College-Hosted Events

Purpose

Durham Technical Community College (Durham Tech) sponsors events and activities that support the College’s mission of ensuring students develop the knowledge, skills, and networks needed for success in college, work, and life, while advancing the College’s vision of educational, workforce, and community leadership.

Procedure

This procedure establishes expectations and responsibilities for planning, scheduling, promoting, and coordinating College-sponsored events and activities.

This procedure applies to:

• In-person, virtual, and hybrid events  
• Events held on campus
• Activities sponsored by college departments, offices, or officially recognized student organizations  

Student organizations should also consult the Clubs, Organizations, and Activities for additional requirements.

This procedure does not apply to external organizations requesting use of college facilities without a designated College Event Host. Refer to the College’s Rental and Public Use of College Facilities Policy for additional guidance.

Please contact the Executive Assistant, Campus Operations if you need clarification on procedures or next steps, as they review college events with Campus Police and Public Safety and the Facilities Department.  

Event Host Responsibility and Point of Contact

An event or activity is considered College-hosted when it is organized, promoted, staffed, funded, and/or managed by a college department, office, or officially recognized student club or organization for students, employees, or the community.

Events involving third-party or external organizations are subject to this procedure when a College department, office, or officially recognized student organization serves as the Event Host or designates an Event Coordinator. The designated Event Coordinator is responsible for following this procedure and coordinating applicable College requirements, regardless of whether some event responsibilities are assigned to the external organization through an agreement or contract.

The hosting department, office, or organization is responsible for:

• Event planning and coordination  
• Funding and approvals  
• Staffing and oversight  
• Compliance with College policies and procedures  
• Coordination of required campus support services

All College-hosted events must have at least one designated Event Coordinator or Point of Contact responsible for managing the event and serving as the primary contact for the duration of the event. For purposes of this procedure, the term Event Coordinator and Point of Contact are interchangeable.

The Event Coordinator is responsible for:

• Completing the required Event Planning Checklist
• Completing required reservations, requests, and approvals  
• Coordinating event logistics and support services  
• Communicating event changes or cancellations  
• Remaining onsite or accessible during the reserved event period  
• Ensuring facilities are returned to their original condition and layout  
• Ensuring leftover food, decorations, supplies, and trash are removed and disposed of properly  
• Reporting damages or facility concerns immediately  
• Ensuring compliance with applicable College policies and procedures

Event Planning and Scheduling

Employees coordinating an event should review the College events calendar and Astra scheduling system before finalizing event details to avoid scheduling conflicts and competing events targeting similar audiences.

When planning events, coordinators should:

• Allow sufficient time for setup, breakdown, travel, and room resetting  
• Coordinate with impacted departments as needed  
• Ensure adequate staffing and support services are available  
• Consider the impact on attendance and participation for other College-hosted events  

Concurrent events may be approved when there are no significant conflicts, and sufficient support resources are available.

The College reserves the right to postpone, relocate, modify, or cancel events due to safety concerns, operational needs, weather conditions, facility issues, or noncompliance with College policies or procedures.

Room Reservations

Departments or offices requesting use of on-campus space for college-hosted events must submit requests through the College’s room reservation system (Astra).

Event coordinators should include:

• Accurate event start and end times, including time for setup and breakdown if necessary
• Expected attendance
  • Any event larger than 75 people is considered a major event.  

If room setup changes requiring Facility Services support are needed, coordinators should allow an additional hour before and after the event for set-up and reset.

Work Orders and Facility Support

If an event requires room setup modifications, furniture movement, or additional facility support, the Event Coordinator must submit a Work Order Request and floor plan/setup diagram to the appropriate Building Coordinator at least seven (7) business days prior to the event.

Work order requests should include:

• Setup and breakdown expectations  
• Reset instructions  
• Cleanup needs  

Food and Catering Services

All food and catering requests for student, internal, or external events must be submitted to the Executive Chef at the Café using the Catering Request Form.  The Café prefers at least 14 days’ notice for all catering requests. Requests made less than 14 days prior will be handled on a case-by-case basis. The Café will strive to accommodate all requests. If the Cafe cannot cater for an event, an external vendor may be used for catering. The full college procedure can be referenced at Food and Catering Services.

Technology and Media Support 

If media services, audiovisual support, livestreaming, or other technology assistance is required, the Event Coordinator must submit an ITS Work Order as soon as possible, but no later than five (5) business days before the event.

Handheld microphones and other borrowed equipment must be returned promptly following the event. Replacement costs resulting from lost or damaged equipment may be the responsibility of the host department or event coordinator.

Marketing and Communications

All College-hosted events must be submitted for publication on the College events calendar. Event coordinators should submit a Marketing and Communications request as soon as event details are confirmed to allow adequate time for calendar posting and promotion.

For all other marketing and promotional requests, including social media, photography, and website updates, please refer to the Marketing and Communications webpage for forms, guidelines, and available services, or consult with the Marketing and Communications team for assistance.

President’s Attendance and Participation

Requests for the President’s attendance, remarks, or participation at an event should be submitted to the President’s Office using the Durham Tech Event Form as soon as the event is scheduled.

