Notice / Event Policy and Room Reservations

To: Paul Smith’s College faculty, staff

Delivered: August 24, 2020

With the many changes on campus,  there is a new policy and procedure for booking event space on campus.  The below policy has been approved by the Paul Smith’s College Cabinet and will go into effect immediately.  If you are planning something within the next five days and have not reserved space yet please reach out as soon as possible.  It will be added to the college policy folder, but I wanted to get the information out as soon possible.  If you have any questions please let me know.  The goal is to ensure that we can provide safe and clean spaces for the campus community to gather in a safe and responsible way.

An online reservation request form can be found at this link,

Thank You,

Greta Hovland

General Manager, Sodexo Dining Services

Space Reservation & Campus Event Policy:

  • Campus spaces being reserved for any event must be reserved by a faculty or staff member.
  • The online booking calendar will remain offline.  Please us the online form to request space,
  • All requests must be submitted at least 5 business days in advance with the following information:
    • Event name
    • Date & time of event
    • Space requested
    • A/V needed
    • Number of participants
    • Required setup
    • How will health and safety protocols be enforced?
  • All extracurricular events must be attended by a faculty or staff member, all club sponsored events must be attended by either the club faculty/staff advisor or the student club president.  This person will be required to ensure health and safety protocols are being followed at the event.
    • Required health & safety protocols:
      • All participants must be wearing a mask during the duration of the event
      • Seating will be properly socially distanced and will not be moved by participants.
      • Any event using tables or desk, participants must use the provided brown paper to cover their table area.
  • All extracurricular events held Sunday – Thursday must end by 9:00 p.m.
  • Any space that has been converted to a classroom will only be available set as a classroom.  Primarily the Pine Room and Adirondack Room.
  • Tabling in the Alumni Commons will be limited to two tables at a time.
  • Space will be assigned based on what is appropriate for the number of attendees and event needs.
  • All events will be for the campus community only, outside guests will not be permitted unless permission has been provided by the Cabinet.

Key Contacts

Campus Safety
Holly Parker, Director
(518) 327-6300

COVID Coordinator
Teresa Grosskopf
(518) 327-6451