POLICY INFORMATION

Banquet policies:

  • Bowling Green
  • Elm Tree Lawn
  • Hampton Room
  • Jaqua Quadrangle
  • Margaret Fowler Garden

Reservations should be at least 6 months in advance.
(There is a courtesy discount for the Claremont Colleges and for Scripps College which is applicable to students, staff, faculty, trustees, and alumnae. If you qualify, please indicate your affiliation when you make a reservation request. )

Theaters:

  • Balch Auditorium
  • Boone Recital Hall
  • Garrison Theater

A security deposit is due with a signed contract for the venue. If you are an outside group, a certificate of insurances is needed to officially confirm your reservation. The minimum rental time is 5 hours and additional fees apply if you go over the hours you reserved. Technicians, ushers, and campus safety are available. Reservations should be at least 6 months in advance.
(There is a courtesy discount for the Claremont Colleges and for Scripps College which is applicable to students, staff, faculty, trustees, and alumnae. If you qualify, please indicate your affiliation when you make a reservation request. )

Conference Rooms/Meeting Rooms:

  • Balch Conference Room
  • Mary Routt Memorabilia Room
  • Motley Lounge
  • Steele Conference Room
  • Vita Nova Conference Room

For overnight conferences, there is a $25 dollar administrative fee per person in the conference. Residence halls may be available for overnight stay, the usage of them is $65 per person/per night.
(There is a courtesy discount for the Claremont Colleges and for Scripps College which is applicable to students, staff, faculty, trustees, and alumnae. If you qualify, please indicate your affiliation when you make a reservation request. )

EVENT PLANNING AND RESERVATION POLICY INFORMATION

Rental clients will be required to set an appointment with a Public Events staff person to go over all rental details and requirements prior to confirming an event date. There is no rain contingency plan available for outdoor spaces. All rental agreements are final and nonrefundable.

CONTRACTS AND REQUIREMENTS

CONTRACTS

A signed contract must be submitted to the Office of Public Events with the security deposit in order to confirm a site reservation. Events where alcohol will be served require a signed Alcohol Policy as part of the contract.

Once a contract has been signed, all events take place regardless of weather and acts of nature beyond the control of the college. Scripps College is not responsible for inclement circumstances or acts of nature, i.e., rainstorms, earthquakes, floods, fire, electricity outage, or other utility problems. Scripps College does not provide alternative facilities or accommodations, unless requested to make back-up plans in advance, which may require additional fees and/or charges, costs to be borne by the client. In the event a back-up plan is requested, a time and date by which the final decision on locations will be made shall be specified and adhered to.

Scripps College reserves the right to reassign clients’ reserved facilities for spaces of comparable or better value at the discretion of the College should previously agreed upon spaces become unavailable during the contracted period due to unforeseen conditions such as construction or repairs. The client will not be charged any additional fees for any such substitution or reassignments. If a client wishes to forgo substitution, the client’s security deposit may be refunded in full. Any changes to the contract, such as the addition of extra services, must be agreed to in writing by both parties.

COURTESY DISCOUNTS

Courtesy discounts of 20% (Claremont Colleges) and 30% (Scripps College) are applicable to students, staff, faculty, trustees, and alumnae if they or their parents, children, grandparents, or grandchildren are principal participants of the event, i.e., the bride, groom, or honoree. Only students, staff, faculty, trustees, and alumnae may apply the discount to events they are hosting. Events hosted by friends or relatives of the parties cited above do not qualify for courtesy discounts. Any applicable courtesy discounts apply to the site rental fee only, and not to any additional charges incurred due to damage or excessive clean-up requirements or to the use of additional security staff.

Please see the venue listing for current rental fees for each site. This information appears at the end of the Information Guide.