The President’s Office prefers at least one (1) months’ notice. Requests submitted fewer than two (2) weeks prior to the event may not be accommodated. Submission of a request does not guarantee attendance or participation.

Parking and Visitor Access

Event attendees who are not current students or employees must obtain a temporary visitor parking permit from the Event Coordinator or Campus Police and Public Safety.

Event coordinators are responsible for communicating parking instructions and visitor access information to attendees in advance. Visitor permits must be clearly displayed within the vehicle and all parking notices followed, as instructed by Campus Police and Public Safety.

Accessibility, Safety, and Compliance

College-hosted events should be planned in accordance with accessibility requirements and inclusive practices to ensure equitable participation opportunities.

Event coordinators should consider:

• Accessible event spaces  
• Captioning or interpreting services  
• Mobility accommodations  
• Dietary restrictions and allergy considerations  
• Emergency procedures and evacuation access

Event coordinators are responsible for coordinating with Campus Police and Public Safety (CPPS) when additional security, crowd management, or emergency support may be necessary. Prior to participation, a signed liability waiver is required for all high-risk activities as determined by the Event Coordinator in consultation with CPPS and College Compliance.

Events Involving Minors

College-hosted events involving minors must comply with all applicable College policies, procedures, agreements, contracts, and safety expectations. The Event Coordinator may be responsible for ensuring appropriate supervision, documentation, and communication related to minors participating in the event or activity. 

When events involve minors, the Event Coordinator may be responsible, as required by applicable agreements, contracts, or College policies for:

• Maintaining emergency contact information for all participating minors  
• Maintaining relevant medical or safety information, including allergies or other health concerns disclosed by a parent or guardian  
• Communicating with parents or guardians regarding emergencies, incidents, or participant concerns as appropriate  
• Ensuring required waivers, consent forms, and photo releases are completed prior to participation  
• Ensuring additional waivers are completed for activities involving specialized equipment, tools, chemicals, physical activity, transportation, medical aid, or other elevated risk activities.  
• Coordinating with appropriate College departments regarding safety expectations and incident response procedures

When a waiver is required, the Event Coordinator should contact the College Compliance Officer to request the appropriate waiver. Please allow at least five (5) business days for the waiver to be generated.

External partners providing volunteers for college-hosted events—particularly those involving minors or elevated-risk activities—are responsible for ensuring that all required background checks are completed in compliance with applicable laws, regulations, and partnership agreements. Upon request, the partner organization must provide written attestation confirming that all participating volunteers have been vetted and cleared.

Funding and Purchasing

Funding for College-hosted events may come from departmental budgets, institutional funds, student activity funds, grants, or approved external partners.

All expenditures must comply with college purchasing and procurement procedures.

State funds may not be used for food or beverage purchases unless specifically permitted by applicable regulations and funding guidelines. Questions regarding allowable expenditures should be directed to the Business Office.

Personal Employee Events

Durham Tech encourages a welcoming and collegial environment among employees. Personal celebrations such as birthday parties, bridal showers, and baby showers are not considered College-hosted events and shall not use College funds.

Personal employee events held on campus during regular work hours require supervisor approval.

Personal events held outside normal business hours must comply with the College’s Rental and Public Use of College Facilities Policy.

Attendance at personal employee events is strictly voluntary and does not constitute paid or compensable work time.

Retirement Receptions

The college may sponsor a retirement reception for those employees who retire from Durham Tech, pending Foundation fund availability.

External Requests for Use of College Facilities 

External organizations requesting use of College facilities should consult the College’s Rental and Public Use of College Facilities Policy.

Definitions

College-hosted event – A planned gathering or activity sponsored, organized, coordinated, or hosted by a College department, office, or officially recognized student organization that is outside the routine business, instructional, or operational activities of the hosting unit. College-hosted events may be intended for students, employees, invited guests, external partners, or members of the community.

Event Coordinator (or Point of Contact) – The individual designated by the hosting department, office, or organization to coordinate and oversee a college-hosted event or activity and serve as the primary contact before, during, and after the event.

External partner – A non-college organization, agency, business, vendor, or community group collaborating with the College on a College-hosted event or activity.

High Risk – any event feature involving physical exertion, specialized equipment or tools, hazardous substances, elevated heights, or off-campus travel.

Major Event – An event that meets one or more criteria related to attendance size, involvement of multiple College units, impact on campus safety or operations, political participation, entertainment activities, extended operating hours, or requests for outdoor amplified sound. See the Rental and Public Use of College Facilities Policy for the full definition and criteria.

Minor – An individual under eighteen (18) years of age who is not enrolled as a Durham Tech student.

Officially recognized student club or organization – A student organization chartered through the Student Government Association in accordance with the College’s Clubs, Organizations, and Activities procedure.

Routine College meetings and activities – Regularly occurring business, instructional, or operational activities, including department meetings, division meetings, committee meetings, regular classes, and routine employee meetings, are not considered College-hosted events for purposes of this procedure unless the activity meets the criteria for a Major Event or requires event-related services, coordination, or support beyond normal operations.