Conference Services

Policies

Air Quality

The Evergreen State College supports the concept of a smoke, fragrance and pollution-free environment on its properties and in its programs. Smoking is prohibited in all campus buildings with the exception of the private domain of residence hall rooms. Products used on campus must be the least toxic alternative. Community members and guests are asked to refrain from using or wearing scented products.

Alcohol

Unless otherwise expressly approved by The Evergreen State College, possession or consumption of alcoholic beverages in any form is not permitted on The Evergreen State College property at any time. Alcoholic beverages may be served at conference events, with the exception of events held in the Longhouse Education and Cultural Center, if all Washington State requirements are met and the appropriate permits are obtained. Persons of legal age may also consume alcoholic beverages in the privacy of residence hall rooms. Please note that state law prohibits the drinking of alcoholic beverages in hallways and public areas not covered with a proper permit.

Americans With Disabilities Act (ADA)

This legislation provides comprehensive civil rights protection to individuals with disabilities. The Evergreen State College strives to be in compliance with the applicable sections of ADA. Our facilities and services will be reasonably accessible to persons with disabilities. The Conference Staff will be happy to coordinate services and make necessary arrangements. If any conferees will need accessible service, please notify us as soon as possible to ensure that all needs are met.

Damages/Loss; Theft

Your group will be responsible for restitution of all damaged or missing College property and furnishings. Conference Services staff will supply you with information about any damages on a timely basis.

Your participants must also assume responsibility for the security of their property. Please advise your participants to lock their doors in the residence halls. Special requests for secure storage of personal or conference property may be accommodated. Please let us know if you need secure storage for any of your equipment or conference materials.

Fire Code

Entrances, exits and fire lanes must not be blocked at any time. Your group must adhere to room capacities and set-up requirements. Lighting fireworks, burning candles or incense, or use of any open flame are not permitted within any campus buildings.

Outdoor burning requires advance planning and permission from the Fire District and the College's Environmental Health and Safety Office. Smoking is not allowed in any campus building. Please ask the Conference staff for detailed information and assistance.

Food Event Policy

For the health and safety of our guests, students, and staff, all food served on campus must meet applicable health standards and be prepared, stored, and transported using the appropriate means. Towards that end, with few exceptions, the college has an exclusive contract with Aramark to provide food for the Olympia campus events and fundraisers.

For more information and to view the full text of the food event policy, please click here.

Harassment

The Evergreen State College is committed to the prevention and elimination of all acts of harassment and/or discrimination toward any person. Respect for the rights of others is essential and required of all guests as well as our students, staff and faculty.

Insurance

The Evergreen State College requires conference groups to provide proof of sufficient liability and property damage insurance ($1,000,000.00 minimum coverage on each occurrence basis).

The policy must name The Evergreen State College as an additional insured party. In the event that the conference requests to serve alcohol the Certificate of Insurance must include a liquor liability. Certificate documentation must be supplied to Conference Services at least three weeks prior to the start of your conference.

Non-Discrimination

Evergreen maintains a policy of non-discrimination with regard to race, color, national origin, gender, age, martial status, sexual orientation/preference, religion, disability or veteran status.

Parental Release

Your organization should have documentation allowing minors who are not accompanied by a parent or guardian to participate in conference events at The Evergreen State College and to receive medical attention at local hospitals and clinics. Documentation should release the minor to your custody for medical treatment. Forms should have medical information, insurance policy numbers, dates of custodial responsibility and dated signatures.

Pets

Pets are not permitted on campus unless under control by leash at all times. Pets are not permitted in residence halls or other campus buildings. Sight-impaired guests are welcome to bring their guide dogs in all campus buildings and the residence halls.

Publications; Advertising

All program brochures, web sites, registration forms and advertising naming The Evergreen State College must be reviewed and approved prior to publication or broadcast. Please send us copies of all your program mailings to help our staff serve the needs of your program.

Quiet Hours

All resident guests are expected to be considerate of their neighbors at all times. To provide everyone with a comfortable and relaxing environment, we ask all groups to keep noise to a minimum from 10:00pm-7:00am while near the residence halls.

Space Scheduling Policy

The Evergreen State College is an educational institution provided and maintained by the people of the state of Washington. First priority in scheduling and use of campus buildings, properties and facilities shall be for activities related to Evergreen's broad educational mission. The use of college premises and facilities by an individual or groups for purposes other than in connection with Evergreen's regular educational, research, public service, or support programs will be permitted if:
1) The individual or group requesting the space is eligible to use it,
2) The space is available and has been reserved for the event or appearance with conference services, and
3) The individual or group pays appropriate rental fees.

For more information and to view the full text of the space scheduling policy.

Youth Group Supervision

We require adequate adult supervision for all youth groups in our residence halls: one adult for every 15 youth.

For a detailed description of all Evergreen policies, please refer to www.evergreen.edu/policies/