Event Planning Resources

Party & Event Supply Library

A library of event-related items that can be used for events like department parties, workshops, meetings, birthdays, celebrations, dinners, etc. 

Event Safety Tips

Bowdoin-specific event-related safety information.

Accessible Events Guide

Ideas and guidelines for ensuring your event is as accessible as possible.

Event Planning

Do you want your event to appear in CampusGroups and/or on the Bowdoin Events Calendar?

IF YES: Create the event in CampusGroups (see tutorial). If you would like your event to appear on the public-facing Bowdoin Events Calendar, tag it as "Open to the Public" in CampusGroups, and it will automatically be imported.

IF NO: Book your space using the Scheduling Request Form. You will receive a confirmation from the Campus Scheduler when the booking is complete!

Does your event require...

Furniture Setups and/or Facilities?

For all facilities needs, including furniture setups, Electrical, Grounds, and Custodial, please provide the details in the CampusGroups form when creating your event. The Events Office will ensure the request is communicated to the correct shop(s).

For changes/cancellations to your setup or Facilities request, please email: scheduling@bowdoin.edu

For more information about Bowdoin Facilities please see their website.

Access/Building Unlocks?

If you need your event space unlocked so members of the public can attend, check “Yes” on the CampusGroups form. This will inform OneCard of your request, and the space will be set to unlock one hour before the event start time, and re-lock half an hour after the event end time.

For changes/cancellations to your access request, please email: onecard@bowdoin.edu

For more info about OneCard please see their website.

Event Tech Services (ETS)?

For all event-related A/V needs, please fill out the ETS Request Form. Please note that checking “Yes” to ETS on the CampusGroups form does not inform ETS of your event; you must fill out their form in TDX.

For changes/cancellations to your ETS request, please email: eventtechservices@bowdoin.edu

For more information about ETS please see their website.

Dining?

For Bowdoin Catering, through-the-line meals/charge sheets, and table linens, check “Yes” on the CampusGroups form, and follow up with Bowdoin Dining directly via email.

For changes/cancellations to your Dining request, please email: diningcatering@bowdoin.edu  

For more information about Bowdoin Dining please see their website.

Security?

If you would like to discuss your event with Bowdoin Safety & Security, and/or if you would like a Bowdoin Security presence at your event, please check “Yes” on the CampusGroups form. A member of the Safety & Security team will follow up with you.

For changes/cancellations to your Security request, please email: security@bowdoin.edu 

For more information about Bowdoin Safety & Security please see their website.

 

Then you can submit your event!

Once you finish any campus services requests, click Submit. You will receive a notification when your booking is approved. You are always welcome to contact the Events Office with any questions about the process - we're happy to help!

 

What if I need to change or cancel my event?

For changes to your room reservation, please contact scheduling@bowdoin.edu, or edit directly in the CampusGroups event. If you are working with any of the campus departments listed above, please use the listed email addresses to directly inform them of any changes to the event time, date, location, etc.

If an event changes or is cancelled, it is the event organizer's responsibility to inform any/all campus departments involved. Certain departments may charge a fee for a no-show.