Space Reservations/EMS

All spaces at Bates College belong to the college, which will allocate and assign space to best support and further the academic mission of the institution. Although some venues are designed to support a specific college purpose, that designation does not imply control or ownership of that space. Use of those spaces with special designation may require additional approval. If you have questions of need assistance please contact the Conferences and Campus Events Office at dcceinquiries@groups.bates.edu.

All requests for space must be made through the master scheduling system (EMS) at https://events.bates.edu which is managed by Dining, Conferences and Campus Events. An event is not considered approved until the requestor receives an official approval from the EMS system. 

How to Request a Space

  • Determine if your event is internal or external.
    • Internal Event: more than 50% of the intended audience is from the Bates community
    • External Event: less than 50% of the intended audience is from the Bates community
  • Event & Space Management Guidelines
  • Updated 9/21/26
  • 1. General Space Reservations
  • Booking System: All space requests must be submitted through EMS – Event Management System- and must be sponsored by a Bates College recognized department or student organization.
  • Internal vs. External Events
  • Internal Events (≥50% Bates participants): space may only be reserved by current faculty, staff, academic/administrative departments, or recognized student organizations. Student organization requests require Campus Life approval before final DCCE confirmation and a sponsor representative must be present.
  • External Events (<50% Bates participants): Must be sponsored by an internal department or student organization and arranged through DCCE. Proof of insurance and facility fees apply, and a sponsor representative must be present.
  • Advance Notice:
    • Requests ( long Form): Must be submitted at least 5 working days in advance. Requests submitted with less notice may be denied, particularly if they involve extra services like catering, room set-ups, or special equipment.
    • Ez Request Form Requests: Require no advance notice. These requests must be standard and cannot include changes to room reconfigurations, special set-up set-up changes, or special accommodations.
  • Non-Academic Spaces: Available on a first-come, first-served basis.
  • Academic Spaces (Classrooms/Labs): Reserved exclusively for academic scheduling until 7 days after the semester starts. After this grace period, classrooms become available to anyone on a first-come, first-served basis.
  • Course Scheduling in Non-Academic Space: Semester/Short Term courses require Registrar vetting before being booked in non-academic spaces. One-time academic events in non-academic spaces do not require Registrar approval, but must still be reserved via EMS.
  • Care of Facilities: Requesters are responsible for leaving spaces in their original condition. Damage or excessive mess will result in facilities charges. 
  • Attendee Responsibility: The booking department or organization is responsible for ensuring all attendees adhere to Bates College policies and procedures. 
  • Access:  A representative from the booking department or internal organization must be present on-site during the event to manage access control, monitor attendee entry, and ensure smooth on-site coordination.
  •  Approval Priorities: Academic missions take precedence during scheduling conflicts. Internal events take priority over external requests during the academic year.
  • Minors on Campus: Any event involving minors (<18 years old) require a completed Title IX Compliance form prior to approval. Contact titleix@bates.edu.
  • 3. Safety & Large Event Protocols For events expecting over 250 attendees i
  • Contact EH&S Line… to schedule a site walkthrough 24 to 36 hours prior to the start of your event to complete Event Management Safety Checklist 
  • Provide one trained Event Manager for every 250 attendees.
  • Read the Facility Safety Announcement at the start of the event.
  • 4. Catering, Technical Support & Tabling
  • Tech Support: Request A/V support as far in advance as possible per the Event Support Policy and Video Recording Policy.
  • Tabling: Limited to staff, faculty, departments, and student organizations for up to three consecutive days.
  • Catering Deadlines: Submit via dccebobcatcatering@groups.bates.edu. This is separate from the EMS reservation