In an effort to optimize the efficiency of College facilities, offer quality service, and make the use of College space as functional as possible, the following procedures have been developed.

1. To request use of a college facility for a meeting or any other event, a Scheduling Request form must be completed. Forms are available at the Student Center information desk, the Scheduling Office on the 3rd floor of the Student Center, or by calling the Scheduling Coordinator @ 8-2323. Please plan ahead. All facilities MUST be scheduled at least 7 business days in advance.
2. When completing the Scheduling Request form, the user should include as much information as possible, including alternate choices of dates, approximate numbers of people expected, set-up configuration and technical requests.
   • For events proposed in the gym or on the athletic fields, send the completed form to the Scheduling Coordinator, Spaulding Gym, mailstop 2301.
   • For events proposed in the Redfern Arts Center on Brickyard Pond, send the completed form to the Scheduling Coordinator, Arts Center, mailstop 2401.
   • For events proposed in all other campus facilities, send the completed form to the Scheduling Office, Student Center, mailstop 3003.
3. When the request is received by the Scheduling Coordinator, he/she will determine the availability of space, staffing, facility rental fees, equipment, and parking. The Scheduling Coordinator will contact you if more information is necessary.
4. Your request will be reviewed within three working days. You will be contacted if a decision cannot be made within this time frame. If the event is approved, you will receive the yellow copy of the signed Scheduling Request Form. Upon receipt of the confirmation copy, you may proceed with publicizing your event. If the event is not approved, you will be contacted by the Scheduling Coordinator. The Scheduling Office(s) will process your Scheduling Form and return the yellow copy to you before your event. All organizations MUST carry their confirmation copy to the event.

If your event requires audio/visual equipment, please submit a media request through the IT Helpdesk website, 48 hours notice is required for all media requests.

Printed material may be posted only on designated bulletin boards within the Student Center. Nothing may be posted on any other surface. All materials must conform to the Posting Policy as outlined in the Student Handbook. Any violations of this policy will result in sanctions for the person or organization responsible for the posting to disciplinary action and/or fines.

The hanging of banners is permitted in the Student Center. Banner and easel spaces which are managed by the Student Center are available for reservation by student organizations, on-campus offices and departments and organizations by filling out a Banner/Easel/Table Tent Request Form available at the Information Desk. A group may reserve one space for one week (7 continuous days) and that request may be granted an additional week if space is available.

Table tents must be of high quality and must be approved by the Associate Director of the Student Center prior to placement. The table tents are allowed to remain in place for up to seven consecutive days, after which the sponsoring group is responsible for their collection.

Tables are available for use in designated public spaces in the Student Center and adjacent outdoor space by on-campus and external organizations. Tables may be reserved through the Scheduling Office, seven days notice is required. All persons using tables must adhere to the tabling regulations found in the Student Handbook and remain within the area designated.

Table spaces are available at no charge to on-campus offices and student organizations for up to 5 consecutive days per week. Additional dates may be granted if space if available. The event sponsor or vendor is responsible for compliance with all laws and regulations of the City of Keene and the State of New Hampshire regarding all items sold.

All material distributed within the Student Center or at adjacent public space must meet the standards specified in the Student Handbook. No alcoholic beverages or tobacco products may be distributed in any common area within or adjacent to the Student Center.

Vendors may contract for the use of vendor/market spaces within the Student Center for a maximum of two days per month. Vendors granted space will be treated as guests of the college and are expected to adhere to all applicable college and Student Center policies and procedures. Failure to comply with any policy may result in forfeiture of all fees paid and/or loss of reservation privileges.

1. The fee is $100/day. Payment is due 10 working days prior to the event to guarantee the space. Payment is not refundable within 10 days of the event. KSC is not responsible for returned checks due to insufficient funds.
2. Vendors can schedule two days per month for vendor space. Credit card vendors, whether sponsored by student organizations or not, will be permitted only during a two-day credit card fair each semester (dates to be determined by the Scheduling Office). The hours for use of vendor space are 8 a.m. to 7p.m., which includes setup and breakdown time. Vendor space will be assigned by the Student Center.
3. The vendor space will provide you with one medium-sized table and one chair. One additional table may be provided by the vendor. There must be absolutely no taping, gluing, tacking or hanging any items from the walls or ceiling for vendor advertising.
4. The Scheduling Office will send you your confirmed copy of the scheduling form. Vendors must bring their copy of the scheduling form with them on the day(s) of the event in order to receive a parking permit.
5. Vendors must report to the Information Desk in the atrium of the Student Center.