Residence Hall Common Room Reservation ⇔ Spring 2023

NOTE: All approved hosts’ chosen names and Amherst College email addresses will be shared via community update web pages that require the Amherst College login. Hosts’ phone numbers and addresses will not be posted.


The Student-Hosted Event Policy and its Procedures
(For reserving space in common rooms in the residence halls.)

Amherst College’s Student-Hosted Event Policy is designed to help students host safe, successful, and respectful events in select residence hall common rooms. The policy encourages forethought and responsible event management on the part of student event hosts, ensures sufficient coordination time for necessary facilities, support services, and security, adheres to the Student Code of Conduct and Massachusetts state law. 

Covid 

The College’s public health guidance related to Covid supersedes this policy. Students are expected to prioritize the health and safety of the campus at all times. Updated Covid expectations can be found at the College's Covid updates page

Definitions 

  • Student-Hosted Event: Any event or activity that is attended by twenty (20) or more individuals. Alcohol may or may not be approved. Proposed events that do not include alcohol and with an anticipated attendance of fewer than 20 persons may be requested in accordance with this policy, but it is not required (students may appreciate the opportunity to reserve space for club meetings or other small gatherings). Common room reservation requests are submitted via Residence Hall Common Room Reservation Request Form.
  • Event Host: For events at which alcohol is approved, hosts must be 21 or older and are expected to be sober (not under the influence of alcohol or other drugs that have not been specifically prescribed to the student), physically present at the event venue, and accessible by phone at all times during the event. For events at which alcohol is not requested or not approved, hosts’ ages are irrelevant. Hosts should be vigilant for situations that may endanger the health, safety, or welfare of individuals and promptly obtain assistance from the College if there are any concerns. Hosts must be trained by the Student Affairs (60-minute in-person training) prior to being eligible for requesting the reservation of space in the residence halls. The training dates and times are included in the previous link.  All hosts must be in compliance with the College’s Covid Testing Program. If one of the times listed for host training does not work in your schedule, please email reshallevents@amherst.edu.

Space Usage 

The College has identified the following residence-hall event spaces that are permitted for reservation by students for the current semester, and that are of a basic nature (not requiring enhanced staffing or setups). Some halls’ residents have requested that at least one of the Event Hosts must be an assigned resident of the hall that contains the requested venue. All other residence hall venues not listed in the table below are unavailable for student-hosted events (20+ people) unless organized by College staff, such as Community Living student or professional staff. Unauthorized events will be immediately dispersed and the students present may be subject to adjudication.

The following list is in effect for the the forst two weeks of Spring 2023 semester.  Early surveys of residents in the current, Spring 2023, semester may result in adjustments to this list.

Name of Venue

At Least One Host Must Reside in this Residence Hall*

Occupancy Limit of Venue

Maximum Frequency of Alcohol-Included Events*

Drew

Living Room or Foyer

Pending

99 standing (living room) or

75  standing (foyer) ((Only one of these venues is bookable on any date))

2/week

Cohan

Large Basement Common Room

Pending

99 standing

2/week

Ford

Function Room 

NO

99 standing

Dependent upon Student Activities’ Policies and Schedule of Events

Hitchcock 

Large Common Room

Pending

99 standing (small common room is not an approved venue)

2/week

Humphries 

Living Room or Dining Room

Pending

99 standing (living room) or 99 standing (dining room) (Only one of these venues is bookable on any date)

2/week

King

First Floor Common Room

Pending

99 standing

2/week

Lipton

Basement 

Common Room

Pending

99 standing

 

2/week

Marsh 

Large Common Room

Pending

99 standing

2/week

Mayo-Smith

Common Room

Pending

72 standing

2/week

Morris Pratt

First Floor Common Room

Pending

99 standing

2/week

Newport

Basement

Pending

99 standing

2/week

Plimpton 

Living Room

Pending

99 standing (the Newton Library is not an approved venue)

2/week

Porter 

Pending

75 standing (living room)

2/week

Powerhouse 

NO

99 (unless partnering with Student Activities, then up to 125)

Dependent upon Student Activities’ Policies and Schedule of Events

Seelye 

Pending

99 standing

2/week

* This column was significantly influenced by the Spring ‘22 Residence Hall Survey sent to respective halls.

