Campus Scheduling

The Events Office schedules most of the facilities on campus.  To request the use of a campus space, please e-mail the Campus Scheduler (Roberta Davis) with the following information:

Title of Event (including speaker's name if applicable):
Event Date(s):
Event Start Time:
Event End Time:
Reservation Start Time (to allow for room setup):
Location (please provide 2-3 choices if possible):
Contact Name:
Contact Phone:
Contact E-mail:
Event Type (concert, meeting, class, etc.):
Project Code Number and Name of Sponsoring Org/Dept:
Number of Expected Attendees:
Facilities Setup Needs (tables, chairs, podium, etc):
Should the event be listed on the College's online calendar (yes/no):
If yes, please provide a 2-3 sentence description for the calendar:

Once your event is reserved, you will receive a confirmation sheet by e-mail with the details on the reservation.  Please keep this sheet as it has information which makes it much easier to reference your event if you need to make any adjustments.

Audio-Visual Services

If you need any type of audio-visual services for your event, please contact Equipment Services directly after receiving your confirmation.

Dining Services

If you need any type of catering for your event, please contact Dining Services directly at 725-3181 after receiving your confirmation.

Non-Bowdoin Space Requests

If you would like to request the use of campus facilities for a non-Bowdoin group, please contact our office directly at 207-725-3433 or by e-mail.  Our staff can provide you with details on availability, rates, and services provided.  Due to the primary use of facilities on campus by Bowdoin's students, faculty and staff, many rooms are not available while classes are in session.  In general, we do not schedule many, if any, external events during the months of September, October, late-April and May each year because of the many academic events which occur at these times.

Virtual EMS

Bowdoin utilizes a product called EMS or campus scheduling. This product also has a web-based companion system known as Virtual EMS which you can use to check the availability of a room before submitting your reqeust. From a web browser login to the Virtual EMS interface. If you see that a space is available, you can use the process above to reserve the space.  Unfortunately, at this time, you will need a separate login to Virtual EMS.  We hope to streamline that process in the future.  In the interim, please contact the Campus Scheduler for a Virtual EMS login.

A guide to EMS and Virtual EMS is provided here [pdf].

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