5 Day Policy

Facilities can assist with set-ups (tables, chairs, risers, electrical assistance, etc.) as well as departmental moves. When planning an event, it is advisable to designate a contact person for your group. This eliminates much confusion and oftentimes unnecessary charges.

There are certain requirements that must be met, and there are certain requests that will always incur a charge. Below is a description of the requirements as well as the requests that will incur charges.

For further information regarding special events, please contact the Special Event Coordinator at 597-4020 or email jricher@williams.edu.

GROUNDS & ELECTRICAL REQUIREMENTS

• Moves and setups must be scheduled at least five (5) working days in advance. Ten (10) working days is required between May 1st and June 15th and between mid-August and mid-September.
• Work requested must be accomplished during normal working hours.
• Requested moves are to and from locations on campus.
• If a tent is being set up on campus, you must get a building permit from the Williamstown Building Inspector, and DIGSAFE must be notified (1-800-322-4844).

GROUNDSKEEPERS ASSISTANCE (moves, tables, chairs, etc.)

Charges will be incurred for the following. If the requirements listed above are not met, the cost for the last four items listed below could be significantly higher.

• Moves and setups must be scheduled at least five (5) working days in advance. Ten (10) working days are required between May 1st and June 15th and between mid-August and mid-September.
• Work requested that cannot be accomplished during normal working hours.
• Requested moves and setups that are to and/or from off-campus locations.
• When assistance is requested for an event that is charging an admittance fee.
• When a snow fence is required by the Security Department for an outdoor party.
• When the Currier Club tables are used for a setup.
• During extremely busy periods it may be necessary to hire an outside contractor to accomplish the request. This will incur a charge regardless of whether the above requirements have been met.

ELECTRICAL ASSISTANCE (lights, power, PA, etc.)

Charges will be incurred for the following. If the requirements listed above are not met, the cost for the last item listed below could be significantly higher.

• Moves and setups not scheduled at least five (5) working days in advance. Ten (10) working days are required between May 1st and June 15th and between mid-August and mid-September.
• Work requested that cannot be accomplished during normal working hours.
• Requested setup is for an off-campus location.
• When a PA system is requested.

ASSISTANCE FROM OTHER SHOPS

Questions regarding other services (carpenters, painters, etc.) should be addressed by calling x2486. These services will be performed in-house as often as possible. There may, however, be times and/or jobs that will require hiring an outside contractor. Custodial service for special events can be addressed when reserving your room or by calling the Special Events Coordinator x4020 or email jricher@williams.edu.