MONTHLY CALENDAR: TCC publishes a monthly calendar of events for The Claremont Colleges. Items of interest to The Claremont Colleges community may be published in this calendar by providing written copy to Scripps Office of Communication and Marketing no later than the 5th of the month preceding the month of publication.
SCRIPPS FACILITY RESERVATIONS: Requests to use Scripps campus facilities can be made through the Virtual EMS (VEMS) website.
VEMS is a comprehensive event management system that enables you to request facilities and resource services (i.e., Catering, Maintenance, Media Services, etc.) for college sponsored functions, events, and meetings. Instructions to use VEMS can be printed, located also under “Facility Reservations” on Inside Scripps.
All campus event requests must be submitted through VEMS. An event is not offically confirmed until an email confirmation from the Office of Events and Conference Service is received. Submission of an event request through VEMS does not guarantee that the event space is available. Events should not be promoted internally or externally until confirmation of the event and location from Events and Conference Services has been received.
Academic classes published in the 5C course schedule take priority. The Events department works diligently with the Registrar’s office to ensure that class listings in EMS are correctly reserved and confirmed. However, there are instances where unforeseen scheduling conflicts may occur. If a class is in session during the time of your reservation, please reach out directly to Events at events@scrippscollege.edu, and the Events team will make every effort to find you an alternative space for your program. Any class that is part of the Scripps curriculum will take precedence; therefore, your program or event location will change if a class is in session or scheulded.
Events not requiring resources. For events that do not require additional resources (i.e., Facilities assistance/set-ups, catering, and Media Services) use the “Non-Resource Reservation Request” in VEMS. An immediate confirmation will be generated and email sent.
Events requiring resources. Events that require resources include Facilities assistance / set-ups, catering, and Media Services. Resource services must be requested as far in advance of the event as possible. Late requests may not be able to be accommodated due to staffing limitations. All resourced events need a diagram attached (via Social Tables) for any set up.
Social Tables: A diagram is required for any reservation that includes tables, chairs, microphones, speakers etc. Diagrams are created through user-friendly, Social Tables. To be added to the Social Tables system, please email events@scrippscollege.edu with the Subject Line: “Need to be Added to Social Tables”. Look for an email from Social Tables prompting the new user to create a username and password (may appear in your spam or junk folder).
Once an event is submited, the Events team will confirm within 72 hours. Confirmations are subject to change based on availability of resources. Some dates are more in demand than others. Not all services can be accommodated based on staffing and resources. Changes/Additions can be made up to 3 days prior to your event via VEMS by clicking “My Events”. Changes/additions cannot be confirmed within the 72-hour period before the event date.
For Catering requests. Place a catering order with Bon Appetit via CaterTrax.
For Campus Maintenance, Grounds, Media Services. Use the drop-down menu to add services. Refer to VEMS instructions.
The Hampton Room and Balch Auditorium can be reserved via VEMS.
MALOTT COMMONS:
- Lecture seating – capacity ~150 (with partition in place) or ~275 (when dining and living rooms are combined)
- Dinner seating – capacity ~115 (with partition in place) or ~175 (when dining and living rooms are combined)
- Holden Court (north courtyard) – event capacity ~250
- Seal Court (outside mailroom) – event capacity ~250
- Stewart Court (lower level) – event capacity ~50
Resourced reservations should be made through VEMS and include a Social Tables diagram for set up and AV needs, catering should be requested through Bon Appetit CaterTrax.
GARRISON THEATRE AND BOONE RECITAL HALL: Reservations for Garrison Theatre and Boone Recital Hall must be made through the Office of Public Events and Conference Services by written request to events@scrippscollege.edu. Please include exact dates, program times, anticipated attendance, furniture or AV needs, sponsoring department, email, and phone number. You may also contact the office at extension 74791 to discuss details or special needs. Your request is not confirmed until you receive an email confirmation from the reservation scheduler (within 2-3 business days). Staffing fees may apply.
CAMPUS CONFERENCE FACILITIES: Conference facilities are available June 1 through August 15 only. For information about holding a conference, seminar or other special event on the Scripps campus, please contact the Office of Events and Conference Services at extension 74791.
MUSIC FACILITIES:
Practice rooms are available for faculty use when not reserved by students. Hours during the school year: 7:00 a.m. to 11:30 p.m., seven days a week.
Glanville Music Library contains tapes, compact discs, DVDs, scores, some books on music, and electronic equipment for playback purposes. Most scores and books may be checked out; compact discs, records, tapes, videos, DVDs and electronic equipment may be checked out to faculty for classes and study. Hours during the school year: 8 a.m. to 5 p.m., Monday-Friday; and, Monday, Tuesday, Wednesday, Thursday and Sunday evenings, 7 p.m. to 10 p.m. Any questions regarding use of the equipment may be directed to the person on duty. Evening and weekend hours are subject to the availability of student workers, and very each semester. Check with the Music Department Office at extension 73266.
Boone Recital Hall and Garrison Theatre (see previous section).
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