Scheduling Policies and Considerations
There are many things to consider before booking space for your event: Who is coming? What space would be most appropriate for your event? Are there other annual events happening that same day that might conflict such as Commencement, Finals, etc.?Call our office first so that we can assist you with choosing the right location, avoiding conflicts with other University events, etc.
The majority of event spaces are scheduled by University Scheduling. Other offices are responsible for scheduling some other spaces at Brown that you may want to consider. Again, we can assist you in choosing those spaces even though we may not reserve them. Please review the listing of on-campus spaces and who schedules them for more information.
Capacities of commonly used space are provided starting on page 11 of the Fire Safety for Events Program [PDF].
Please keep the following in mind:
- Reserving the room only gets you the room. The next step is to contact the appropriate event services.
- Having potential dates and times in mind when you look for space is very helpful, but do not solidify a date until you are sure that space is available!
- Instead of asking for a specific space, please ask for assistance in finding a space that meets your needs -- many popular rooms are tied up by small events that could easily be accommodated in other spaces.
- Cancel your reservation! Space is limited, so please free up space when you no longer need it.
- Be sure you know what the standard set-up is. If you stop by to look at the room, don't assume the set-up you see is the one that is always there.
- Be respectful. If your organization hosts an event and the room is damaged, you are accountable for the damage.
- If you are having an outdoor event, you'll need to identify a rain location or a rain date.