Please consult the event description on Bates Engage, or contact campuslife@bates.edu for information about whether guests are permitted at specific events. In general, you should assume guests are not permitted at events, unless advised otherwise. For events at which Bates students may bring guests, the following guidelines apply:

• Student attendees are permitted a maximum of one guest.
• Guests must be registered via the Guest Registration Form. This form is preferably filled out 48 hours prior to the start time of the event (e.g., for Saturday events, they must be registered by Thursday), but please refer to the “Important Information for Attendees” email that is sent out the week of the event for the events specific deadline.
• Guests must be 18 years of age or older.
  • Please note that some events at which alcohol is served have attendance restricted to individuals 21 years of age or older. Refer to the event listing on Bates Engage or email campuslife@bates.edu to clarify if underage guests are welcome at a 21+ event.
• A government-issued photo ID of the guest must be provided on the Guest Registration Form, and at the door of the event.
• If a guest violates Bates College policies while on campus, the Bates student hosting them will be held responsible, including potentially being referred to the Office of Community Standards.
• If alcohol is served at the event, guests will not be served, and are not permitted to drink alcohol while at the event.

BCSG-recognized clubs and Campus Life supported organizations may wish to invite clubs and organizations from other institutions to Bates to participate in an event or program. In such instances, the following guidelines apply:

• The Bates club/org must inform Campus Life of its intent to invite groups from other institutions no later than two weeks prior to the date of the event or program by emailing campuslife@bates.edu, or as a part of an event coordination meeting. This should include the names of the institutions and groups being invited.
• Campus Life reserves the right to approve or deny a club/org’s request to host groups from other institutions on campus, depending on the logistics, nature, and historical context of the event/program.
• If the club/org’s request is approved, invitations should be made via email, with campuslife@bates.edu CC’d, and should include the following:
  • Date, time, and location of the event/program
  • Location of parking
  • An advisement that parking on campus is limited, and a recommendation that individuals use shared transportation, such as a rental van or bus.
  • An advisement that all attendees are expected to abide by the Campus Life Event Policy, the Bates College Code of Student Conduct, and all other applicable policies.
  • For indoor events, specific directions on how to get to the event space once inside the building. These directions should take into account individuals with differing physical abilities (e.g., if an event is being held in a room above or below ground level, directions to an elevator should be included).
  • Campus Life can help with drafting this email; please ask for assistance, if needed.
• The Bates club/org will be responsible for invited groups, including behavior and ensuring group members abide by the Campus Life Event Policy, and the Bates College Code of Student Conduct.
• If alcohol is served at the event, individuals from invited groups will not be served, and are not permitted to drink alcohol while at the event.

Campus Life does not permit club/org events with anticipated attendance of more than 300 people to be open to the public. For events with 300 or less anticipated attendees, the following guidelines apply:

• The Bates club/org must inform Campus Life of its intent for the event to be open to the public no later than two weeks prior to the date of the event or program by emailing campuslife@bates.edu, or as a part of an event coordination meeting.
• Events at which alcohol is served are not permitted to be open to the public.
• The hosting club/org must ticket the event using Eventbrite to keep track of who is in attendance at the event. Campus Life staff can assist with creating the Eventbrite, and with scanning tickets at the door of the event.