Planning and Reservations

Planning Your Meeting, Event or Conference

Conference and Event Services supports Bridgewater State College meetings, programs, events, and conferences year-round. We're also responsible for recruiting, planning, supporting, and coordinating the college's summer conference program.

Our Staff --

  • Manages the Reservations Office, identifies and reserves program sites, and makes and confirms program arrangements with sponsoring departments.

  • Distributes a Campus Events calendar to the college community.

  • Responds to external organizations' requests to schedule programs and events on campus, and recruits summer conference business to maximize use of campus facilities from June through August.

  • On request from program sponsors, we provide additional services, including ordering food and beverage service, media equipment, issuing parking passes, making and posting signs, creating nametags, and providing registration services.

  • Coordinates summer conference housing with Residence Life and Housing, and summer conference food service with Sodexho.

To accommodate special requests and insure a quality event, Conference Office staff meet with program sponsors regarding event planning, sponsor expectations, room set-ups, food service, registration needs, custodial care, police presence, technical and audio-visual support, and fees.

When an event is sponsored by a recognized student organization, the Conference/Event Coordinator will contact the organization's assigned advisor in the Office of Student Involvement and Leadership.


Here are some of the programs we help to produce and direct:

Fall Semester
    Campus Center Open House, Fall Convocation, Homecoming and Family Weekend

Spring Semester
    Winter Commencement, National History Day, Career Service Job Fair, Chairmen's Dinner

Summer Conferences and Events

Volleyball Clinic, Kalia Karr Dance Recital, Rotary Club, L E A D, Scott, Foresman, Inc, Town Swimming Program, Orff Program, Arts for Youth, Town of Bridgewater 4th of July Celebration, Upward Bound, Project Contemporary Competitiveness (PCC), BSC Basketball Camp, BSC Volleyball Camp, BSC Football Camp, BSC Wrestling Camp, WGBH Summer Institute

Room Reservation Information

Conference and Event Services is responsible for maintaining the College reservation system for all activities and programs, except academic classes and credit-bearing courses which are scheduled through the Registrar's Office. Our Reservations Office maintains a computerized reservations system and distributes event confirmations to program sponsors and service providers, as well as weekly events calendars to the campus community.

Activities which are not officially reserved through the reservations office will not appear on this events calendar, and consequently, information regarding these activities may not reach all the parties responsible for providing services for these activities.

Facility reservations are made by completing a Reservation Request Form and submitting it to the Reservations Office. This Form should provide all program details so that the appropriate space can be assigned if your first request is not available. No event should be advertised until the program sponsor has received confirmation that the space has been officially reserved for the event. For programs and events sponsored by a BSC department or organization, you may use our ONLINE EVENT RESERVATION REQUEST.

If you are an off-campus or external sponsor, and would like to contact our office about using our facilities or need more information, please complete the EVENT INQUIRY FORM.

  • Scheduling Priorities
After the all-college activities have been scheduled, all other reservations shall be on a first-come, first-served basis.

  • Fees
Recognized student clubs and organizations, academic and administrative departments, and alumni organizations are not charged a user fee when using Bridgewater State College facilities. Sponsors may, however, be charged for actual expenses incurred in supporting their event, such as labor and materials. The sponsor will be apprised of any such charges prior to confirmation of the facility. Confirmation will be dependent upon the sponsor's agreement to pay all associated expenses. These charges can include custodial overtime details, police details, piano tuning, bar setup charges, special managers, as well as expenses related to Campus Life and Conferences Office sponsorship.

  • Sponsorships
Organizations sponsoring programs shall assume responsibility for conducting their event in accordance with all College policies. Organizations must make sure, in as far as it is possible, that their guests behave in an acceptable manner. Organizations are responsible for leaving all facilities they use in a neat and orderly condition. Failure to do so may result in a service charge to the organization for cleaning or re-setting the facility.

When a social function is open to the public, involves more than 150 people, or the nature of the activity so indicates the need, a police officer may be assigned to the event. The Chief of Police shall be responsible for determining the appropriate assignment of officer for all events. The sponsoring organization shall be responsible for all charges.

  • Academic Scheduling
Professors and/or academic departments wishing to reserve space for class or course related purposes should contact the Office of Registrar's Office, even if the requested facility is not typically seen as a classroom. The Office of Student Records will contact the necessary departments to reserve space which is not directly within their control. This includes special class sessions, CAGS seminars, exams, and other academic purposes.

Last Modified: August 12, 2009