Special Events

Event Planning

914.395.2412, events@sarahlawrence.edu

Special Events assists in the planning of on-campus events and provides on-site support to ensure resource requests have arrived and are set up to your needs. Special Events will provide guidance through the steps in organizing a successful event. The following items should be kept in mind:

Room Bookings/Reservations

To reserve space through GryphonLink:

1. Navigate to your organization’s event management page (GryphonLink > Left Navigation Menu > Gear Icon Next to Organization Name > Events).
2. Select “Create Event”.
3. Complete the event information at the top of the form.
   1. Please note that this information will be shared on the calendar, so be clear with your event title and description. It’s often helpful to include the name of your organization in the event title, if the title you’re planning is generic (“Info Session” vs. “Chess Club Info Session”).
4. Select “Add Reservation Request” under “Time and Place”.
   1. You should not select “Add Location Manually” unless you previously reserved a space in some other way (special space request, etc.).
5. Input the date, event times, setup time and teardown time.
6. Select “Browse Available Rooms”.
   1. You will be able to filter by building, room capacity and/or room features.
   2. Select the room you would like to reserve. Additional information about the room will come up and you will be asked to select a layout.
      1. Please keep the default room layout unless you absolutely need a special setup.
   3. Select “Add Request to Event”.
7. Select your desired event visibility:
   1. Public: DO NOT MAKE EVENTS PUBLIC
   2. Students & Staff: All events open to the campus community
   3. Organization Members: Meetings and events for group members only
   4. Invited Users Only: If you want to invite a specific group of people or not have the event listed on the calendar at all
8. Complete the remainder of the event submission form.
9. Additional Event Information:
   1. The final page of the event form asks additional questions about your space reservation. These answers will be shared with the Special Events Office to assist them in reserving your space.
10. Submit for approval.
    1. Your event will then be reviewed in both GryphonLink and the space reservation system. Once approved, you will receive a confirmation from GryphonLink. If there are issues with your space reservation, the Special Events team will reach out to you directly.

If you have questions about reserving space or need suggestions for what space to select, please contact the Special Events Office, events@sarahlawrence.edu. Please Note: Only student organization leaders and groups affiliated with a department are allowed to book space on campus. If you’re a student looking for rehearsal space, you will need to work with your professor to reserve space.

Timing

Successful events require proper timing. A time frame of four to six weeks is recommended for planning and publicizing an event. Please note that any event/room reservation planned less than four weeks in advance may not be accommodated.

General Guideline

• Unless specified otherwise, SLC events are intended for the Sarah Lawrence College community, including current students, faculty, and staff. All attendees must carry their SLC ID, and event staff or Campus Safety may request to check IDs.
• Student Organization events are for the SLC community and are not open to the public. Students wanting to host an event open to the public must receive written approval by emailing the Office of Student Involvement and Leadership (studentinvolvement@sarahlawrence.edu) and the Events Office (events@sarahlawrence.edu).

Invited Guest Policy

• Invited guests may attend Sarah Lawrence College events with prior approval from the Office of Student Involvement and Leadership. The College may request a guest list in advance depending on the nature of the event.
• A campus guest is defined as anyone not affiliated with Sarah Lawrence College as a current student or employee.
• Guests must be accompanied by their SLC host and carry a photo ID.
• SLC hosts are responsible for their invited guests. All guests must adhere to College regulations and may be required to leave if they do not comply.

Resource Requests

If your event will need facilities equipment (e.g., tables, chairs, trash cans) or audiovisual equipment (microphones, laptops, projection), requests should be made a minimum of two weeks prior to the event via the Resource Request form in GryphonLink.

Campus Safety (Security)

Room openings, extra security, and additional parking requests are arranged through Special Events. A minimum of two weeks is required for Campus Safety notifications.

Food Services

Catering for events is provided by AVI Fresh, the exclusive campus caterer. AVI Fresh must be used for all on-campus events; no outside caterers are allowed. In the rare instance that AVI Fresh is unable to create the food requested, a catering waiver may be issued at AVI Fresh’s discretion. There is a pizza exemption for student events ONLY. A minimum of seven days’ notice is required for catering. Orders placed with less than seven days’ notice may not be accommodated.

CaterTrax is the system used to place catering orders on campus. You will need to create an account and use AVI Fresh’s CaterTrax website (https://sarahlawrencecatering.catertrax.com) to see menus and pricing estimates, and to place orders. You must reserve your room and receive confirmation BEFORE placing a catering order. A budget number is also required to place a catering order. Custom catering order requests are possible, but must be placed with events@sarahlawrence.edu with a three-to-four-week lead time.