The minimum site rental charge is for eight (8) hours, plus a one-hour rehearsal. Extra time may be added at the rate of $200/hour. The rental time includes event set-up and break-down time; charges apply for the entire period of use. A $2,000 security deposit is required to confirm a site reservation. No date/venue is considered reserved until the security deposit has been received. Cancellations must be in writing—letter or email—at least 90 days in advance to receive a full deposit refund. Requests should be addressed to:

Office of Public Events

Scripps College
1030 Columbia Avenue, Box 2021
Claremont, CA 91711
events@scrippscollege.edu

 

FEES

Forfeiture of the total $2,000 security deposit will result for cancellations received less than 90 days prior to the event.

The full balance due must be paid at least sixty (60) days prior to the event as stated in the contract. The deposit will be refunded within thirty (30) days minus any charges for additional time, damage, or excessive clean-up required after the event. The rental client is responsible for any damages or additional charges incurred by their vendors’ actions.

Additional charges apply for services provided beyond the standard contract terms.

Scripps College periodically reviews and revises the schedule of fees for rental sites and services. Contact the Office of Public Events for the current rates. Prices are locked in upon receipt of a signed contract.

INSURANCE INFORMATION

Both the rental client and all outside vendors (e.g., caterer, furniture rental company, florist, photographer, DJ, etc.) must provide the following insurance information to the Public Events Office no less than two weeks prior to the event:

$1 million certificate of insurance against property damage and liability naming Scripps College as the additional insured.

Evidence of workers’ compensation coverage for any and all employees working in conjunction with an event vendor.

ACCESS

There is limited vehicle access to event sites on the Scripps College campus; arrangements should be made in advance through the Public Events Office for access to specified drop off and pick up locations on campus. Please keep this in mind when planning for delivery of tables, chairs, catering equipment, etc.

Vehicles may not be driven on any lawn areas of the College due to an extensive web of irrigation, electrical, and computer wiring hidden beneath the lawns. Driving on lawn areas may result in expensive repairs which will be billed to the rental client.

Please note: A minimum $250 charge will be deducted from the rental client’s deposit for any unauthorized vehicles driven on the lawns; this includes catering or furniture rental vehicles. It is the client’s responsibility to notify their vendors of this policy.

Check in advance for special access authorization for deliveries, pick-ups, and guests with mobility needs.

CLEANUP

All sites used by the contracting party and their vendors must be left as they were found. That is, all signs, ribbons, bows, flowers, plants, decorations, boxes, trash and the like must be removed immediately following the event on the same day and by no later than 11:00 p.m.

Two hours of post-event custodial service (utilizing a team of two custodial staff members) is included in the rental fee. If the event venue is left in such a state that more than two hours of custodial service is necessary, or requiring a larger custodial team, the additional cost will be deducted from the client’s security deposit at a rate of $65/hour per crew of two custodial staff members.

Scripps College is not responsible for any items left on campus immediately following an event.

The Public Events Office will collect any remaining items immediately following an event and hold them for a period of 30 days.

FACILITIES AND GROUNDS

FOUNTAINS AND PONDS

Scripps College is proud of our 19 beautiful fountains and ponds, many of which are historical and designed by noted architects and artists.

It is the responsibility of the rental client and his/her guests to exercise caution near these features and to keep children under close supervision at all times. Wading or otherwise entering the fountains or ponds is prohibited.

At no time may trash, food, ice, or beverages be dumped into the fountains.

CATERERS

Rental clients are strongly encouraged, but not required, to use Scripps College Catering for their event. Rental clients who contract with Scripps College Catering as the sole caterer for their event will receive a 5% discount off the site rental fee. Insurance information is not required for Scripps College Catering.

There is no kitchen access or food storage facility for outside caterers. Outside caterers are required to create staging of food preparation areas in an appropriate location adjacent to the function site, and must abide by all requirements outlined in this policy. No cooking is allowed on sidewalk areas or under covered porticos. Ground cover (tarps) must be used to cover all cement areas where food preparation occurs.