Timing

  • Students must request an Event Reservation, via the Common Room Reservation Request form, at least 3 days (by noon) in advance of their planned event and no more than 14 days in advance. For example, an event request for a Thursday night must be submitted by Monday at noon. This registration will be reviewed by members of Student Affairs and if the event is approved, the requesting  student(s) will receive an email confirmation.
  • Events cannot be registered when classes are not in session.  Events will not be approved during Winter Recess, Spring Break, Reading Period, Exam Period, or the period that starts with the end of the Exam Period and continues through the second week of fall or spring semester (or as adjusted by contemporary Covid guidelines).
  • Approved events with alcohol may be held only on Friday and Saturday starting no earlier than 8:00 pm ET and ending no later than 1:00 am ET.
  • Approved events without alcohol may be held on any day, starting no earlier than 6:00 pm ET and ending no later than 1:00 am ET.
  • Approved events (with or without alcohol) may not exceed four hours’ duration.
  • No more than one event per reservable space per night.
  • Student Affairs retains discretion to determine an appropriate number of daily approved events based on available staff resources.

Host Obligations (whether alcohol is approved or not) 

  • Each event will require one host per 20 people in attendance. An event with an expected attendance of 25 people would require two hosts. An approved event with fewer than 20 expected guests requires one host. 
  • Hosts must address unsafe conditions during the event, including unsafe intoxication of guests, overcrowding, and any guest behavior that creates a risk for other guests and/or facilities. Note: Please see amnesty policies below (Section 4.4 of the Student Code of Conduct). 
  • Hosts must request Amherst College Police, Campus Safety Team, Community Service Officer, or other College assistance to address unsafe conditions that develop outside of the host’s reasonable control. All resources can be reached by calling the Amherst College Dispatch Center at 413.542.2291.
  • Hosts must return the event space to the same condition in which it was found prior to the start of the event by the next morning. When the next morning is not a class day, the deadline for cleaning is noon. When the next morning is a class day, the deadline is 5:00 am ET. 
  • Hosts will be required to check in with a Student Affairs representative (usually a member of the Community Safety Team) at the beginning of their event. Hosts will likewise be responsible for remaining at the event venue for the duration of the event and for checking out with a Student Affairs representative at the conclusion of their event. 

Event Attendees 

  • Events generally should be open to the Amherst College community. Attendees should be able to produce their Amherst College ID. However, a host should deny entrance of prospective attendees at an event to ensure fire and safety protocols, egress, and adequate social distancing. Reminder: At the time of this policy’s activation, Covid guidelines prohibit persons who are not Amherst College students from entering any part of any residence hall at at least through the 15th of September, 2022. Keep yourself informed of current guidelines.

Alcohol-related Guidelines 

  • Only attendees who are 21 years of age or older may consume or possess alcohol.
  • Only beer, wine, and other lower-alcohol concentration beverages may be consumed. No unregistered kegs, hard alcohol (30% ethanol by volume or greater), bulk quantities, or common-source containers (e.g. beverage coolers with spigots) of alcohol are permitted.
  • Hosts may not provide alcohol in any quantity to their attendees.
  • Guests who are 21+ may bring, for their own personal consumption, a maximum of six 12 oz cans of beer OR one 750 ml bottle of wine (or their equivalents depending on the volume of their original containers). 
  • Alcohol may not be sold at events. 
  • No student group funding may be used to purchase alcohol. This includes student fee monies allocated through the AAS or Student Activities, revenue funds from previous events held, or compulsory dues that are collected. 
  • Events may not include behaviors that result in the rapid consumption of alcohol, also known as binge drinking. 

Other Guidelines 

  • Student hosts or other students may not collect money from Amherst College students for entry or participation in the event, whether there is approved alcohol or not. 
  • Event publicity cannot contain images of alcohol and the event’s primary purpose cannot be the consumption of alcohol. 
  • Participants must follow all instructions of College staff and first responders.

Violations of this Policy 

Events that fail to uphold the standards of this policy can be interrupted by the College and ended prior to their scheduled end time. Event hosts who fail to ensure a safe event will lose their eligibility to host future events with alcohol. Violations of this policy may result in a College adjudication under the Community Standards Adjudication Process. 

Students found responsible for the provision of alcohol to others, provision of common-source beverage containers (e.g. beverage coolers with spigots), or who are found to have facilitated or encouraged the rapid consumption of alcohol should expect suspension from the College to be considered if found responsible at the conclusion of the Community Standards Adjudication Process. 

Similarly, students who are found responsible for vandalism can expect to make financial restitution and/or should expect suspension from the College to be considered if found responsible at the conclusion of the Community Standards Adjudication Process.


Alcohol and Other Drugs (AOD) Policies

Taken from the Student Code of Conduct 

Note: Underlined text serves to draw the reader’s attention to excerpts that are particularly germane to Student-Hosted Events.