During the academic year Colby faculty and staff may be asked to host conferences or meetings on campus using college facilities (space permitting) for academic, instructional, and research events. Faculty/staff who host groups are asked to:

• Work directly with the office of special programs/scheduling to schedule and plan the event.
• Agree to be the "Colby host" for the event. The host is responsible for working with the group to coordinate a final program and to provide special programs/scheduling with all information needed in advance of the event including room set-ups, et al. The host agrees to attend the program to assure that college policies are followed and that guests enjoy a positive experience while at Colby.

Events must be educational in nature and related to Colby's mission. Professional associations using college facilities in partnership with Colby faculty or staff agree to sign a use of facilities contract, and provide appropriate general liability insurance and provide proof of workers compensation (if applicable). Use of facilities fees and out of pocket expenses will be charged on an as needed basis. These fees may be paid by the host's departmental budget, directly by the external organization or a combination of the two.

Terms and Conditions:

• The external organization may not bar participation based on race, color, sex, sexual orientation, religion, national or ethnic origin, or disability.
• Commercial or profit making events are not permitted, and vendors must not be in direct conflict with the Colby bookstore.
• College facilities may not be used in any way to state or imply that Colby is endorsing an ethnic, political, sectarian or religious position.
• The proposed event must comply with all college policies and procedures.
• Fund raising events are permitted on a very limited basis. The group must be a non-profit and the event cannot displace college events or students.
• All catering is handled exclusively by Sodexho, the College caterer.
• Any promotion and advertising literature either internal or external must be approved in advance prior to publication.
• The organization may not use the college name, seal, logo or other college identification in advertising or promotional literature, except to list the location of the program, without written consent.

September 2003