Event Sponsorship Responsibilities

As a sponsor for an event on campus, you will be responsible for the following tasks or communication with any potential departments that might support the event. These responsibilities include, but are not limited to:

• Attendance at event: The sponsor must be present at the actual event to assist with all coordination and to troubleshoot any problems that may arise. This may require arranging or scheduling additional staff to support the event.
• Schedule space an publish on Calendar: The sponsor is responsible for submitting a space request through the college's online event management system. The sponsor is also responsible for posting the event on the college's public calendar as well as any other marketing of the event in consultation with Skidmore's Office of Communications and Marketing.
• Campus safety: Must be notified of all on campus events to ensure appropriate Campus Safety staff coverage in the event of an emergency, address parking needs, arrange for access to locked rooms and securing of facilities when event is completed.  Contact ext 5567 or campus-safety-list@skidmore.edu
• Facilities Services: Should be contacted if event requires work orders for setup, tear-down, housekeeping, additional tables and chairs, electrical, tents—you must enter a work order and/or communicate with Colleen Manning, events coordinator. Contact ext. 5860.
• Dining Services: Should be contacted if the event requires food. The facility may be available, but Dining Services must be available to cater the event at that time. Bringing in outside caterers is not permitted due to labor contract requirements. Catering requests must be submitted through EMS; refer to for step-by-step instructions.
• Media Services: Should be contacted if the event requires any use of audio-visual equipment. You must contact Media Services to request use of equipment, request a staff member be present, or to simply acknowledge you will be using the existing equipment in a room should a problem arise. Contact ext. 5940.
• External groups not being sponsored by a department: Please contact the Scheduling Office.
• Student Groups: Required to coordinate with the Office of Leadership Activities.