Information for Event Requestors
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Scheduling Policies and Procedures Background on Scheduling Events Management Software (EMS) was implemented at Colby in the spring of 2001 to make scheduling of space on campus easier and to standardize the scheduling process. Over the last year, a task force has met with the goal of creating an event registration system to monitor, track, and present events, to ensure:
The task force has integrated the following changes to Scheduling on Campus:
Scheduling Policies and Procedures Please read the following College policies and procedures regarding scheduling events and buildings. The link to book an event is on the left hand side of this document. Departments have web reserve permission for the building in which they are housed and can also request rooms in a limited number of other buildings. All other requests should be sent to Scheduling via the Simple Request Form, or email to events@colby.edu.
Scheduling an Event
NOTE: Events scheduled with less than two weeks advanced notice are not guaranteed to get reserved space or to be publicized. Some facilities such as Cotter Union and Roberts may be unavailable during College-wide events such as Commencement and Board of Trustee meetings. Please check with Scheduling (events@colby.edu) if you have questions.
NOTE: Work orders for services needed for events in the coming 10-day period are sent automatically each day to Physical Plant, Dining Services, Security, and Media Services from the EMS system. Event work orders entered into the system on Friday are received by the service departments the following Monday. Please note that all event work orders must go through the EMS system and should not be sent directly to the service departments.
Who May Schedule an Event Academic or administrative departments or funded clubs may host events on campus. Space is booked on a first-come/first-served basis by the department secretary or the designate for the building/department. Event/Building Priority Certain buildings have event priorities and must be booked through departments other than Scheduling, or require special procedures. Please see notes below. All other buildings may be requested through the EMS web request page, submitting the Simple Request form, or by emailing events@colby.edu. Monday through Friday during the school year, priority is given to regularly scheduled academic classes. NOTE: The Registrar’s Office downloads the academic schedule into the EMS system one or more weeks prior to the start of a new semester. Non-academic events may be scheduled beforehand, with the understanding that the location may need to change depending on the academic schedule. Cotter Union Student events have priority in Cotter Union on Friday and Saturday evenings; however, at certain times of the year, College events may take precedence. Please book events in Cotter through the Simple Request Form, through Campus Life (x4280) or through the Scheduling Office, at events@colby.edu. Dining Halls Foss Private Dining Room, Roberts 015, Fairchild Lounge, Camp and Bullock rooms in Dana are booked using the Simple Request Form by contacting Scheduling at events@colby.edu. The main dining rooms are booked by special permission from the dining hall manager and after completion of the Policy for Dining Hall Use form available from the Scheduling Office. Hume Center Contact Jonathan Milne (jdmilne, x4284), Campus Life for more information. Pugh Center The Pugh Center is governed by rules established by the Pugh Community Board (PCB) and those rules will be applied as your Simple Request Form is evaluated. Residence Hall Lounges Book event through: Simple Request Form, Campus Life (x4280) or Scheduling at events@colby.edu. Mary Low Coffeehouse Use of Mary Low Coffeehouse requires completion of the Policy for Mary Low Coffeehouse Use available from the Offices of Campus Life or Scheduling. Playing Fields and Outdoor Spaces Playing fields, the band shell, lawns, and other outdoor spaces are not booked through the web request system, but are available to be schedule by contacting the appropriate office by email or phone as follows: Museum of Art Non-Museum of Art events and events after 4 p.m. must have prior approval of the Museum Director, and require completion of the Museum of Art Event Request Form available from the Museum office or Scheduling. Music Practice Spaces Book event through: Department of Music, x5670. Runnals Non-department of theater and dance events. Seminar Spaces Book department events through: Department secretary. Lorimer Chapel Book event through: Simple Request Form or Scheduling at events@colby.edu. Lovejoy Faculty Lounge Rules governing the use of Lovejoy Faculty Lounge are established by the Lovejoy Faculty Lounge Committee. The lounge may be reserved for faculty or academic events after 5 p.m., and the existing set-up must be used. Schair-Swenson-Watson Alumni Center Non College Relations events require prior permission and completion of a request form. See the Schair-Swenson-Watson Alumni Center Event Request Form, available from the Office of Scheduling. General Information Weddings, receptions, rehearsal dinners and anniversary parties may be scheduled in the summer and at limited times during the academic year. (Please see Guidelines for Weddings and Receptions). Faculty/Staff Hosting groups at Colby: Please see Guidelines for Faculty/Staff Hosting Groups at Colby. Non-Colby and Special Group Event Requests for Space Contact Karen Farrar Ledger (krledger@colby.edu, x4735) for information. Requests for space from non-Colby Organizations: Group must be nonprofit, and events must be educational in nature—workshops, seminars, etc. Occasionally, a limited number of charitable fund raisers are allowed to book space on campus with prior approval. A designated Colby host must be in attendance. |