expected per hour* x number of hours of event x .40** = maximum number of servings

* must be within stated fire capacity

** represents the general percentage of students over the legal drinking age at the time