Conference & Events Planning

Facility Use Priorities

Goals and Considerations for Facility Usage

The goals for facility use are to support academic programs, earn revenue to cover facility costs, and leverage events to raise awareness of Reed's mission and values. When striving for these goals, the college must avoid unintended branding, negative impacts on space for academic programs, being a low-cost option for all of Portland, and excessive wear and tear on the facilities.

Many factors must be considered prior to confirming an event on campus, including but not limited to space availability, timing, relationship to the academic program, other coinciding events, costs to the college, staffing needs, staff bandwidth, our ability to organize and staff the events, and possible liabilities.

All non-curricular events (i.e., not run through the registrar's office) must be approved by CEP prior to confirmation. All events with third parties, regardless of designation, require written approval by CEP, a signed contract approved by Reed's risk management office, and proof of necessary insurance(s).

Events on campus fall into one of three designations:

1. Sponsored events
2. Co-sponsored events (internal use only)
3. Rentals

By definition, an event can be a lecture, seminar, conference, retreat, dance, drama, film, music, sport, meeting, ceremony, or other.

It is the nature and scope of the college's relationship to and involvement in the event that determines how the event is designated, prioritized, and managed.

Event Designations

1. Sponsored Events

• Sponsored events are fully financed by college funds administered by a faculty member, staff member, or a Reed College-recognized student organization. Financial obligations include all hard costs associated with executing the event, including but not limited to contractual fees with third parties, rental charges, A/V support, additional security support, extra labor fees, catering expenses, and paid publicity.
• Sponsored events must directly relate to the assigned responsibilities of the sponsoring faculty, staff, or student organization.
• Sponsored events must be free of charge to all attendees.
• Sponsored events may or may not be open to the general public.
• All third-party involvement in the execution of the event requires a signed contract and necessary insurance(s).
• The management of sponsored events must be facilitated by a Reed faculty member, staff member, or Reed College-recognized student organization.
• The sponsoring faculty, staff, or student organization must be on-site during the entire event.

Sponsored Event Rate: No fee for facility usage.

Examples:

• Gray Fund events
• Public Policy Lecture Series
• Oregon Private College Week

2. Co-sponsored Events (Internal Use Only)

• Co-sponsored events always take place in partnership with a third-party organization(s).
• Co-sponsored events are backed by a Reed faculty member, staff member, or a Reed College-recognized student organization but are not always fully financed by the college. Facility use fees and other hard costs will be passed on to the third-party organization(s). Hard costs include but are not limited to contractual fees with third parties, rental charges, A/V support, additional security support, extra labor fees, catering expenses, and paid publicity.
• Co-sponsored events must directly relate to the assigned responsibilities of the sponsoring faculty, staff, or student organization.
• Co-sponsored events do NOT need to be free of charge to all attendees; however, Reed community members must receive free entry or discounted rates.
• Co-sponsored events may or may not be open to the general public.
• Some events fall into the co-sponsorship designation due to the level of resources required to conduct the event.
• The management of co-sponsored events must be facilitated by a Reed faculty member, staff member, or Reed College-recognized student organization.
• Co-sponsored events must not interfere with or divert space or other resources from the scheduled programs and activities of the college.
• The sponsoring faculty, staff, or student organization must be on-site during the entire event.
• All third-party involvement in the execution of the event requires a signed contract and necessary insurance(s).

Co-sponsored Event Rate: Discount rate applies (35% off of the commercial rate).

Examples:

• Oregon BioScience Annual Conference, co-sponsored by Life Beyond Reed. Reed charged Oregon BioScience the co-sponsor discount rate. Reed students and faculty attended for free. Oregon BioScience charged attendees to attend the conference.

3. Rentals

• Rental events do not require sponsorship or co-sponsorship by a Reed faculty member, staff member, or Reed College-recognized student organization and are not financed by the college.
• While rental events should further the goals and mission of the college, the event does NOT need to directly relate to the assigned responsibilities of the faculty, staff, or student organizations.
• The management of rental events is facilitated by CEP.
• All costs associated with the rental event are the responsibility of the third party(ies).
• Rental events may or may not be open to the general public.
• Rental events may charge attendees and may profit from the event.
• All third-party involvement in the execution of the event requires a signed contract and necessary insurance(s).

Rental Event Rate: Commercial or nonprofit rate applies.

Examples:

• Summer conferences (e.g. Tin House for Writers).