Below is a list of questions frequently asked about student events. If your question is not answered here, contact the Programming Coordinator.
Q: Who created the formula for alcohol and what does it mean?
A: The 2004 Alcohol Task Force made the recommendation for the formula based on the percentage of Williams students who are 21 years or older and can legally drink. The recommendation was approved by the Dean of the College. The responsible rate of consumption is based on one drink per hour per person.
Q: Why do I have to follow the formula for alcohol?
A: The formula for the amount of alcohol must be followed to ensure compliance with Massachusetts Law and College policy. Furthermore, compliance encourages responsible consumption.
Q: Why can’t I have more people attend my event than what’s listed on the capacities sheet?
A: Capacities are set by the Massachusetts Building Code. Some of the factors are the building use group, number of exits and number of bathrooms. For more information on capacities, contact Joe Moran.
Q: How do I book a room for my event?
A: You must request a room reservation separately through the online room scheduler (EMS).
Q: I’m a first-time event planner. What do I do?
A: If you are part of an organization supported by Student Life or an individual student, contact Ellen Rougeau, Programming Coordinator to set up an initial meeting. If you are part of a student organization supported by the Davis Center, contact Hana Zewdie, Program Coordinator.
Q: Why do people in other offices need to know about my event?
A: Various offices on campus need to know what events are happening, and sometimes need to ask questions about an event to ensure that the event goes off without a hitch. Sometimes staff in other offices will need to offer assistance, too. So we include folks from Facilities and Campus Safety so they have the same information the Office of Student Life & the Davis Center have, at the same time. It also gives those offices a half-day to bring up initial questions to be shared with the student by the Programming Coordinator or the Davis Center advisor during the meeting the next business day.
Q: Do hosts & servers at events with alcohol have to be certified?
A: Yes. Both TIPS (one-time during Williams career) and Host/Server (annually) and be hired by the Assistant Director for Student Organizations & Involvement (Benjamin Lamb).
Q: My event doesn’t include alcohol. Do hosts need to be certified?
A: Maybe – it depends on the event and specific details submitted through your Roomscheduler request. Ellen Rougeau, Programming Coordinator for Student Life or Hana Zewdie, Program Coordinator in the Davis Center will let you know.
Q: I don’t have all the details of my event worked out – should I still submit the RoomScheduler (EMS) request?
A: Yes! Submit it as early as possible and fill out the information as completely as you can at the time. We’ll work with you to figure out the details after you submit the form.
Q: My event involves a contract. Can I sign it?
A: No – students are not authorized to sign contracts on behalf of the College. Contracts must be reviewed and signed by a staff of the college. Please see the contract policy found HERE.
Q: Do I have to meet with someone in the Office of Student Life or the Davis Center after submitting the Room Scheduler (EMS) request?
A: Yes – so we can help you make sure that your event happens smoothly.
Q: What if I don’t meet a deadline for submitting the form or for contract review, or for auxiliary services?
A: You probably won’t be able to have the event on the date you’d like, but we’ll work with you to find a new date that will work.
Q: Who gets the email or the form when it’s submitted?
A: Staff from the Office of Student Life, the Davis Center, Campus Safety, Facilities, and Vice President for Finance & Administration.
Q: I have more questions in about being a certified host or server. How do I get answers?
A: Contact Ben Lamb, he will be able to answer any questions you have about becoming or hiring a host or server for your events.