Conferences and Special Events
The Office of Conferences and Special Events (CASE) supports the planning of major events throughout the year, which serve as an important part of the student, faculty, staff, and community experience at Amherst College and provide engaging and memorable experiences.
We produce campus-wide and high-impact events hosted by the Office of the President, including institutional events such as Convocation, the DeMott Lecture, Undergraduate Awards Ceremony and Commencement; visits by high-profile speakers and dignitaries; distinctive lecture series, such as the Presidential Scholars; LitFest; the seasonal festivals (Fall Festival, Winter Festival and City Streets); the Autumn in the Valley Dinner; groundbreaking ceremonies and dedications; and other annual and one-time special events and gatherings, such as inaugurations, memorials, and commemorations.
In addition, CASE maintains a master planning calendar of events for the campus community and provides event coordination leadership, counsel, and services to departments and offices hosting high-profile events. We advise the campus community on procedural protocol, event policies and best practices, including universal design for accessibility. CASE processes room reservations for the Alumni House, Johnson Chapel, the mobile stage, inflatable Mammoth, and classrooms (non-academic hours), and manages the rental and use of campus space by internal and external clients who conduct Summer Programs during the non-academic year.
Events supported by CASE are typically hosted and attended by the College’s senior leadership, but we serve as a resource to other offices and departments for consulting on proposed event dates, brainstorming ideas, and supplying event and budget checklists and templates.
Planning an event?
The first step for planning a major event is to contact the Events Coordination Group (ECG), which maintains a master planning calendar, to share the dates that you are considering and inquire about possible scheduling conflicts. Here are helpful resources to guide you through the event planning process:
- Scheduling Your Event
Selecting a date, time, and length for your event, and creating a comprehensive event schedule. - Event Checklist
A step-by-step guide to planning your event. - Event Locations
A list of spaces to consider for events. - How to Book a Space on Campus
A list of who to contact to reserve the space you would like to use for your event. - Arranging On-Site Services (e.g., catering, audio-visual technology, event services, and room setups, etc.)
- Inviting and Accommodating a Guest Speaker
Basic guidance on how to navigate selecting a speaker and the associated travel, accommodations, payment, and more. - Virtual Event Planning Checklist
