The Office of Camps, Conferences and Events abides by the following policies and procedures to execute our services. These policies are updated periodically to reflect procedural changes regarding customer service, safety and security. Should you have any questions regarding these policies, please do not hesitate to contact our office at (814) 641-3605.

Insurance Policy

Date created: January 15, 2004
Date reveiwed: March 17,2004
Date Effective: January 15, 2004
 

I. Scope and Purpose

The Office of Conferences and Events (C&E) will collect and retain certificates of liability insurance naming Juniata College as the additional insured for events, camps, and conferences where the group is not already covered by the Juniata College policy.

II. Background

In order to protect the College from liability for damages and other litigation, insurance certificates from all external groups, businesses, organizations, and individuals in the amount of $500,000 (five hundred thousand) or $1,000,000 (one million).  Other specifications regarding liability can be found in the Facilities Use Agreement (Appendix B).

III. Detailed Procedures

The amount of liability insurance that must be supplied depends on the type of event to be held and the individuals involved. 

  • Meetings, small meals, and other small groups are required to submit the $500,000 certificate.
  • Large groups, weddings, athletic groups, groups with children under 18 years of age, outdoor activities, and similar events are required to submit the $1,000,000 certificate.
  • In addition, those camps, conferences and events involving children less than 18 years of age must also supply $1,000,000 (one million) in sexual molestation insurance.
  • Those events that do not fit into one of the above categories will be evaluated by the Associate Director of C&E, referring questions to the Business Services Assistant as necessary.

IV. Additional Information

Other procedures or adjustments may be made on a case-by-case basis to accommodate unique requests.  These modifications are made only with just cause and are subject to the approval of the Associate Director of C&E.

Key Replacement Policy

Date created: January 12, 2004
Date reveiwed: March 17,2004
Date Effective: January 12, 2004
 

I. Scope and Purpose

The Office of Conferences & Events (C&E) will be responsible for keys to residence halls and selected other rooms on campus.  When necessary, C&E will make these keys available to guests for one day events, camps and conferences.  These guests will assume responsibility for these keys and return them in a timely fashion to C&E.  Failure to do so will result in a fee to replace the key and/or lock(s).

II. Background

To ensure Juniata College students, staff and faculty are safe, C&E will request all keys be returned before a guest leaves the campus and that all keys are accounted for.  Should a key be lost, stolen, or somehow go missing, the individual responsible for the key will be fined to replace the key and/or lock(s).  This will ensure, for residence halls in particular, that Juniata College students are safe so that unauthorized individuals cannot gain access to rooms on campus.

III. Detailed Procedures

Failure to turn in a key before leaving campus could result in one of the following:

  • Lost Key Fee:  A fee of $100.00 will be fined to the individual responsible for the key (i.e., assigned to the room) for the replacement lock, replacement keys, and associated labor.
  • Missing Key Fee:  If the key was accidentally taken with the guest upon leaving campus, a fee of $50.00 will be fined to the individual responsible for the key (i.e., assigned to the room) for the replacement key and associated labor.  If the guest can return the missing key to C&E within three (3) days or before it is needed again, whichever is faster, the fee will be waived

IV. Additional Information

Other procedures or adjustments may be made on a case-by-case basis to accommodate unique requests.  These modifications are made only with just cause and are subject to the approval of the Associate Director of C&E.

Sign Policy

Date created: August 6, 2004
Date reveiwed: April 7, 2010
Date Effective: April 7, 2010
 

I. Background

The following guidelines have been developed in order to encourage the advertising of activities and events while preserving the attractiveness and general condition of campus properties.  The issues at hand are multifaceted including: permanent interior and exterior signage; temporary exterior signage (event signs); and flyers or posters advertising events and activities, both on and off campus.

