Space Reservations/EMS

EMS (Event Management System) has been upgraded and room capacities returned to pre-Covid counts. If you need assistance accessing the system, would like a refresher course, or have any questions, please contact Kelly Perreault at events@groups.bates.edu.

Information about Dining in Commons Meeting Rooms and Catering

Bates community groups who book space in meeting rooms in Commons (201, 221/222, 226, 225) may take advantage of the through the line catering option. This option allows meeting participants to make meal selections in Commons and return to their reserved space to eat.

Groups interested in the through the line option must book space in Commons through EMS and receive approval from Bobcat Catering at Bobcatcatering@groups.bates.edu.  Please be sure to include an account number and number of individuals attending when you reach out to Bobcat Catering. 

Information about how faculty and staff can order catering and to go meals for college sponsored meeting and events can be found here. If you have any questions please reach out to diningfood@groups.bates.edu

Students living off campus who are not on the board plan and would like information about accessing meals in Commons should contact Jenny Graves, Dining, Conferences and Campus Events Business Manager at 207-786-8281 or jgraves2@bates.edu.

Visitors at Indoor Events and Programs

Visitors, including family members of a student, may only enter campus buildings under the conditions outlined below.

Bates is a mask-optional campus. Members of our community may choose to wear a mask at any time for any reason, including and not limited to their own level of comfort, personal medical status, family medical status, or personal risk. We encourage you to be courteous and respectful with regard to the needs and choices of others about masking. Someone you interact with on campus may request that you wear a face mask when indoors with them, and we hope that you will honor this request.

College departments, employees, and students may host visitors in college buildings. In order to enter campus buildings, visitors must be fully vaccinated and boosted for COVID-19, or have a negative COVID-19 test result within the previous 48 hours. The college may ask for proof of COVID-19 vaccination and booster or negative COVID-19 test result during one’s time on campus. If visitors have concerns about their own health risk factors related to attending mask-optional college events, they should seek guidance from their primary care physician.

Attendance at student social events on campus remains limited to Bates students, faculty, and staff. Vendors, third-party contractors, and other services that have been hired by Bates College to provide essential services at these events are the only exceptions to this policy.

Guidelines for Using 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.

  • All requests for space must be made through the master scheduling system (EMS) which is managed by Dining, Conferences and Campus Events.
  • To ensure the space is available  for your event , place your request as early as possible. Requests for space with less than a 48 hour notice risks the possibility of not being approved.
  • All non-academic (non-classroom) designated spaces are approved for use on a first-come, first-served basis.
  • All academic (classroom) designated spaces have priority use for academic scheduling until seven days after the start of the semester.
  • Once this grace period has been reached these rooms may be reserved by anyone on a first-come, first-served basis.
  • Requests for semester/Short Term courses to be scheduled for the term in non-academic spaces must be vetted through the Registrar’s Office. If approved, the space requested will be scheduled on a first- come, first- served basis.
  • One-time requests to use non-academic space for an academic event do not require Registrar  approval, but must be reserved in EMS.
  • It is the responsibility of the individual/group reserving the space to ensure that the area is left as it is found. If there is damage, or if the facility is left in a condition that requires excessive cleaning, a facilities charge will be assessed.
  • Requests for technical support (audio /visual etc…) need to be made as far in advance as possible. Please reference the following sites for specific scheduling details:
  • In accordance with federal, state and local fire code, any event taking place in the following locations with an anticipated participation greater than 250, an Event Management Safety Checklist must be completed and forwarded to the Conferences and Campus Events Office, or other appropriately designated office, no less than 24 hours prior to the event. Additionally a trained Event Manager must be on site for every 250 attendees and the facility safety announcement must be read at the beginning of the event. Please contact events@groups.bates.edu for Event Management Safety Checklists and pre-event announcements.
    • Alumni Gym
    • Chapel
    • Chase High Ceiling
    • Gray Gym
    • Mays Center
    • Merrill Field House
    • Olin Concert Hall
    • Schaffer Theater
    • Underhill Arena
  • Requests for use of campus facilities for internal events (50 percent or more of those involved in the event are from Bates) can be made only by current faculty or staff, student organizations, academic/administrative departments, or by contacting the Conferences and Campus Events Office.
  • 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.
  • Tabling Requests: Tabling will be available inside Commons at dinner and on weekends. Tabling will be available outside Commons for all meal periods. Tabling spaces will be limited to:
    • 1 table by the Fireplace Lounge (available at dinner and on weekends)
    • 1 table In-front of Milts  (available at dinner and on weekends)
    • 2 tables outside Commons  (available during all meal periods )
  • Should there be multiple requests for the same space at the same time; priority will be given to any event having an academic mission. The Campus Scheduler will then work with the other requesters to find alternative space.
  • During the academic year, requests to use space by internal constituents take priority over external requests. Any event involving Minors (those under 18) must complete a Title 9 Compliance form the event will be approved. Please contact Gwen Lexow, Director of Title IX and Civil Rights Compliance at titleix@bates.edu.
  • If you require catering for your room/space/event that you are booking in EMS, you must choose “yes” for the catering question when reserving the room. Please note: although you clicked this button, this does not submit an actual catering order. Catering requests must be submitted through Bobcatcatering@groups.bates.edu
    • Requests for catering must be made five business days prior to the event. There is no guarantee that late requests can be accommodated and, if accommodated, will be charged a $150.00 late fee.
    • Catering requests which include beer/wine service must be submitted with no less than a ten working day notice. Late requests will not be approved.
    • Spaces booked for events that will include catering, cannot be booked using the EZ Form.
    • Check out the Catering Site for more information or questions. 

How to Request a Space

  • Determine if your event is internal or external.
  • 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 event 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.
  • 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