Events Planning

crowd of people at a conference

Policies and Procedures

Use of Event Space

The primary use of Clark University space is to support the activities of Clark faculty, staff, students and alumni.  External groups are welcome on campus as space and services permit.  The booking of external events at Clark is a source of revenue and therefore subject to room rental and service fees.  Pricing is updated annually by the Events Planning Office.  To obtain a quote, please contact us at 508-793-7471.

Food and Beverage

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

Alcohol Service

  • There are regulations for Alcohol Service in Clark Facilities:
    1.  The Events Planning Office must be made aware that alcohol will be served at your event at the time of booking. 
    2. All events with alcohol must comply with the laws of the Commonwealth of Massachusetts and City of Worcester.
    3. All events with alcohol must use Sodexo Catering
    4. No outside alcohol is allowed campus.
    5. A one-day liquor license may be required, at the cost of sponsoring group. Sodexo Catering will need a 30 day notice and will determine if a license is needed.
    6. Certain event spaces may be subject to additional rental fees (ie: pipe and drape) in order to keep view of bar private and contained.
    7. Groups are not allowed to leave the event space they've booked with alcohol.
    8. Event host must inform Events Office if attendees will include guests under 21. If so, the host must identify these guests in a prominent fashion (ie: wristbands).
    9. Events with alcohol may be subject to University Police fees (see below)

Students in residence halls and student events must adhere to the Alcohol policies outlined in Synergy

University Police

  • University Police fees are $50.00 per hour, with a four hour minimum.  Charges will be determined and applied at the time of booking.
  • 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.
  • Events with alcohol may be required to have a University Police officer.
  • Events where there will be cash exchanged (ie: fundraisers, cash bar, vendor fair) are required to have a University Police Officer present.
  • Certain events may require more than one officer to be present.  This will be determined by the Events Planning Office and Clark's Chief of Police.

Custodial Fees

  • Certain times of the year (Academic breaks, summer, holidays) events will be charged a custodial fee.
  • Certain events (ie:  dances, social gatherings, catered meals) will be charged a custodial fee if the Events Planning Office deems it necessary.
  • Rates are determined by the Events Planning Office and Physical Plant.
  • If the event does not have a custodial fee assessed, the host group is responsible for tidying up the space and leaving it as it was found.  Failure to do so will result in a cleaning bill at the expense of the host group.

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.

Insurance

  • 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.

Cancellation

  • 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.
  • Full payment is due 7 days prior to your event.
  • At close of event, a final bill is sent out showing a balance due, if any.  A balance due may be a result of any changes, additions, cleaning fees, damage fees, etc that were assessed after the original invoice was sent.  Final bill payments must be received 30 days from date on 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.