Event Countdown

The goal of HCC’s Events Management team, to make sure your event runs smoothly from our first conversation until your event is successfully completed.

We need your assistance in meeting the following timelines so that your event is processed efficiently. Because of contractual requirements for events conducted at the college, processing must begin at least four weeks prior to your event.

The following timeline will assure we meet the requirements necessary prior to your event.

The college reserves the right to decline scheduling an event if there is insufficient time to complete the state required administrative paperwork. It also reserves the right to cancel an event when contractual requirements have not been met.

HCC reserves the right to co-sponsor events upon request.

Here are the timelines required for your event. You are encouraged to put your specific dates against the countdown schedule.

COUNTDOWN SCHEDULE

25 business days prior

Request space from HCC’s events management team. You receive your space confirmation and Facilities Request Form (FRF) from HCC events scheduler.

22 business days prior

FRF is returned to HCC.

20 business days prior

Contract is sent to the business office. 15 business days prior
Contract is sent to requestor unless requestor arranges a personal pick-up.

10 business days prior

Contract packet is emailed to HCC for review. The packet should include a Facility Rental Contract, Non-discrimination Form, Certified Resolution and proof of liability insurance.

9 business days prior

OPTIONAL pre-production meeting.

7 business days prior

HCC receives completed contract packet/payment (if not we reserve the right to cancel event).

7 business days prior

FRF is emailed to proper HCC departments with requestor copied.

2 business days prior

Contract is sent to requestor unless requestor arranges a personal pick-up.

Events Management - External Events

Facility Capacity

The number of attendees you anticipate and the kind of event you plan to have will dictate the capacity of the room to accommodate your event. Our largest facility, the Events Center, will accommodate the following:

• Banquet Style … a maximum of 24 tables seating 10 each … 240
• Auditorium Seating … 250-280 depending on the specific nature of the event
• Special Setup … Maximum capacity will be determined based on what type of setup is requested.

Pricing

Pricing depends on the length of time and what space on campus is being utilized. Take a look at the rate chart below for the most up to date pricing information. Please note that we offer both corporate and discounted non-profit rates along with possible discounts for repeat customers.

Full Event Center (A, B & C)

Half Event Center (A, B or C)

• Setup/Teardown … We require an additional hour each for set-up and teardown unless your event itself is 2 hours or less.
• Catered Events. Additional set-up time is normally required for catered events. This is in addition to your own set-up time.

Contract Packet

• A contract packet returned to HCC should include a Facility Rental Contract, Non-discrimination Form, Certified Resolution and proof of liability insurance.

Speaker Request

• If you are interested in having someone from HCC speak at your event, please indicate this request on the Facility & Speaker Request Form. Please note that the speaker may or may not be available, and will be planned based on the schedule..

Catering

• The college has a contracted caterer who provides cafeteria service for the college. This vendor also caters for events in the center. If this vendor is of interest, contact information can be provided.
• You are also free to contract your own caterer.
• Catering arrangements are all handled by the client.
• There is a kitchen adjacent to the event center that can be used for warming and limited food preparation.

Event Planning

We do not provide full service event planning. However, we do coordinate with various on-campus services required for your event. We also meet in advance with you to lock in your requirements, and in the case of a major event, conduct a production meeting at least one week in advance to finalize all logistics.

Audiovisual & Facilities Support

• The event center provides a full complement of audiovisual projection capability with computer, digital drive,
  and Internet access.
• A house sound system is available for all events.
• The event center also has limited house lighting configurations which you are free to use.
• Audio requirements exceeding a 4-microphone configuration will require the services of a separate supplier.

CANCELLATION POLICY: The Events Coordinator should be emailed by the event requestor regarding a cancellation at least two days before the event with the department Administrator and Dean copied.

Directions: To move from field to field on the form, use the TAB key. To check a box, click your mouse pointer on the box.

Scheduling Internal Events

Faculty and staff can search, find, and reserve on campus space by clicking here.

https://ctstate.emscloudservice.com/web/

Events Management Policy

• All FRF emails should have the department Administrator and Dean copied.

• Multiple dates on one FRF are only appropriate when the dates are consecutive and in the same room.

• There should be no more than three different dates on an FRF at any time.

• The Event Coordinator is only contacted for reserving LH A101 and BH 214 

• NEW and clarified:  Classrooms that are requested by members of departments will be reserved with each department Administrator.  This clarification in process has also been discussed and agreed upon.

• CANCELLATION POLICY: The Events Coordinator should be emailed by the event requestor regarding a cancellation at least two days before the event with the department Administrator and Dean copied.

Events Management Information Center

Welcome to the Events Management website. Here you will find helpful information about scheduling your event here at Housatonic Community College. The Events Coordinator can determine space availability, and facilitate reservation of the events center in Beacon Hall (BH 214 sections AB, and/or C) . Other accommodations will be considered at our discretion. Also note that all other classrooms and the Beacon Hall Conference Room on campus that can be used as alternatives for internal events will now be scheduled through the EMS Website. The web address is https://ems.commnet.edu/VirtualEMS/. The directions will provide assistance to achieve this. Click here to download a PDF of the directions.

Facility Request & Speaker Form

Internal Events

External Events

Event Countdown

Catering Information

Policy