Space Scheduling Policy

Classrooms

Classroom Scheduling Priorities
  1. Priority for use of designated classrooms:
    • Credit courses (until course scheduling deadline passes)
    • Non-credit courses (until deadline passes)
    • Other uses, on a first come, first serve basis


  2. Priority deadlines for scheduling courses:
    • Fall Semester: 2nd Friday after classes begin
    • Summer Sessions: March 15
    • Spring Semester: 2nd Friday after classes begin

    *Note that these are estimated deadlines. Actual deadlines may vary slightly.
     
  3. If the University has entered into long-term contracts for grants and/or conference programs that require the commitment of specific classrooms or numbers of classrooms, priority for use of these rooms would go to the contracted event provided that the following guidelines are followed:

    • Commitment for a specific facility may not be contracted without the prior approval of OSRR (and the scheduling authority for that facility if it is not OSRR).
    • Commitment for a specific number of classroom facilities would not commit specific rooms and OSRR would be consulted about the University's ability to commit to the specific number of facilities.
    • OSRR and CESO will receive copies of all relevant commitments entered into by other departments as soon as they are finalized to allow for the greatest level of planning in course scheduling.
    • OSRR and CESO will be consulted about any contractual arrangement being negotiated less than 3 months from the priority scheduling deadline, even if the contract does not involve commitment to a specific facility. This will ensure that these departments are aware of contractual commitments and potential commitments during the early phases of course scheduling for a given term.

     
  4. Before the priority deadlines, CESO may request a facility for a specific purpose, but would need approval on the system from OSRR.
     
  5. After the priority deadline dates, CESO will be able to enter directly into the Resource 25 system.
     

Special Scheduling Priorities
  1. Some classroom facilities have been designated for exclusive or priority use by specific academic departments. Some examples include laboratories dedicated to specific sciences, RCC017E as a Music classroom, distance learning classrooms, and RCC026B as a theater classroom.

  2. The Provost is responsible for approving any such designation of a classroom facility for exclusive or restricted use.



General Classroom Guidelines

  1. Due to the nature of classroom facilities, food may not be served in any classroom.

  2. When classrooms are reserved for programs during regular academic terms, they must be used as "standard" to ensure that they are ready for the next scheduled class. Special setups, if approved by CESO, may require the assignment of an overtime-custodial detail at the sponsor's expense.

  3. Use of classrooms equipped with technological equipment may be limited and may require special staffing at the sponsor's expense when used for programs.

  4. Each classroom facility may have special guidelines governing its use.

 
Event Space
Event Space Scheduling Priorities

In an effort to streamline the events management process in a transparent and cohesive manner, a tiered system of events has was implemented in the fall of 2008. All events are categorized as Tier I, II or III. Factors such as relation to the mission of the University, frequency and regularity determine the function’s tier status. The three tiers represent the vast majority of events handled by the conference office.

  1. Tier I events are those defined by the University administration as fundamental to the core mission of the institution. Many of these events would be driven by the academic calendar and should also include scheduled campus shut-downs for capital expansion and renovation. Such events are generally known 12-15 months in advance and should be booked by August 31st of the preceding year.

  2. Tier II events reoccur annually and are consistently scheduled at predictable times of the year based on their purpose or audience. These events are either University-sponsored for the campus community or involve long-standing co-sponsorships or partnerships with external organizations. Such events would be booked from September 1st to October 31st of the preceding year.

  3. Tier III includes all events not classified as Tier I or II. Events in this category may not interfere with or divert space and resources from other scheduled University programs or activities. Generally they will be scheduled on a first-come/first-served basis.

    These events may be booked after November 1 of the preceding year. However, any request involving a facility in which classes are scheduled will not be confirmed until after the Registrar’s Office has finalized the semester’s class schedule.

In general, event space will not be used for courses. Exceptions can be made by CESO for special meetings of a course as appropriate (i.e., a final presentation when the assigned classroom is inappropriate or an intensive course meeting all day over a school vacation when one specific classroom is not available). This can be done for a single meeting of a single class at the time OSRR is scheduling the class if necessary (i.e., in March for summer and fall and in July for Spring).