If a catering tent is to be installed, the Los Angeles County Fire Department requires a special, no-cost permit which must be applied for no less than two (2) weeks in advance of the event. Once it has been obtained, a copy of the permit must be submitted to the Public Events Office no less than ten (10) days prior to the event. There are no exceptions to this requirement.

Caterers are responsible for their set-up and complete clean-up after the event which includes complete removal of all food and beverages from the premises.

Scripps College will provide trash receptacles and extra bags.

Waste food, ice, and beverages may not be dumped onto soil or landscaping anywhere on the premises.

VENDORS AND EQUIPMENT

All outside vendors must be approved by Scripps College at least 60 days in advance of the event date. The name and contact information of each vendor must be included in the rental contract, and each vendor’s insurance certification must be received at least two weeks in advance of the event date. No vendor will be permitted on campus without approval or without the required insurance certification.
Be advised that rental clients are responsible for the actions of their vendors and any damage or additional time incurred by vendors will result in additional charges to the rental client. Scripps College maintains a list of preferred vendors who provide quality services and who are familiar with the policies and requirements of the College. Rental clients are strongly encouraged, but not required, to use these vendors. Scripps College receives no compensation from vendors on the preferred list.

DRESSING ROOMS

Campus classrooms or other suitable locations will be provided as dressing rooms for wedding parties if requested.

Dressing rooms will include a floor-length mirror and garment rack. Please speak with a Public Events staff member about any additional needs.

TENTS AND CANOPIES

Tents or canopies provided by an approved furniture rental company may be placed on lawn areas with permission from the Public Events Office and the Scripps College director of grounds. It is critical that the Public Events staff speak with any company providing tent or canopy rentals to ensure that they understand the requirements and restrictions related to the placement of tents and canopies on the grounds.
A special no-cost permit from the Los Angeles County Fire Department is required for tents and canopies, and must be requested no less than two (2) weeks prior to the event. Once it has been obtained, a copy of the permit must be submitted to the Public Events Office no less than ten (10) days prior to the event. There are no exceptions to this requirement.

FURNITURE AND EQUIPMENT RENTALS

Scripps College will provide basic event furniture (tables and chairs) at no additional cost to the rental client. Electing to obtain this furniture from an external vendor does not result in a price reduction.
If the rental client wishes to employ the services of another furniture rental company, it is strongly suggested to choose a vendor from Scripps College’s preferred vendor list. Other vendors must be approved by the Public Events Office before they can provide services on campus.
Rental furniture and equipment may be delivered no sooner than one day prior to the event and must be removed no later than one day following the event. These additional days may result in additional site rental charges. A designated wedding planner or an adult representative of the rental client must be present for delivery.
Scripps College does not assume responsibility for rental furniture or equipment left outdoors overnight or unattended after delivery or before pickup. Rental clients should consult their rental company’s policy with regards to unattended furniture and equipment.

Scripps can provide overnight security for an additional fee.

FLORISTS
At no time are flowers or flower petals permitted in the fountains or pools. All flowers and plants used for the event must be removed at the conclusion of your event.

PHOTOGRAPHERS
There is no additional charge for photos of wedding parties or event participants taken on campus on the day of the event. A photography permit is required if the rental client wishes to have photographs taken on another day, and additional charges will apply.

RESTRICTIONS

ALCOHOL
Service and consumption of alcoholic beverages must conform to California State law and Scripps College policy. Scripps College does not have a liquor license and therefore cannot provide alcoholic beverages. Scripps College bears no responsibility for the purchase, distribution, or effects of alcoholic beverages served or consumed at events held on the premises of the College. Rental clients wishing to serve alcohol at their events must submit a signed Alcohol Policy with their rental contract.

MUSICIANS AND DJS VENDOR POWER NEEDS
Any requests for additional power to be provided by Scripps College must be made 30 days in advance. Scripps College reserves the right to restrict music at events depending upon the date and location of the event. Music for all events must stop no later than 10:00 p.m. The rental client must disclose all information regarding how music is to be provided during the event at least 60 days in advance in order to include it in the rental contract.

