Determining Space Needs
What type of audience do you hope to draw? Younger or older, students, faculty or staff, families, Five College students, faculty or staff, the general public? How many do you expect to attend? What kind of atmosphere does your event call for? A poetry reading may need a relaxed, living-room-type space; a science audience may need a lab; a lecture with video presentation may need a good viewing screen. Media needs can sometimes dictate the type of space you will need.
You can get information about various campus event spaces from IT’s classroom help site; this site details the audio visual support available for each room on campus. View Johnson Chapel for larger event bookings. Book space as early as possible to assure that the event has a location. (The booking also informs other planners that the event is happening so that they can avoid booking their own events at conflicting dates and times.) You must submit the event to the Events Calendar separately; booking a space will not automatically put the event on the Events Calendar.
- Room selection — Include thoughts on size and occupancy (regulated by code), actual configuration (potential configurations can be viewed here , seat type or tables, light, atmosphere, handicapped-accessibility and the technical needs of the speaker. Many speakers require audio visual support that needs to be incorporated into planning. Are you looking for a warm, more intimate space or a formal, well-lit classroom? Do you need a space that allows some furniture rearrangement? Consider also whether the presentation will be audible (and therefore potentially disruptive) to others in the building.
- Location of room(s) on campus — Consider parking availability, nearness to other buildings, walking routes, lavatory facilities, building accessibility and the potential for noise during the event.
- Address of room — Picture the address of the room on a poster. Does it have the right cachet? A poetry reading in a lab might advertise differently than a poetry reading in a lounge.
See a chart of room capacities. Consider adjacent rooms or buildings if necessary. For example, in booking Cole Assembly Room, one might want to book Converse Lobby as well. When booking a luncheon site, consider booking adjacent rooms for meal preparation.
Once you have determined your optimum selections, call or e-mail room reservations and book the room. Determine the correct office to call. Rooms can be tentatively booked and later released or confirmed. Please consider others on campus when you make a tentative booking and release or confirm as soon as possible, as meeting space is in high demand. Rooms are assigned on a first-come, first-served basis, so the timing of your call or e-mail will determine your place in the queue if there are multiple requests for the same room.