The process for handling these requests is:

  • The course instructor, through his/her department chair and School Dean, would request an exception to use an event space from OSRR. OSRR would evaluate whether an appropriate classroom facility was available.
  • If not, OSRR would request the use of an appropriate event space from CESO.
  • If such event space were available, the faculty member would complete a reservation request form and submit it to CESO, who would be responsible for coordinating the necessary services to support the class use of the space (i.e., requesting media equipment).
  • If labor costs are involved (i.e., special custodial details, electricians, etc.), the faculty member's department would be responsible for these costs or for gaining approval from the Provost to have this cost covered in an alternative manner.

To ensure that all campus users have equal access to this type of space, most facilities designated as event spaces may only be reserved in advance for "one-time" events or for programs that meet no more than twice per month.
  • Requests to use an event space for more than two consecutive days for events to be held more than twice per month will require the approval of the Associate Vice-President for Student Affairs.
  • Generally, these types of requests would only be accommodated once the standard program deadline for the requested space has passed to allow other users equal access.
  • Requests for repeated use of an event space for a class (i.e., use of the Small Ballroom for piano class) will be granted on a week-by-week basis when all other possible use has been scheduled. Use will be granted provided that such use will not disrupt events or interfere with meeting the needs of events scheduled in the same or adjacent space (i.e., noise or preventing proper setup of the facility for an event).
  • During the academic school year, priority for event space will be for University sponsored programs and events. Consideration for course use will be given on a case by case basis.
  • Until March 1, priority for event space for summer month scheduling will be for summer conferences and programs generating revenue for the University. After March 1, event space may be requested for alternative uses when academic space is not available and/or not appropriate.


Special Scheduling Priorities
  1. Some event facilities are designated for priority use for specific types of events. Use for alternative types of events may be limited until after reasonable timelines have passed for the booking of priority events.

  2. Due to the level of support required in some event spaces (i.e., the Ballroom and/or Campus Center Auditorium), there might be a minimum expected attendance requirement for use of the space, unless no alternative facility is available.

  3. The Vice-President for Student Affairs is responsible for designating which event facilities have exclusive or restricted uses.


General Event Space Guidelines
  1. Due to the nature of some event facilities, there may be restrictions on the service of food.

  2. Special setup requirements for event spaces should be considered before reserving a facility to ensure that the required setup can be accommodated within the reserved space.

  3. Generally, there is greater setup flexibility within the Campus Center than within other campus buildings due to the available equipment and student building crew. Certain setups in other buildings may require the assignment of an overtime-custodial detail at the sponsor's expense.

  4. Each event facility may have special guidelines governing its use.



Meeting Space
  1. Meeting Space is a special kind of event space. Some campus facilities are designated for use for meetings, allowing for more frequent use by the same sponsors. In general they are equipped for meetings and can be used with virtually no turn around time for setups. This ensures maximization of their use during those times of the days when such space is at a premium. The following guidelines apply to this type of space:
    • Regular meetings of a campus organization may be scheduled on an annual basis.
    • Requests for scheduling meeting space will be accepted on a first come, first serve basis beginning on April 1 for the following academic year.
    • To ensure access to all campus users, each user may be limited to one meeting per week in designated meeting space, with the ability to request additional times once a semester has begun on a week to week basis.
    • When a yearlong request for a weekly meeting space is submitted, the space will not be held on holidays and during semester breaks unless specifically requested by the sponsor.
    • To maximize use of the meeting space available, CESO may assign meeting space based upon the size and nature of the organization rather than facility preference.
    • Due to the back-to-back scheduling of some meeting facilities, there may be restrictions on the service of food and specialized setups. For example, any meeting with food service requires that the facility be available for a minimum of two hours prior to the meeting start time and two hours after the meeting ending time.
 