II. Detailed Procedures

General Guidelines
  • Posters and signs shall be placed on bulletin boards or notice boards but shall not be placed on top of existing current notices.
  • All posters and signs are to indicate an event date or expiration date and must be removed in a timely manner by the person(s) posting.
  • Masking tape, painters tape or sticky tack must be used to affix signs and posters. The use of thumbtacks or staples is permitted only on cork-type bulletin boards.  NO ELECTRICAL TAPE, DUCT TAPE, GLUE GUNS OR OTHER ADHESIVES ARE PERMITTED.
  • Signs or posters shall not be placed on any glass area of the college, including windows, doors, or partitions. Signs or posters shall not be placed on exterior building walls. Signs or posters are not to be placed on any glass, which covers bulletin and/or notice boards.
  • Signs or posters shall not be affixed to trees or other plant life on campus.
  • Signs or posters shall not be affixed to park benches or trash receptacles on campus. Banners may be posted on Ellis College Center by presenting the banner to C&E who will work with Facilities Services to have the banner hung. Banners are to be hung by maintenance staff personnel only.
  • The use of chalk for advertisements and announcements is permitted with water-soluble chalk on sidewalks only. Chalking is not permitted on the brick walk ways, exterior surface of buildings, walls, steps, exterior patios or building foyers, or any vertical surface, except as authorized by C&E.
  • Signs or posters shall not be posted in Founders Hall.
  • Posters, signs, or chalkings found to be in violation of this policy will be removed by Facilities Services and processed as appropriate through the Dean of Students Office.

Relevent Policy Considerations

  • The posting of signs or posters encouraging, promoting, or advertising alcoholic beverage consumption is prohibited.
  • Juniata College is an equal opportunity/affirmative action institution. The posting of material that is insensitive to affirmative action issues (racism, sexism, etc.) is prohibited, and alleged violations should be referred to the Dean of Students Office.
  • Individuals and groups not affiliated with the college are required to obtain permission from C&E before posting signs on campus.

Resident Hall/Apartment Guidelines

  • The general guidelines listed above must be adhered to.
  • The posting of signs or posters within the residence halls/apartments is the responsibility of the specific residence hall director. A list of the residence hall directors can be secured from the Office of Residential Life.  It is the responsibility of the individual(s) to secure approval from the residence hall director prior to affixing signs within a residence hall/apartment building.
  • Unapproved signs or posters will be removed by the appropriate staff member. Staff members are instructed to remove any poster or sign which does not adhere to the requirements listed above in "General Guidelines."

Violations

  • Student organizations found to be in violation of the Sign and Poster Policy, upon investigation by the Dean of Students Office, may immediately lose recognition as registered student organizations.
  • Those posting signs in unapproved locations with adhesive that causes damage to those locations will be charged a fee to repair the damage.
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Decorating Policy

Date created: January 15, 2004
Date reveiwed: March 17,2004
Date Effective: January 15, 2004
 

I. Scope and Purpose

The Office of Conferences and Events (C&E) will allow and assist (to a minimum degree) groups to decorate spaces for their events (i.e. dances, weddings, etc.) within the boundaries of this policy.

II. Background

Visitors and campus groups scheduling rooms through C&E are encouraged to set the tone of their event through decorations.  Those decorations may be brought in from professionals or through the efforts of the group using the space.  All decorations that are put up, displayed, or spread throughout the room are to be removed by the group at the conclusion of their event.  Groups must anticipate their decoration set up and tear down time and must reserve the room for that period before and after the event to accommodate such activity.

III. Detailed Procedures

The following are the limits, restrictions and allowances placed on decorations. 

  • Groups are permitted to hang decorations on walls, but only with removable, invisible “Scotch” tape or white hanging putty.   Any restrictions to decorating in certain rooms on campus will be outlined to users when they reserve the room.  (i.e., newly refurbished, newly painted rooms)
  • The following items are prohibited for use in College owned rooms:
    • Marking walls or floors with chalk, crayon, or other materials
    • Double-sided tape
    • Masking tape
    • Packing or duct tape on walls, ceilings or floors
    • Self-adhesive decals/stickers
    • Nails/bolts
    • Hanging fabric (tapestries) from the ceiling, in front of doors or windows
  • Room furnishings may not be removed by the group or the guest.  Changes in set up must be requested no later than one week in advance and must be conducted by Facilities Services.  Furniture should not be dismantled or altered in any way.
  • Garbage containers and recycling bins should remain in designated areas.
  • Guests are not permitted to stand on tables or chairs to hang decorations.  If prior arrangements are made, C&E can provide a step stool or ladder.
  • Open flames are not permitted.
  • Glitter, water ponds and sand are not permitted.
  • Taping items/paper to flooring is not permitted. 
  • Guests are expected to leave the facility as they found it before leaving.
  • Electrical needs must be communicated to C&E no later than seven (7) days prior to date of event.

