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.

Important Campus Update!

Until further notice, campus visitors are not permitted in campus buildings. Additionally, except in rare circumstances, events on campus must be limited to students, faculty, and staff. More information on events is available here and the external vendor policy is available here. Commons is limited to students, except for language tables. Information about how faculty and staff can order catering or to-go meals for college sponsored meetings and events can be found here.

Events for Bates Community Only (Students, Faculty, and Staff):

Bates students, faculty and staff may elect to sponsor college approved events for the Bates Community  under the following conditions:

  • All guests must be members of the Bates Community (faculty, staff or student)
  • Whenever possible, events, no matter the size, should take place in outdoor spaces
    • Two tents will be available from August 20, 2021 through November 1, 2021 and can be reserved through EMS
  • Attendance records are required for all events and sponsors are encouraged to use EventBrite for this purpose
  • Attendees must follow the current college COVID policies
  • One sanitizing station per 50 people must be available in the event space as well as disposable face coverings
  • Events being held in external locations must have access control barriers
  • Dances will not be held until further notice

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: Only student groups will be allowed to reserve tabling space on campus. 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