Shared Spaces


  1. Most shared space is used as both a classroom and event space. In most cases, the first priority for use is for classes. The major difference between classroom and event spaces is that event spaces tend to have some unique characteristics that result in their use for programs with needs that are often complicated.

  2. The guidelines that govern how these spaces may be used, and the priorities for their use are each unique.


Demonstration Room

  1. The Demonstration Room adjoins the Ballroom, separated by a folding wall that is not soundproof. It seats approximately 180 in fixed seating, and has a wide-open floor space in the front that faculty find ideal for the small group work of some acting classes.

  2. Even with the dividing wall, sound from events in the Ballroom can be heard in the Demonstration Room, and vise versa. This is a problem that requires careful coordination to minimize the impact on classes and programs held in the Demonstration Room. CESO reviews the programs scheduled in the Ballroom and advises the academic department of potential conflict so instructors may seek alternative space if possible or appropriate.


Demonstration Room Scheduling Priorities
  1. As a classroom, priority scheduling is for courses in accordance with course scheduling deadlines.

  2. As a result of the scheduling difficulties for this room, its course usage is generally limited to:
    • Classes requiring a lecture hall of this size
    • Classes scheduled between 8:00am-5:00pm
    • Theater Department courses that require an open floor space
       
  3. After courses are scheduled, the Demonstration Room becomes another Campus Center event space, and event space scheduling guidelines apply.

  4. In the summer, due to the summer conference schedule, the Demonstration Room is not scheduled for courses.

  5. CESO is the scheduling authority for the Demonstration Room after March 1 and October 1 course scheduling deadlines.
 

Athletic Fields


Gyms and Fields

Priority for use of gyms and fields:

Academic Year:
  1. First priority from 8:00 a.m. to 3:00 p.m., Monday through Friday is for MAHPLS courses
    2. .
  2. First priority from 3:00 p.m. to closing, Monday through Friday, and on the weekends, is for the Athletics Department, as follows:

    • Intercollegiate Competition has first priority
    • Practice for Intercollegiate Competition has second priority. (3:00 p.m. to 8:00 p.m. will be held as an athletic practice block for distribution by the Athletics staff among various teams).
    • Intramurals
    • Other recreational use

  3. Once all Athletics use of the facilities is scheduled, all other use is on a first come, first serve basis.


Summer:

  1. First Priority for Summer Session 1 is for MAHPLS courses. Second priority after these courses are scheduled is summer conference programs.
  2. First priority for Summer Session 2 and until the end of the second week of August is revenue summer conferences generating revenue for the University, with residential programs taking precedence over non-residential programs.
  3. All other use after these activities are scheduled are on a first come, first serve basis.


Priority Scheduling Deadlines
  1. Priority deadlines for scheduling credit courses in athletic facilities will be the same as those for scheduling classrooms.
  2. During the academic year, the Athletics department will have priority use of athletic space over other non-course activities when the Athletics' events are scheduled four or more months in advance of the date in question and provided all courses have been scheduled. After that, use will be on a first come, first serve basis.


General Athletic Facilities Guidelines
  1. Due to the nature of athletic facilities, all requested uses of these spaces will be evaluated to ensure that these uses are consistent with and not detrimental to all other scheduled uses.
  2. Efforts must be made to ensure that some general recreation space is maintained for general student use.
 

Campus Center Auditorium


  1. The Campus Center Auditorium is a 1440 seat auditorium with full theatrical lighting and sound. It is managed by the Campus Center's Auditorium Technical Director (ATD), with assistance from a half-time professional and a student crew.
  2. Due to the nature of its use and the level of support from a very small staff required for any activity in the Auditorium, the guidelines for scheduling the Auditorium are complicated and require a great deal of coordination and compromise.
  3. The Campus Center is the scheduling authority for the Auditorium.

