External Organizations & Individuals
External organizations or individuals wishing to hold an event on Hastings College campus should work directly with the Housing & Facilities Coordinator - cody.jackson@hastings.edu to discuss space, fees, insurance and to request a tour of available facilities where applicable.
Housing & Facilities Coordinator Services
Contracts
We will prepare contracts and cost projections and inform the client of all insurance requirements.
Coordination and Assistance
We provide consultation, event planning tools and logistical coordination and advice. We can provide policies and procedures and a planning timeline. We consult and assist clients, and troubleshoot when needed to ensure that events are successful. Contracts, insurance requirements and cost projections are generated by the HFC and sent to clients.
Management
Unless an event is sponsored or endorsed by a Hastings College faculty/staff member, the Housing & Facilities Coordinator will be the external organization's primary contact for the event.
Space scheduling/Resources
We will reserve space for the event and request resources from service providing departments.
Policies
Fundraising Events by External Organizations
External organizations can rent most Hastings College facilities for fundraising events, subject to rental, service and administrative fees and insurance requirements. All such events must be cleared through the Housing & Facilities Coordinator.
Permission to use Hastings facilities does not imply any endorsement of an event or organization; if an organization seeks official Hastings College participation in an event, the Housing & Facilities Coordinator must coordinate and approve requests with Hastings College's president and/or representatives of the college.
The Housing & Facilities Coordinator must review and approve any event publicity to ensure that Hastings College's name is included for location purposes only and the college cannot be misconstrued as a sponsor.
Food
All catering at Hastings College is provided exclusively through Chartwells and is contracted separately. Please reach out to dining@hastings.edu to submit a request.
Insurance Requirements
All external individuals and organizations using Hastings College property must meet the college's insurance requirements. Hastings College will not provide Comprehensive General Liability coverage as a rider to its policy for external individuals or organizations using college property.
Insurance Requirements (Word)
Rental Fees and Associated Costs
External clients are assessed fees for space rental and services to support an event.
Confirmation
Reservations for external individuals and organizations remain tentative until the signed contract, insurance certificate and deposit are received by the events coordinator.