Frequently Asked Questions

 

How do I reserve a space?
On the Conference and Events Services Office homepage, click on the Event Reservation Request button, this will take you to the necessary form:  http://www.bridgew.edu/Conferences/eventresv.cfm.

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Why do I need to fill out an Event Reservation Request Form?
CESO handles over 17,000 requests every year. For the benefit and success of all University Events, coordinated scheduling is important. Coordinated scheduling insures that all parties involved with an event will receive correct information.

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I'm only having a department meeting, and we don't need food or other resources. Do I still need to fill out an Event Reservation Request Form?
Yes, the Campus Event Calendar should include all meetings, events, and conferences scheduled within BSU. This helps prevent double-bookings and space conflicts.

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I need to send out flyers and mailings for my event. When can I do this?
No planning, arrangements, mailings or logistics should be arranged until the event has been confirmed through the scheduling process. This will ensure that the space has been reserved, all pertinent parties have been notified of the event specifics, and that no conflicts exist with other events. It's extremely risky to mail out dates and locations before they have been confirmed. Only after details have been confirmed by your Event Coordinator, should information be passed on to guests.

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I'm having food at my event, but I don't know how many people will be attending. When do I need to provide this number?
We will ask you for an estimate when you book the event in order to book an adequate space. If catering is requested, an approximate number is due one week in advance with a final guarantee due 2 business days before the event.

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When should I start planning my event?
Events must be confirmed at least 7 days in advance. However, we strongly encourage you to start planning well in advance! Smaller scale events should be planned at least 2-3 weeks in advance and larger events should be planned 6-8 weeks in advance. The earlier you plan, the less stress you will experience and the more successful your event will be!

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Would I need to indicate "Yes" to the food line on the request form if I am ordering food myself and not having CESO order it?
Because there are many "behind the scenes" needs such as set-up time for resources and delivery time for the food, it is important we know about your intent to order food at the time you make your reservations. Indicating on the request form ensures the time is held for setup/takedown to assure the success of your meeting/event as well as those that may precede or follow in that space.

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What does maximum capacity mean when referring to a room set-up?
Maximum capacity means that a room is set in a certain formation to maximize attendance however, it does NOT include any additional needs such as food tables, IT equipment, etc. Adding additional resources lowers the capacity for a room as each resources equals less space for attendees.

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What does standard set-up mean?
Every room has a standard way in which it is set-up. Most of our function rooms have a standard set-up; however, a planner may be able to make arrangements to have a different set-up if it is communicated with the CESO Coordinator in a timely fashion, and the policies for the room allow for it. For example, the Library Heritage Room has a standard set-up of lecture-style for 80 people; however, you may also use the room for a dinner in which you would like banquet style for 40.

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If I am having a meeting in my department office, but will need additional resources such as parking, food service or IT, do I need to fill out an Event Reservation Request Form?
Yes you do! Your CESO Coordinator is here to make the arrangements necessary for your event to be a success. CESO works very closely with the service providers here on campus, and it is pertinent that event/meeting information is flowing through the same channel!

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I received my space reservation back, but now I need to make changes, who do I contact?
Once you have received a space reservation/confirmation back from reservations, any changes that need to be made must go through your Conference and Event Coordinator. You may reference the CESO website to determine who your CESO coordinator is.

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Do I need to fill out a form if I just want to reserve a table, window space or bulletin board space?
Yes, these places are limited and can be reserved like any other space on campus.

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How do I know who my assigned Coordinator is?
Please visit our homepage: http://www.bridgew.edu/Conferences/, and click on "Find Your Coordinator" on the left side of the page for a listing of Departments/Groups and Coordinators.

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I've received a tentative confirmation. Does this mean that all of my requests have been granted?
While a tentative confirmation confirms the date, time & space you requested, you must work with your CESO Coordinator to review your event's details and discuss your requested resources/setups. All resources are confirmed through your coordinator. Note that changing dates/times or resources can impact your program, so please be sure to work closely with your coordinator to ensure changes can be made to your reservation.

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I have a contract/rider with an outside vendor for my event. Do I need to notify CESO?
Absolutely, yes! In fact, you should always contact CESO before entering into an agreement or placing an order with a vendor. CESO must verify that the logistics are feasible and that the University can provide what the document/s stipulate. This is to ensure your event will run smoothly and that you can fulfill your contract/rider.

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What should I do if I would like alcohol at my event?

  1. Review University policies concerning alcohol and in the CESO Plan-It Guide.

  2. Mention your desire for an event featuring alcohol on your CESO reservation request.

  3. It is then your responsibility as a sponsor to fill out and submit an Alcohol Request Form to the Director of Administrative Support Services (Office of Administration & Finance, Boyden Hall, Room 100) for approval. 

  4. If/when your request is approved by Administrative Support Services, you can then work with your coordinator to order and arrange for alcohol at your event.

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What is your Reset Fee Policy?  If I request a different setup in certain rooms, will I be charged?

Reset Fees are only applied if you are granted use of a room with the condition that your group will take the room "as is" for setups. Some rooms are only available with one setup, as the furniture is permanent. Sometimes "as is" setups are necessary in order to maximize the number of granted requests for a particular space. This means that if the room is re-arranged by your group, there will be a Reset Fee, as the group who used the space after you will not receive what they were promised.

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Last Modified: July 30, 2010