Special Events

914.395.2412, events@sarahlawrence.edu

Special Events supports the planning of on-campus events and offers on-site assistance to ensure all requested resources are delivered and properly set up. Special Events will guide students through each step of organizing a successful event. Please keep the following points in mind:

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).
   1. Select “Create Event.”
   2. 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”).
   1. 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.

1. Select “Browse Available Rooms.”

1. You will be able to filter by building, room capacity and/or room features.

1. 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.

C.Select “Add Request to Event.”

7.Select your desired event visibility:

1. Public: DO NOT MAKE EVENTS PUBLIC

1. Students & Staff: All events open to the campus community
2. Organization Members: Meetings and events for group members only
   1. 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 SLC 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.

Proper timing is essential for a successful event. Students are recommended to allow four to six weeks for planning and promotion. Please note that event or room reservations made less than four weeks in advance may not be accommodated.

• Unless otherwise noted, events held at Sarah Lawrence College are intended exclusively for members of the SLC community, including current students, faculty, and staff. All attendees are required to carry their SLC ID, which may be requested by event staff or Campus Safety.

• Student Organization events are limited to the SLC community and are not open to the general public. Students who wish to host a public event must obtain prior written approval by contacting both the Office of Student Involvement and Leadership at studentinvolvement@sarahlawrence.edu and the Events Office at events@sarahlawrence.edu.

• Guests may attend Sarah Lawrence College events with prior approval from the Office of Student Involvement and Leadership. Depending on the event, a guest list may be required in advance.
• A guest is defined as any individual who is not a current student or employee of the College.
• All guests must be accompanied by their SLC host and must carry a valid photo ID.
• SLC hosts are fully responsible for their guests, who are expected to follow all College policies. Guests may be asked to leave if they fail to comply.

If your event requires facilities equipment (such as tables, chairs, or trash cans) or audiovisual equipment (such as microphones, laptops, or projectors), please submit your request at least two weeks in advance using the Resource Request form available on GryphonLink.

Special Events coordinates room openings, extra security, and additional parking requests. Please allow at least two weeks’ notice for Campus Safety arrangements.

Catering for events on campus is exclusively provided by AVI Fresh. All on-campus events must use AVI Fresh, as outside caterers are not permitted. In rare cases where AVI Fresh cannot fulfill a specific food request, a catering waiver may be granted at their discretion. Please note that a pizza exemption applies only to student events. Catering orders require a minimum of seven days’ notice; orders submitted with less than seven days’ notice may not be accommodated.

Catering orders are placed through CaterTrax, AVI Fresh’s online ordering system. To place an order, you must create an account and use the CaterTrax website at https://sarahlawrencecatering.catertrax.com to view menus, pricing, and submit your order. Be sure to reserve your event space and receive confirmation before placing a catering order. Additionally, a budget number is required to complete the order.

For custom catering requests, please contact events@sarahlawrence.edu with at least three to four weeks’ notice.