Classroom Scheduling Priorities
- 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
- 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
- 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:
Before the priority deadlines, CESO may request a facility for a specific
purpose, but would need approval on the system from OSRR.
- 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
- 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.
After the priority deadline dates, CESO will be able to enter directly into
the Resource 25 system.
Special Scheduling Priorities
- 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.
- The Provost is responsible for approving any such designation of a classroom
facility for exclusive or restricted use.
General Classroom Guidelines
Event Space Scheduling Priorities
- Due to the nature of classroom facilities, food may not be served in any
- 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.
- Use of classrooms equipped with technological equipment may be limited and
may require special staffing at the sponsor's expense when used for programs.
- Each classroom facility may have special guidelines governing its use.
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.
- 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.
- 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.
- 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
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
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.
Special Scheduling Priorities
- 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
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.
General Event Space Guidelines
- 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.
- 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.
- The Vice-President for Student Affairs is responsible for designating which
event facilities have exclusive or restricted uses.
- Due to the nature of some event facilities, there may be restrictions on the
service of food.
- 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.
- 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.
- Each event facility may have special guidelines governing its use.
- 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
- 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
- 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
- The guidelines that govern how these spaces may be used, and the priorities
for their use are each unique.
Demonstration Room Scheduling Priorities
- 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.
- 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.
- As a classroom, priority scheduling is for courses in accordance with course
- 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
- After courses are scheduled, the Demonstration Room becomes another Campus
Center event space, and event space scheduling guidelines apply.
- In the summer, due to the summer conference schedule, the Demonstration
Room is not scheduled for courses.
- CESO is the scheduling authority for the Demonstration Room
after March 1 and October 1 course scheduling deadlines.
Gyms and Fields
Priority for use of gyms and fields:
- First priority from 8:00 a.m. to 3:00 p.m., Monday through Friday is for
- First priority from 3:00 p.m. to closing, Monday through Friday, and on the
weekends, is for the Athletics Department, as follows:
Once all Athletics use of the facilities is scheduled, all other use is on a
first come, first serve basis.
- 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).
- Other recreational use
- First Priority for Summer Session 1 is for MAHPLS courses. Second priority
after these courses are scheduled is summer conference programs.
- 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.
- All other use after these activities are scheduled are on a first come, first
Priority Scheduling Deadlines
- Priority deadlines for scheduling credit courses in athletic facilities will
be the same as those for scheduling classrooms.
- 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
General Athletic Facilities Guidelines
- 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.
- Efforts must be made to ensure that some general recreation space is
maintained for general student use.
Campus Center Auditorium
- 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
- 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
- The Campus Center is the scheduling authority for the Auditorium.
Auditorium Scheduling Priorities
- First priority is for all-University events, such as Commencement or
- Theater Productions and their "two week" production/rehearsal period follow
this. During these time periods the Auditorium is reserved exclusively for the
- 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.
- 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
- Requests to reserve the Auditorium for events should be no less than six
weeks in advance of the anticipated event.
- Events to be held in the Auditorium generally must be confirmed one month
prior to the event.
General Auditorium Guidelines
- The Auditorium cannot be used for any course or event without appropriate
University staffing and supervision.
- 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
- For events, Auditorium staff must be scheduled to supervise use of the
facility, as well as to coordinate the necessary support services.
- 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
- 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.
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:
- 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
External organizations may only be considered if sponsored by a
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
- There is a $25 fee per table.
Additional Space Usage Guidelines
- All room setups must be coordinated through the Conference and Event Services
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
- 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.
- 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.
- 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