Scheduling Space on Campus

Principles and Guidelines for Scheduling Space on Campus

  • Please refer to the “Guidelines for Using EMS” which are listed in the Space Reservations/EMS section of this website for complete principles and guidelines.

How Do I Schedule an Event?

  • Determine if 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).
  • If the event is determined to be internal, you will need to reserve a venue through the EMS System at  http://events.bates.edu. Requests for use of campus facilities for internal events can only be made by current faculty or staff, student organizations, academic/administrative departments, or by contacting the Conferences and Campus Events Office.
  • If the is determined to be external, please contact the Conferences and Campus Events Office at 207-786-6299 for complete event management support. Requests for use of campus facilities for external events (less than 50 percent of those involved are from Bates) must either be “sponsored” by an academic/administrative department or student organization and must be arranged through the Conferences and Campus Events Office. In this case, proof of insurance will be required and a facilities fee will be applied.

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.