Purpose
The purpose of this document is to provide guidance when reserving spaces and technology for events being held on campus. Each event is unique and may not always fit a specific category. If you are planning on hosting an event and need guidance, reach out to the Events Office before reserving a space.
Spaces
Event Technology Services (ETS) supports events that primarily take place in the following locations:
- Banister Hall, Bowdoin Chapel
- Cram Alumni House, Torrey Barn
- Hubbard Hall, Shannon Room
- Hubbard Hall, Pickering Room (cross-listed as a classroom)
- Mills Hall, Event Room 220 (Faculty and Staff special use only)
- Moulton Union, Lancaster Lounge
- Moulton Union, Main Lounge
- Roux Center, Lantern (cross-listed as a classroom)
- Schiller Coastal Studies Center, Live and Learn building, Multi-Purpose Room
- Smith Union, Morrell Lounge
- Studzinski Concert Hall, Kanbar Auditorium (Faculty and Staff special use only)
- Thorne Dining Hall, Daggett Lounge
- Thorne Dining Hall, Dining Room
- Visual Arts Center, Beam Classroom (cross-listed as a classroom)
- Visual Arts Center, Kresge Auditorium (cross-listed as a classroom)
Scheduling
- Please reference the AV Guide before requesting an event space for best results.
- All inquiries for service are to be submitted via a work request in TeamDynamix. When you reserve a space through Campus Groups and request technology, you will receive an email asking you to complete this request with a link to the appropriate form. This must be completed before any event will be serviced.
- You will receive an automated email listing your event as: “In Process” when we have reviewed your ticket and “Appointment Scheduled” after your event has been added to the ETS schedule.
All AV requests must be submitted no later than two weeks before your event.
We will always do our best to accommodate all requests at any time however we may not be able to accommodate your event outside of these guidelines
The use of classrooms as event spaces
Most classroom spaces, when used for events, have self-service technology. If you are reserving a classroom space for an event, Event Technology Services will generally not service the event. These spaces are considered self-service and training is available, and recommended, for the technology in the room. You can request a classroom orientation online.
Additional power and equipment
Please take into account electrical needs and contact the Electric Shop to provide power for outside events.
Additional Items
An à la carte menu of available AV equipment is available in the AV guide, you may add any of this equipment to any event space however not all of this equipment is suitable for every space. ETS staff will make every effort to consult and make this equipment available to you.
Video and Recording Services
ETS video policies and services are only applicable to ETS spaces. For questions or options when requesting recording in a classroom space, please contact Classroom Technology Services at (207) 725-3030, option 4.
Livestream and recording services
Livestream services must be requested by Bowdoin Staff or Faculty and are available in any space on campus that is within Bowdoin network coverage. ETS will make every effort to provide you with a livestream if you are in need of one however there are cases where other options are better suited, please allow time for collaboration so that we are able to find the best solution for your event. When livestreaming, due to accessibility compliance, a human captioner will be required and assigned to the livestream.
A media release form must be signed in advance of any recorded and/or livestreamed event by ALL parties who will be on camera. If not received in advance, the recording and/or livestream of the event will not take place, however the event can still proceed.
Microsoft Teams rooms and Zoom are also available for these types of events.
Please note: that we are only able to provide one live event at a time so the sooner that you book your event the higher the likelihood that you will be able to secure a spot.
Video recording is available on a case by case basis, post production needs may not be available during periods when there are a high volume of ETS requests. If you are in need of video recording please consider a classroom environment as they are self-service and have options for recording through Microsoft Teams, Zoom, and Panopto Express.
Hybrid services
Hybrid services (i.e. Microsoft Teams / Zoom) are available in any space that does not feature theater seating. We recommend that hybrid services be utilized with a U Shape or Hollow Square table configurations for best audience inclusion.
Overview of Available Options per Room
