Booking Procedures

Before calling, clients should determine what type of function they have in mind, the number of people they expect and what services they would be interested in using, e.g., catering, physical support, etc. 

External, Non-Campus Clients

Contact Lindsey Mercado by email or phone at 717-358-4891, or use the External Event Request Form.
 

Internal, On-Campus Clients

Please visit the On-Campus Event Services Webpage for more information, or contact the Director of Event Management Mike Baker at mbaker3@fandm.edu or 717-358-5996 to discuss your event and needs.

 

If you need assistance determining if your event is internal or external, please click on the following PDF document, or contact Kendel Lyn Jackson (kjackso1@fandm.edu) or Mike Baker (mbaker3@fandm.edu)

Guidelines for Facility Use

 As an institution of higher education, Franklin & Marshall College seeks to balance its mission of instruction, scholarship and co-curricular activities with its commitment to the broader community.  The facilities of Franklin & Marshall College exist for the purpose of education, for use by our faculty, staff and students and by affiliated constituencies.  However, when available space allows, we are committed to making our facilities available to groups and organizations outside the College whose purpose is consistent with the College’s mission.

All facilities are property of Franklin & Marshall College.  Specifically, there are no departmental or individual “ownership” of space.  The College reserves the right to decide which activities may or may not be held on campus, and to establish fair and reasonable charges for the use of these facilities.  Priorities for use of facilities are given as follows:

  1. College Events
  2. College Co-Sponsored Events
  3. Non College/External Events
 
College/Internal Events:

The event request is presented in whole by faculty, staff or students and whose activities are directly related to college business.

All participants must be Franklin & Marshall College faculty, staff, students, or alumni.

The sponsoring department or organization is responsible for all costs associated with event.  Facility fees are waived.

 
College Co-Sponsored Events:

The event request is presented by a non-college entity or by faculty, staff or students for the benefit of the F&M Community.  The event involves a College academic department, administrative unit or student organization and an outside organization such as a professional for-profit or non-profit group.

Participants consist of faculty, staff or students and external guests.

The event must fit into the mission of the College and the sponsoring department and be approved by  the Departmental Chairperson or Director and Divisional Vice President.

The sponsoring department or college organization will serve as the point of contact on behalf of the external group.

A department representative must be present at the event and responsible for the event logistics (i.e. - facility reservation, set-up, catering, security, custodial, equipment rentals; etc.)

Fees charged (entry fees, registrations, donations) must be disclosed to the College in advance of the event.  

The sponsoring department or college organization will pay all costs associated with event.

 
Non College/External Events:

Programs and activities organized by individuals, organizations or groups not part of the organizational structure of the College and who request to use the College’s facilities for the benefit of their own program.

Attendees consist of external guests.

The Office of Conference & Event Services will serve as point of contact on behalf of the external group.  Certificate of Insurance and contract will be required.

Event sponsor will pay full facility rental fees and all other costs associated with event.

Campus Access Policy

Rules, Rights & Responsibilities for Campus Access

Franklin & Marshall College encourages the participation of the broader community in a range of campus activities, but asks members of the public to recognize that F&M is a private institution whose grounds are designated for members of the College community, consisting of students, faculty and staff. The campus and other properties are not public facilities, but the College seeks to respond to community needs and the needs of the general public by sharing its resources and facilities when appropriate and possible. The College must protect the central educational purpose for which the College was established and must conserve its resources, both physical and financial. F&M must also be concerned for the safety of members of College community.

Unless specifically designated as "open to the public," all Franklin & Marshall College meetings, activities and events on campus are considered to be private. Please check the College’s Website (www.fandm.edu) to determine whether an event is "open to the public." Some events may require advance registration.

The College reserves the right to determine who may enter its property and reserves the right to refuse entry to any individual. The College further reserves the right to restrict the entry and presence of any individual or group on campus and to impose specific limitations or conditions related to entry or presence of any individual or group on campus.

While on campus, any individual attending an event designated as "open to the public" must adhere to all College rules of conduct, all rules and conditions proscribed for that event, and state and federal law. Members of the general public who are authorized to attend public events may enter campus for the sole purpose of attending the event and to traverse the campus directly to and from the building or location of the event.

Members of the public are not authorized to enter any building other than the building where the event is scheduled to occur. Members of the general public are must not interfere with, accost or disrupt any member of the College Community while on campus.

In instances in which the College makes any of its facilities available for use by any external group or organization, the group or organization may impose additional limits and restrictions upon attendance at the events it sponsors. The College shall have no liability or responsibility for actions of such parties.