Scheduling Guidelines
Events must be reserved through the Online Event Request system 24 hours in advance. If you are requesting space less than 24 hours in advance you must contact the scheduling office (x5599).
Priority will be given to academic classes. Please note requests cannot be confirmed until class schedules, athletics, summer programs, and major events have been scheduled.
It is suggested that no more than one major evening event should be scheduled on a given date.
- Major events include the annual named lectures listed below and other lectures or performances planned for Ladd Hall, JKB, Gannett, Davis, Emerson, or Filene Recital Hall (together these venues are referred to as major venues) which are expected to draw a full house and/or require significant resources for catering or other services.
- Any person scheduling a major evening event should indicate at the time of scheduling that the event should be considered major by notifying the College Calendar Coordinator.
- Once a major evening event is scheduled, all other major venues on campus will be put on hold for evening events on that date. Approval to release the hold can only be granted by the Dean of Special Programs in consultation with the Arts Planning Group.
- The following dates should be avoided for major events if possible:
- Last week of the semester
- Major Religious Holidays (Good Friday, Easter, Yom Kippur, Rosh Hashana)
- Study Days
- Theater, dance, sports, music, art may schedule programs during major events at their discretion however it is expected that every effort will be made to avoid scheduling events against All-College Convocations, Annual Named Lecture Series, student themed weekends or major events.
When choosing the time of your event...
During the day classes generally run from 8:40am-5:20pm. The last class ends at 9:30pm. The prime time for scheduling events occurs between 7pm-10pm so consider an early evening time, 6pm-8pm, to avoid conflicts with space and/or resources for an event.
