(When the College is NOT in session, please contact the Office of Auxiliary Services at 315-859-4372 for event planning assistance.)
STEP 1: Make sure there are no major conflicts with your event. Check your proposed date/time on the Events Calendar, see the All Events filter.
STEP 2: Reserve your space
1. Submit a request using the My Requests form. You can request a specific space by checking the space availability on the Locations view or you can make a request without a specific space.
2. If you have questions about reserving a space or scheduling an event, contact the appropriate scheduler for the space or email the calendar help. If you need help planning your event contact 315-859-4107 first.
3. Be sure to submit your request with enough time for processing. Most scheduling offices are NOT open in the evenings or on weekends.
4. To add a web site for an event, check the "Web Site" option (under Display Options) and enter the fully-qualified URL (e.g., http://www.hamilton.edu).
STEP 3: Wait for your confirmation that your space/event has been approved. Confirmations are sent by email to the requestor and will normally be received within one business day.
STEP 4: Make necessary arrangements with support service providers:
* To publicize an event on the Web site or in the media, contact the media relations office two weeks in advance.
STEP 5: If your event will draw more than 75 people, attend a Campus Activities Coordinating Committee (CACC) meetingat least 3 days prior to your event. CACC meetings are held every Tuesday at 3 p.m. in the Penney Room (second floor, Bristol Center). Representatives from Student Activities, Campus Safety, Bon Appetit Food Service, Physical Plant and Events Calendar will be there to confirm your arrangements and to ensure that all of your programming needs are met. CACC attendance is REQUIRED for all student events and is strongly recommended for other members of the Hamilton community.
Contact Numbers for Questions about Reserving Specific Rooms
Room/Dept. Contact
Phone#
Athletic Facilities & Fields Athletics
859-4754
Azel Backus House, Commons and McEwen Dining Halls, The Little Pub, Spencer House, Root Glen Conference and Auxiliary Services
859-4372
Beinecke Village (Tolles Pavillion, Display Area, Events Barn), Bundy Dining Hall, Bristol Center, Emerson Hall, Babbitt Outdoor Pavillion, Chapel, Eells House and Rogers Estate Student Activities
859-4194
Browsing Room - 201 (Christian Johnson Hall) East Asian Languages
859-4771
Café Opus in McEwen Music Department
859-4261
Classrooms and Auditoria, Burke 001 & 005, CJ 305 Registrar
859-4637
Graves Room (Library) Library
859-4475
Wellin Hall Performing Arts
859-4350
Trustee Room, Science Center Atrium and KJ Commons President's Office