DANCE FLOOR AND TEMPORARY STAGE
Dance floors are not permitted on any of the Scripps College lawn areas. The use of a temporary riser as a stage must be approved in advance. It is the responsibility of the rental client to provide the officiant(s) for a wedding ceremony.

OFFICIANTS

CONFETTI AND TOSSED ITEMS

Thrown rice, birdseed, and all types of confetti are prohibited. Flower petals may be tossed provided they do not fall into any fountains or ponds.

STAFF AND SERVICES

Two Event Assistants are assigned to each event as a courtesy. Event Assistants are employees of Scripps College who will unlock facilities, make sure restrooms are available, and serve as a liaison regarding all matters pertaining to the Scripps College Campus only.
Scripps College does not provide a wedding coordinator. Rental clients must provide the Public Events Office with the name and contact information for any wedding coordinator they choose to employ at least 30 days in advance of their event.
Public Events staff members are available Monday through Friday from 8 a.m. to 5 p.m., at Scripps College. The Public Events Office is located at 251 East Eleventh Street, Baxter 107, Claremont CA, 91711. Phone: (909) 607-1870; fax: (909) 607-0001

EVENT STAFF
Scripps College requires that Claremont Colleges’ Campus Safety officers be present during special events. The Office of Public Events will make the necessary arrangements based on the event start and end times. These services are provided at no additional cost unless the rental client remains at the event site beyond the standard eight (8) hours. In this case, additional officer time will be billed to the rental client at $40/hour.

SECURITY
One officer will be required for groups of up to 149 people. Groups of 150 – 249 people require two (2) officers and groups 250 and more require three (3). Scripps College reserves the right to increase the number of required safety officers at the discretion of the Director of Public Events and Community Programming.

CANDLES
Candles, luminaries, sparklers, and other sources of flame are prohibited. Artificial candles and luminaries are permitted.

DECORATIONS
No decorations or temporary fixtures may be affixed to plants, trees, woodwork, buildings, or any architectural feature with nails, tacks, staples, or any application that will cause irreversible damage to landscaping or structures. The only tape permitted for use on buildings is blue 3M Long Mask® Masking Tape, available in the paint supply section of hardware stores. Directional signage may be placed on posts or other structures using tape or string only, but not on any of the trees. Twinkle lighting on tabletops and structures up to a height of eight feet (overhead arm’s reach for a standing adult) from the floor or ground is permitted. Neither lights nor decorations may be placed on trees or plants.

SCHEDULING & RESERVATIONS
The Public Events Office at Scripps College makes all arrangements for weddings, receptions, conferences, and special events on the Scripps College campus. All events take place rain or shine; Scripps College does not offer alternative indoor sites. Special events are not permitted during the academic year when students are on campus. Site usage charges begin at the start of active set-up and continue through breakdown. Please reserve the space for the full time anticipated for set-up, the event, and breakdown. Equipment required for set-ups such as furniture and additional lighting may be delivered the day prior to an event. In these cases a flat fee equivalent to the 8-hour minimum for facility rental will be charged. Scripps College does not assume responsibility for any equipment or furniture left outdoors overnight or unattended after delivery and before pick up. All rental companies should be consulted regarding their overnight policies. It is the responsibility of the rental client to return the rental space to the condition in which it was found. Restrooms will be stocked and all facilities will be cleaned prior to any special event, however, Scripps College does not guarantee the presence of a custodian during special events.

WEDDING REHEARSALS
One hour of rehearsal time is included in the wedding rental fee. Any time over that will be billed at $200/hour or any portion of one hour. Wedding rehearsals should be scheduled one or two days prior to the wedding date and set up at the time of the original booking.

CURFEW

As a courtesy to our academic and private neighbors, Scripps College asks that all groups complete clean-up and leave the College campus no later than 11:00 p.m.