Scheduling Space on Campus
Principles and Guidelines for scheduling space on campus for Bates students, employees and members of the wider community.
Space owned by Bates College may be used by and for students and employees of the College. Employees may schedule space so as to carry out their specific job duties and to schedule events related to their responsibilities at the College. Students may schedule space for both social and academic activities as deemed appropriate by the bodies governing student activities. Individual employees and departments are assigned oversight or stewardship of certain spaces and in some cases may be responsible for approving the scheduling of those spaces.
An event is defined as any time a space is reserved for one or more individuals for a particular purpose and encompasses everything from a brief meeting to a large occasion.
Requestor – The requestor is the individual who asks to schedule an event.
Scheduler – The scheduler is the individual(s) who approves or confirms the space and time for a requested event.
Sponsorship – Sponsorship is required for all events.
Who may sponsor an event?
Any Bates department, program, or organization with a Bates org number may sponsor an event as long as it is related to its official role at the College. All events need to be sponsored by a department; in some instances the Harward Center for Community Partnerships may act as the sponsor for an event.
What does it mean to sponsor an event?
The sponsor is to ensure compliance with all rules associated with use of the space. The sponsor will only sponsor events for organizations that are not-for-profit and are not fundraisers for the requesting organization. The sponsor is to represent good stewardship on behalf of the College.
How do you determine if your event is internal or external?
An internal event is one where 50% or more of the intended audience is from the Bates community (students, faculty, staff, alumni, prospective students and their families). This may include an outside entity such as a speaker or performer coming to campus, as long as the event is intended primarily for an internal audience. To reserve space for internal events, proceed to the following website at: www.events.bates.edu.
An external event is one where less than 50% of the intended audience is from the Bates community. This may include an internal entity, such as when a Bates employee makes a request on behalf of an outside group where the audience is primarily from outside the Bates community. This includes board meetings, workshops, and or meals of non-profit organizations. In these instances, requests need to go through the Events Office at 207-786-6400.
Not sure if your event would be considered internal or external? Just call Brenda for assistance at 207-786-6400.
All organizations/groups requesting space on the Bates campus will be charged the set fees. If a department is sponsoring an event they could pay the room usage fee and waive fee to the outside group.
Any outside organization wishing to use Bates College property must provide evidence of at least $1,000,000.00 in comprehensive general liability (CGL) insurance coverage and provide a certificate of insurance adding the College as an additional insured to the insurance policy prior to the scheduled event. The certificate must be in effect for the entire length of the group’s stay on campus. The original insurance document should be sent directly to the Events Office. In some cases, additional insurance will be recommended or required at the discretion of the Events Coordinator who is available to discuss these insurance requirements with you, if needed. Bates College is responsible for insuring internal events.
How do I schedule an event?
I. Determine whether your event is internal (more than 50% of the intended audience is from the Bates community) or external (less than 50% of the intended audience is from the Bates community).
II. If the event is determined to be internal, you should proceed to R25 scheduling on line at http://events.bates.edu.
III. If the is determined to be external, please click here and fill out a request form, or you may contact the Events Office for complete event management support.
An event request may be approved when:
- the group is not-for-profit
- there is a clear connection with the mission of the College
- there is a formal relationship or partnership between a Bates group and the non-profit community organization
- there is a clearly identified benefit for Bates College
- the event supports the cultural, intellectual, and economic growth of the Lewiston/Auburn community
- a professional affiliation with a department exists or it is specific to an academic discipline at Bates
- no other options for space or facilities are available in the area
An event request may be denied when:
- the event is designed as a fundraiser
- there are other options or more appropriate locations available in the community (the goal is not to compete with or undermine other community enterprises)
- the requesting group has misused Bates facilities in the past
- the request would strain resources or require extended responsibility for College personnel that would be difficult to meet
- the event is related to personal interest and does not have an appropriate Bates sponsor
Being a Bates community member as well as a member of an outside community group does not grant access to Bates facilities by that outside group.