IV. Additional Information

Other procedures or adjustments may be made on a case-by-case basis to accommodate unique requests.  These modifications are made only with just cause and are subject to the approval of the Associate Director of C&E.

Group will be charged for any damage caused by not following guidelines and for any additional cleaning that will be needed.

Alcohol Policy

Date created: October 9, 2008
Date reveiwed: March 17,2004
Date Effective: October 9, 2008
 

I. Scope and Purpose

The Office of Conferences and Events (C&E) at Juniata College will assist in enforcing the college established Alcohol Policy.

II. Background

The Juniata College Cabinet established the policy regarding alcohol for college events and C&E is to assist all guests will following this policy.

III. Detailed Procedures

  • College events are those funded in part or whole by the College and/or that are held at any College facility.
  • At College events, alcoholic beverages may be served pursuant to the guidelines below. These guidelines also pertain to any group utilizing College facilities.
  • The function must be registered and scheduled in accord with the College’s standard event and facilities scheduling procedures.
  • Approval for the use of alcohol at the administrative/alumni function must be specifically requested and the event must be coordinated by a member of the administrative staff.  The event must be approved in writing by the staff member and the Cabinet officer with supervisory jurisdiction over the program.  The event must take place in and be confined to an approved location (see attached listing).
  • Personnel from the department/office sponsoring the function must be present to staff the event from start until the published (advertised) close of the event.  At the scheduled event ending, the Juniata staff member will announce that he/she is leaving the event.  The party that is holding the event is responsible for the disposal of recyclables, trash and the clean up of the area.  In addition, the party holding the event and those who purchased the alcohol are responsible for ensuring that all conditions of this policy are met and that all alcoholic beverages are properly secured as soon as the gathering concludes.
  • Juniata students invited to and attending the approved function must be 21 years of age or they must wear an event issued wristband showing that they are under-21.  The College, can refuse admittance to anyone it feels appropriate and a proof of age may be required at any time before being granted the permission to consume alcohol at any College event.
  • Food and non-alcoholic beverages must be available.  Unless explicitly approved otherwise by the Vice President for Finance and Operations, all on-campus event food service will be provided by the College’s contracted food service company.
  • The College recognizes that some attendees may not approve of the serving or consumption of alcoholic beverages at events.  For that reason, the times and amounts of alcoholic beverages served must be limited. 
  • No College funds may be used to purchase alcoholic beverages to be served at college events unless previously approved by a cabinet officer except as part of meals provided to donors, speakers and job applicants.  In all other cases, alcoholic beverages, or the funds required to purchase them, must be donated for that express purpose.
  • No charge for alcohol will be permitted or sanctioned.  Juniata does not possess a Commonwealth of Pennsylvania liquor license and cannot sell alcoholic beverages. 
  • The College will not provide bar service to handle alcoholic beverages.  Such service must be provided by the organization or group sponsoring the event or by the College food service company.  In any event, those providing bar service are not permitted to serve alcohol to anyone who appears impaired and personnel from the department/office sponsoring the function may require that alcoholic beverage service be terminated if in his/her opinion the consumption of alcohol is creating an unsafe condition or is creating an environment contrary to the purpose of the event.

IV. Approved On and Off Campus Locations for Functions Serving Alcohol

  • President’s residence
    • Ellis Hall:
      • Ballroom
      • Any dining area
  • Halbritter Center for the Performing Arts
  • von Liebig Center for Science
    • Main Lobby
    • Sill Boardroom
    • Eshelman Seminar Room
    • Pheasant Lounge
    • Rockwell Seminar Room
  • Oller Center for Peace and International Programs
  • William Swigart Enrollment Center
  • Kennedy Sports+Recreation Center:
    • Gibbel Lobby
    • Hall of Fame Room
  • H.B. Brumbaugh Alumni House
  • Carnegie Hall
  • Baker House
  • Raystown Field Station
  • Patrick Lodge

Any other facility and any residence hall lounge may be used when specifically approved by President’s Cabinet Member.

Any tent location on campus with restricted entrance.

V. Additional Information

Other procedures or adjustments may be made on a case-by-case basis to accommodate unique requests.  These modifications are made only with just cause and are subject to the approval of the Associate Director of C&E.