The College has been working to refine and clarify planning and programming protocols for Scripps event sponsors and audience members. Our goal is to continue to create an environment for civil discourse and the robust exploration of ideas. With this in mind, please review the following best practices guidelines for producing a campus event.
- What is the primary purpose of your event?
- Who is your target audience? Should this event be open to the public or should it be open to the Scripps or 7C community only?
- Do you have a specific location in mind?
- Will you need AV/technical support? Catering?
- What kind of set-up (chairs, tables, etc.) might you need to make your event a success?
Reserve a Space
- Reserve a venue no less than six weeks in advance of the planned event.The earlier you reserve the better!
- Make your reservation through the Virtual EMS (VEMS) Reservation System.
- VEMS is a comprehensive event management system that enables you to request facilities and resource services (i.e., catering, maintenance, media services) for College-sponsored functions, events, and meetings.
- Requests MUST be made at least two business days in advance.
- For further instructions: Virtual EMS Information and Instructions [pdf]
- For technical assistance: email@example.com
- To request Garrison Theater, Balch Auditorium, or the Hampton Room: email firstname.lastname@example.org
President Speaking Engagement
- For events where the Scripps College president has been confirmed to speak
- Complete and submit the Request for Information form
- Form must be submitted at least two weeks prior to the event.
Publicize Your Event
After the venue is confirmed, promote your event to the campus and beyond.
- Public Event Announcement Submission Form
- Events Digest email: distributed to the campus weekly (Sunday)
- Events included in weekly digest must be submitted four weeks in advance
Announcements to Scripps College Staff:
- Send announcement to email@example.com
- Announcements sent by 5 pm will be emailed to all staff the following day.
The Claremont Colleges:
- The Claremont Colleges Calendar
- 7C print and online calendar
- Events included in printed calendar must be submitted four weeks in advance. Events submitted after the print deadline will appear online.
Inland Empire and Southern California:
- Promote your event locally and within the Greater Los Angeles region
- Request media calendar list: firstname.lastname@example.org
- Email subject line: “Send media calendar list.” Event submission deadlines vary by outlet.
Define Audience Engagement Protocol
- Events are an opportunity for learning, debate, and reflection. We want to ensure that the rights of both presenters and attendees are preserved.
- Photography and videography are only permitted by College-approved photographers and videographers. The audience should be notified in advance of each program that no cameras or recording devices can be utilized during the program.
- Public Events will provide event organizers with an introductory script to read before the event and provide signage at venues as well to ensure all audience members are aware of our guidelines for audience participation.
- Sometimes an invited speaker’s work is provocative or controversial. In those cases, let us know in advance if you anticipate any issues, and we will facilitate a conversation with Campus Safety to determine the best way to support your event.
Questions? Email email@example.com