Events Planning

crowd of people at a conference

Policies and Procedures

Food and Beverage

All food and beverage consumed on the Clark University campus must be provided by Sodexho Catering. Arrangements for all food and beverage orders must be made directly with the Catering Manager by calling (508) 793-7124, e-mailing, or by accessing their Website.

University Police

Events in excess of 100 guests may require a University Police officer, depending on the nature of the event. Some events with less than 100 guests may also require an officer. That determination will be made at time of booking.

All events with a cash bar must have a University Police officer. A fee of $46.00 per hour, with a four hour minimum, will be applied at the time of booking.

Signs and Decorations

No signs, decorations, props or exhibits shall be affixed to any item on the premises, including, but not limited to, floors, walls, ceilings and furniture. Exceptions will be considered on an event by event basis. Permission must be obtained ahead of time from the Event Services Manager.

The organization or group booking the facility is responsible for the removal of all signs, decorations, props, exhibits or like articles. A charge will be assessed by the Events Planning Office if items are not removed by the end of the designated time, or if any damage has been done.


Due to liability concerns, the University reserves the right to require specific types and limits of insurance coverage for activities sponsored by an off campus organization. Upon request, proof of this coverage must be supplied no later than 30 days prior to the event.


Notice of cancellation must be made in writing no less than 30 days prior to the start of the event to receive a full refund, less any expenses already incurred on your behalf. Any cancellation made in writing 7 to 30 days prior to the event will forfeit the deposit in its entirety. Any cancellation made less than 7 days prior to the event start date will forfeit the deposit and be responsible for the remaining room rental and set-up costs.

Deposits and Payment

A 50% deposit of all estimated costs, along with a signed contract, is due 30 days from the time of booking. Any event booked less than 30 days prior to the start date will have a 50% deposit due upon receipt.

Final payment must be received 30 days from date on invoice. You will be billed for the remaining 50% of the estimated costs, plus any changes or additions made since the time of original invoice.

The Events Planning Office reserves the right to require full payment at any time.

Access Time

Unless otherwise stated, you will have access to the room(s) 30 minutes prior to the start of the event. You are expected to be out of the room by the specified end time.

If the rental contract is granted, it is understood that Clark University Events Planning reserves the right to cancel the contract should it be determined that the facilities needed are required by Clark University. Every attempt will be made to avoid such conditions.