Auditorium Scheduling Priorities
  1. First priority is for all-University events, such as Commencement or Orientation.
  2. Theater Productions and their "two week" production/rehearsal period follow this. During these time periods the Auditorium is reserved exclusively for the production.
  3. Third priority is for theater labs/activities requiring the use of the Auditorium, its stage and shop. The Theater technical director or the faculty member who is producing the current production for which the work is being done generally coordinates these labs/activities. The ATD and his staff supervise much of this work.
  4. After this, the Auditorium is available for events appropriate for this type of space. Occasionally this requires the relocation/rescheduling of a theater lab/activity to accommodate these events. This generally does not cause a problem due to the deadlines involved in scheduling use of the Auditorium.


Auditorium Scheduling Timelines
  1. Requests to reserve the Auditorium for events should be no less than six weeks in advance of the anticipated event.
  2. Events to be held in the Auditorium generally must be confirmed one month prior to the event.


General Auditorium Guidelines
  1. The Auditorium cannot be used for any course or event without appropriate University staffing and supervision.
  2. For theater labs/activities, this means a faculty from a theater discipline, who has worked with the ATD to learn the basics of using this theater. Access to the theater shop and use of its equipment (including lighting and sound) requires authorization and possible supervision by the ATD or a member of his staff.
  3. For events, Auditorium staff must be scheduled to supervise use of the facility, as well as to coordinate the necessary support services.
  4. University use of the Auditorium during the academic year is very heavy. As a result, CESO rarely rents the Auditorium to external sponsors while classes are in session.
  5. Due to the level of support required to stage an event in the Auditorium, CESO carefully evaluates all University requests to ensure that the needs can be met and that there is not an alternative campus facility in which the event could take place.

Table Reservations


Various types of tables are available on campus by reservation-only. Tables are available in different locations and have individual restrictions as to how they may be used. They are as follows:

Information Distribution
  • Campus Center Lower Foyer
  • East Campus Commons (available only for the BSU community)

Vending/Sale of Goods
  • Campus Center Lower Foyer

There are also restrictions on who can use the tables and in what manner:

BSU Departments and Recognized Organizations

  • No fee for information or vendor table
  • Limit, 1 table space per organization per day (up to 2 tables in that space)

External (Non-BSU) Organizations
  • External organizations cannot solicit sales at vendor tables. Information distribution or recruitment for employment are only permitted if the following is satisfied:
    External organizations may only be considered if sponsored by a BSU department or recognized organization and it must be within the mission of that department to sponsor what the vendor intends to solicit. IE: Student Employment may sponsor a company wishing to recruit part-time employees.
  • There is a $50 fee per day and a 1 table per day limit.

BSU Departments/ Recognized Organizations Working with an External Organization
  • If BSU organization wishes to sponsor an external vendor as a fund raiser, the goods being sold must relate to the mission of the BSU organization, and the BSU organization must be physically at the vending table along with the external vendor.
  • There is a $25 fee per table.


Additional Space Usage Guidelines

  1. All room setups must be coordinated through the Conference and Event Services
    2. office. Once a room is set, the furniture can only be moved by the appropriate staff. At no time is furniture to be moved by program sponsors or program participants.
  2. There are spaces on campus where the furniture is in a fixed setup and therefore, cannot be altered to accommodate a program. In such cases, these spaces need to be used with the standard set up These spaces include, but are not limited to, the Bridgewater Dining Room (BDR), One Park Avenue, Hanover-Duxbury, Plymouth County, Hingham, ECC Executive Dining Room, Moakley 213 and 300.

  3. When Food Service is to be provided for an event, there is a minimum of 2 hours before and 2 hours after the actual event time that a room must be available in order to be reserved. This will allow time for Food Services to complete the food setup and food removal. Depending on the nature of the meal and/or setup, the amount of setup time required to reserve a room may significantly increase.

  4. All field lining needed on any athletic field must be provided by the Facilities department. Program sponsors are not permitted to line their own fields. A diagram and/or detailed description of how the field is to be lined must be submitted to Facilities at least 2 weeks before the program date. If programs of two different natures overlap on one field, two different colors of line paint will be used to distinguish the two layouts.

 

Back to Event Planning Guide

Last Modified: September 21, 2010