Campus Scheduling Guidelines

General Scheduling for Staff and Faculty

Campus spaces can be booked in accordance with the timeline below, except where otherwise noted in this policy (exceptions include classroom spaces during class time, and institutional events): 

• Fall Semester reservations: accepted starting the day the College opens following the preceding winter break (i.e., Fall 2024 reservations accepted starting  after Winter Break 2023-24) 
• Spring Semester reservations: accepted starting two weeks before the start of classes of the preceding fall semester (i.e. Spring 2024 reservations accepted  starting two weeks prior to the start of the Fall 2023 semester)
• Summer reservations: accepted at the start of the spring semester (i.e. Summer  2024 reservations accepted at the start of the Spring 2024 semester) 
  
  

Campus space and resources are generally allocated on a first-come, first-served basis.  

All room reservations must be sponsored by a College department or office, a registered student group, or a registered faculty or staff group. 

Availability of space does not guarantee that a scheduling request will be approved. Requests may be denied due to resource constraints (including Setups, Dining, Event Tech Services, Facilities, Security, etc.).  

Event organizers are responsible for ensuring their events do not conflict with institutional events. The Campus Scheduler and the official Academic Calendar should be consulted before confirming an event. 

Some campus locations require clearance by the departments in their building, or a particular position. The Events Office maintains a list of Clearance Spaces with contacts. 

Student Group Scheduling

Established student groups must reserve space in accordance with policies established by the Office of Student Activities, which may differ from these policies. 

Classes and Classrooms 

Classes have priority in all classroom spaces. Conflicting non-class reservations may be moved to accommodate scheduled classes. 

Classroom reservations falling during class time are not accepted until the classroom schedule is finalized by the Registrar’s Office. This usually happens about a week before classes begin.  

During times when classes are not in session, including spring break, weekends, and summer, reservations for classrooms will be accepted in accordance with guidelines for other College spaces. 

Most classrooms are fully open to reservations by any College department, student group, or faculty/staff group. Certain classrooms are not reservable, or require clearance from a certain party; if a request is made for one of these spaces, the Campus Scheduler will inform the requester and advise on next steps. 

Classroom reservations must use the existing furniture in the room; requests to remove or add furniture to classroom spaces will be denied. Any moving of classroom furniture must be done by event organizers, and classroom spaces must be reset following the event. 

Institutional Events 

For the purposes of these guidelines, institutional events are defined as events that are listed on the official College Academic Calendar. 

Institutional events have priority for booking campus event spaces and may be reserved before the regular booking window. It is the event organizer’s responsibility to confirm their reservations with the Campus Scheduler. 

During institutional events, other reservations may be limited or denied due to resource demands on the Setup Crew, Dining, Event Tech Services, and other event-related resources, even if space appears available. We strongly encourage event organizers to check the Academic Calendar and schedule around institutional events wherever possible. 

Private Dining Rooms 

Thorne Dining Hall has three private dining rooms: Hutchinson (capacity 35), Mitchell North (capacity 12), and Pinette (capacity 35). During Thorne’s open hours, these rooms are reservable for through-the-line meals.  

On weekdays during the semester, lunch and dinner are divided into two timeslots to allow for maximum usage: 

Lunch: 11:30 - 12:45 and 1:00 - 2:00 

Dinner: 5:00 - 6:15 and 6:30 – 8:00 

To request a sign-in sheet for a through-the-line meal, please contact Stephanie LeMieux or Linda Dyer in Dining Administration.

Moulton Union does not currently have any reservable private dining rooms. 

Questions?

Please contact scheduling@bowdoin.edu with any questions about the above guidelines.