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Event Services

Medallion above fireplace in blue lounge

Guidelines for planning on-campus or off-campus events, including meetings and one-time classes

All on-campus and off-campus D'Youville College related-events need to be registered through the Event Services Office. By registering your event, you'll ensure that your event is included on the college's online calendar and the space you want is unlocked and available for your use.

On Campus Events (Non–Classroom Space)

  1. First, check the DYC Online Events Calendar which lists all major college events and academic semester dates, to make sure there are no conflicts with your event.
  2. Next, reserve your event's date, time and location by completing a facility reservation form and e-mailing it to Debbie Owens at owensde@dyc.edu or send it via campus mail to CC 111. Because space on campus is very limited, reserve your space as early as you can and with a minimum requirement of two weeks lead time.
  3. The Event Services Coordinator will find a space for your request and send out a confirmation form to the following areas:
    • Group/Person requesting the space
    • Food Service
    • Facilities
    • Security
    • Housekeeping
  4. If you need refreshments for your event, you must contact Food Services to create an order at 829–7632.
  5. If audio/visual (AV) equipment is needed in any building other than the College Center, you must place an order with Information Services Help Desk at 829–8282. More information about AV rentals can be found on the Help Desk page. If your event is being held in the College Center, your AV needs will be taken care of by the College Center Management.
  6. All major events will be posted on the DYC Online Events Calendar at the time of confirmation.
  7. If your event is cancelled or rescheduled, please contact the Coordinator of Event Services so that the space may be released for use and where applicable the web calendar may be changed.

No contractual commitments should be made or invitations sent out until a space for the event is confirmed.

One-Time Class on campus

  • Reserve your event's date, time and location by completing a room reservation form and e-mailing it to Debbie Owens at owensde@dyc.edu or send it via campus mail to CC 111. Register your event as early as you can and with a minimum requirement of two weeks lead time.
  • If you need to reserve a semester-long classroom space, please contact Dan Lyman at lymand@dyc.edu.

Off-Campus Events

All D'Youville College related events that are held off-campus must be registered and approved through the Event Services Office.

  • First, check the DYC Online Events Calendar which lists all major college events and academic semester dates, to make sure there are no conflicts with your event.
  • Complete a reservation form and e-mail it to Debbie Owens at owensde@dyc.edu or send it via campus mail to CC 111. Register your event as early as you can and with a minimum requirement of two weeks lead time.
  • Once registration and approval are finalized the event sponsors may go ahead with any contractual agreements they may need to make. Do not commit to any contracts until approval is given.
  • Once your event is approved, it will be added to the D'Youville Online Events Calendar so that the college community will be aware of the event and will help avoid scheduling conflicts.
  • If the event is cancelled or rescheduled, please contact the Coordinator of Event Services so that the event may be removed from or changed on the online calendar.

Food Service

Personal Touch is the college’s food service company. As a part of their contract, when in operation, they have the right of first refusal when it comes to serving food and beverages on campus. Any group/person holding an event that requires food/beverage must use Personal Touch unless Personal Touch tells them they cannot meet their needs.

Summer Months

Food service will also be able to accommodate a limited amount of catering during the summer months.

  • For groups from 5 to 15, Monday-Thursday, catering will be done from the Spartan Café in Alt and can cover breakfast and lunch items.
  • In addition to beverages, breakfast items can include muffins, cinnamon rolls, breakfast breads and pastries.  Breakfast wraps or breakfast sandwiches on English muffins or rolls can also be made.
  • Lunch items can include salads, wraps, submarine sandwiches, and pizza trays.  A 24 hour notice is required for this catering service.
  • Orders for groups larger than 25 people must be placed one week ahead of time. 

Please contact Joelle Amico, Catering Manager @ lodestro@dyc.edu , or foodsvc@dyc.edu for all your catering needs.  You can also call 716-829-7697.

Alcohol

If alcohol will be served at an on or off campus event, an Alcohol Event Registration form must be completed. This form is filled out by the person/group organizing the event and signed by the licensed caterer (food service/off campus establishment) that will be serving the alcohol. In accordance with D’Youville College Alcohol policy, Students/Faculty/Staff cannot serve alcohol at an event.

Personal Touch is the only organization licensed to serve alcohol on the campus.  If you wish to serve alcohol at an already confirmed on campus event New York State requires the following steps to be followed:

  • Contact Personal Touch at least 6 weeks in advance as they must obtain a permit from NYS for each event. 
  • Provide the location, type of event, number of attendees and what type of alcohol you wish to serve (i.e. beer/wine, beer/wine/spirits).
  • Alcohol can only be served by Personal Touch.  The organization or person sponsoring the event will be charged for bartender services.