Guarini Commons Social Space Use

Affected Parties

All Groups

Policy Statement

During the pandemic we advise all event organizers, regardless of whether or not alcohol will be served or whether held in the Guarini Commons or elsewhere, to check and adhere to the College COVID-19 Events Policies.

How to make a reservation

The Guarini School Commons at B001 Garden Level Dana, 64 College Street, Hanover, NH is available for reservation by Guarini grad students, post-docs, and Guarini School staff.

Please visit the Social Event Reservation Policy for information on how to reserve the Guarini Commons Space

Fees

There is no rental fee for use of any space. The person making the reservation is required to provide the organization's assigned 21-digit chart string at the time of the reservation request. This is to insure that any extraneous costs (i.e. extra cleanup, damages) will be covered by your organization.

Please note that there may be technical labor, setup costs, and AV services. Events requiring a Safety and Security Officer will also incur fees. While there is no late-cancellation fee, events requiring AV and/or safety and security services may incur charges for late notice.

It is expected that those who reserve campus space will clean-up after their event. Otherwise, the chart string provided will be charged clean-up fees by the College.

For the Guarini Commons please make sure to do the following:

Remove excess trash and recycling (bags can be taken to M105 maintenance room on the first floor in the north entryway vestibule).
Sweep/mop floors.
Clean any dirty dishes.
Wipe down tables and counter tops.
Return furniture to its original configuration.
Remove any decorations and put away any items used during the event.

Food and Catering

If the grill is to be used, please follow grill use guidelines.

Guarini Student and Postdoc organizations and are permitted to bring their own food to meetings and events, as long as the food is store-bought (pre-packaged).

Graduate students and postdocs wanting to use the refrigerators in the Guarini School Commons for their events will need to come to the Guarini School Office and sign-out the keys the day of their event. The keys should be returned to the office on the morning of the first business day after their event. If the keys are lost, the sponsoring organization will be responsible for charges for new keys.

For events where homemade goods will be consumed, please complete the following form. Catering is defined as any delivery and/or serving of food at Dartmouth College.

All catering must be provided by an insurance compliant caterer.

The list of insurance compliant caterers is maintained by Procurement Services and is available here.

The following guidelines apply to any and all events with food:

• When making your reservation, please be sure to schedule adequate set-up and break-down time for caterers.

• Drop off catering must be delivered and picked up during the reservation period. It is likely that another group will be using the room prior to the catered event so the food cannot be dropped off early.

• We do not provide serving items, i.e. linens, utensils, water, ice, etc.

• Organizations must provide tablecloths for any surface where food is served or consumed.

• Event organizers are responsible for seeing that each room is left in a neat and tidy manner and that all policies are adhered to. Furniture must be returned to its original location. Tables and counters must be cleaned. Any extra cleaning charges will be assessed to the event host and his/her organization/department.

Alcohol

Dartmouth College permits the use of alcoholic beverages in select campus facilities. All events should follow the college Alcohol and Drug policy here.

Below are the policies for the Guarini School Commons at B001 Garden Level Dana, 64 College Street, Hanover, NH:

Alcohol Policies for All Users

• Hard alcohol (liquor or any beverage over 15% alcohol) is not permitted on Campus.

• All users that have alcoholic beverages at their event are responsible for complying with College regulations, New Hampshire State Law, and all federal and local laws and regulations.

• Safety and Security is required at large events where alcohol is present. Determination of the minimum number of officers required is at the sole discretion of S&S. Host groups or individuals will be billed for the cost of security personnel. Here are general guidelines using the undergrad policy.

• At any event at which alcohol is present, sufficient quantities of food and non-alcoholic beverages must also be available (as stated in AMP guidelines).

• Alcoholic beverages are confined to the space that is reserved.

• If an event is having alcohol served by an insured and approved caterer, the sponsoring organization cannot bring in their own alcohol.

Alcohol Policies for Recognized Dartmouth Guarini School of Graduate and Advanced Studies Student Organizations
Guarini Student Organization events at which alcohol will be served must be registered by the host through the college's on-line Alcohol Management Program (AMP), which may be obtained online here.

Decorations

• Decorating and the removal of decorations must occur during the time of the reservation and is the responsibility of the sponsoring group/event host.

• Helium balloons are not permitted. They can get caught in the ceiling fans or can set off the optical smoke detectors.

• Smoke, fog and bubble machines are not allowed. Bubbles make the floor too slippery. Smoke and fog set off smoke detectors which set off fire alarms.

• Candles, oil lamps, or incense are not permitted.

• ONLY gaffers or masking tape may be used. Gaffers tape may be used for decorations that need to be adhered to the floor, but the tape must be removed. Decorations may not be taped to the shades or windows.

• Flowers and other decorations must arrive and be removed during the reservation period.

• Ladders may be reserved and used with approval prior to the date of the event.

• Hanging decorations must be approved prior to the date of the event.

Accessibility Services

The Dartmouth Guarini School for Graduate and Advanced Studies is committed to making the facility and programs accessible to all members of our community.

• The event organizer should take reasonable steps to identify requests for accommodations ahead of time.

• For any assistance in the reservation process, please call the Guarini School Office, 603.646.2106.

• The building is wheelchair accessible.

• To contact the College's EOAA Coordinator, email institutional.diversity.&.equity@dartmouth.edu or call 603-646-3197.

Building Hours: Guarini School Commons will be key-card accessible 24/7.
The College policy on sleeping in non-dormitory buildings applies. ABSOLUTELY NO ONE is allowed to sleep overnight in a College non-dormitory building. This is a strictly enforced fire law for which ABSOLUTELY NO EXCEPTION is made neither for anyone nor by anyone.

In every instance persons found sleeping in such buildings will be removed including individuals in their own office areas.

Contact Information Facilities Operations and Management 646-2485 HB 6111 Facilities.Operations.and.Management@dartmouth.edu