13 Machine

13 Machine can be used for the following purposes:

• Events and promotional activities without food and/or drinks.
• Serving pre-prepared food and/or drinks free of charge.
• Serving food and/or drinks free of charge by catering staff *

Examples of appropriate usage:

• Study break hosted by the Residential Commons, in which residential fellows and CLs hand out cider to students.
• Hot beverage giveaway to alumni and students during Homecoming, sponsored by the Office of Entrepreneurship and Innovation.
• Student organization hands out free pre-packed cookies and stickers during a fall wellness break.
• Campus office hires caterer to serve food out of 13 Machine during an outdoor event.
• University Events hands out scarves to staff during fall all-staff meeting.
• Student organization hosts a D.J. in 13 Machine during Springfest.

* Please refer to section 1 of the University’s Food Truck and External Food Provider Policy for catering requirements.

Certified student ventures can use the 13 Machine to sell and/or prepare food and/or drinks. Adherence is required to the University’s Food Truck and External Food Provider Policy. Certified student ventures intending to use 13 Machine to sell and/or prepare food and/on drinks are required to obtain a Temporary Food Service Permit from Madison County Public Health. All paperwork and forms must be completed and submitted to Madison County Public Health at least 21 days before the event.

• Coop
• Curtis and Drake Circle
• Athletics
• Parker Commons
• Merrill House
• Whitnall Field (currently unavailable)

Requests for use at locations other than those listed above are considered on a case-by-case basis; please note your desired alternate location when submitting the 13 Machine booking form, or reach out to auxiliaryservices@colgate.edu to discuss in advance.

To submit a booking request for 13 Machine:

1. View availability of 13 Machine (listed under “Outdoor Common Spaces”)
2. Submit booking request form

Reservation requests must be submitted at least seven (7) days prior to intended use. The 13 Machine is winterized from Nov. 1 to April 1. Requests for use of the 13 Machine may be considered within that shut-down period, solely at the discretion of the 13 Machine committee. Blackout dates for reservations include Commencement Weekend, Reunion Weekend, and Homecoming Weekend. 

Priorities for reservations:

1. President’s Office, Dean’s Office and Administrative Services Office have priority
2. Program/general use (first come, first served)

• Users are responsible for picking up and dropping off keys at Auxiliary Services (107 James C. Colgate Hall) during normal working hours, which are typically Monday through Friday between 8 a.m. and 12 p.m. or 1 and 4 p.m.
• Users must submit a work order for garbage/recycling service at least 72 hours before the event. Students should connect with their staff/faculty advisor for support placing a work order.
• Users must complete a walkthrough of the vehicle before use and complete an opening checklist. If these checklists are not completed, your group will be required to have a staff/faculty member present during any future use and also risks being barred from future use of 13 Machine.
• A manual and instructions are provided inside the vehicle for using the various features and equipment.
• Users must clean up and complete a closing checklist at the end of the reservation.
• Please note:
  • Users are not permitted to drive/move the vehicle.
  • User groups needing the generator will be charged for diesel usage (approximately 2–3 gallons per hour) to the budget code provided.
  • User groups will incur fees for anything that is broken or requires excessive cleaning after use, as well be restricted from future use of 13 Machine.

Please refer to the 13 Machine User and Instruction Guide for full guidelines.

• Rental fee: $75 per day per rental. These charges cover up to three hours of usage, the relocation of the vehicle and diesel to operate the vehicle, in addition to regular maintenance. For events laster longer than three hours, additional charges may apply.
• Additional work orders (per your request or to repair damage caused during the rental) will be extra.

The following signage opportunities are provided:

• Chalkboard service window and markers
• A-style chalkboard sandwich board and markers
• Hanging sign mounting location*

* Users are responsible for bringing their own signage and Velcro. Signage must be 24”x24” or less; foam core or other rigid paper is recommended. Signage must be affixed to existing Velcro strips on the passenger side door; affixing additional Velcro to the vehicle is strictly prohibited.

All additional signage is prohibited from being affixed to the 13 Machine. This includes, but is not limited to tape, bumper stickers, and magnetic signs as they can damage the vinyl wrap. 
 

• User and Instruction Guide
• EMS listing with availability (listed under “Outdoor Common Spaces”)
• Interior and exterior photos
• Booking request form
• Opening checklist
• Closing checklist
• Food Truck and External Provider Policy