Guide Home Page

Business Affairs

Conferences and Special Events

Campus Scheduling

Who Can Reserve Space

How To Reserve Space

Major Events

Building Hours

Reservation Times/Tentative Holds

		Set Up Instructions
		Fees
		Parking/Walkways
		Emergency Closing
		Signage

Annual Review

Space Classifications

Classification Definitions

Classrooms

Computer Labs

		Special Use Rooms
		Appendices (Forms)

Campus Scheduling

Space is one of Bryant's most valuable assets and must be managed by policies that promote involvement from all constituencies in pursuit of effective and efficient use of space. Bryant's facilities are owned by the University and may be assigned and reassigned in the interest of the institution's overall priorities and needs. These spaces include,but are not limited to, all academic, administrative, athletic, residential, and student facilities.

Section 1: General Overview

Who Can Reserve Space

• Faculty/Staff: for University-related meetings and events.
• Students: through a recognized campus organization. Note: Students may reserve classrooms on a space-available basis for rehearsals of class presentations without campus organization membership.
• External Organizations: Approved External Organizations. Through the Office of Conferences & Special Events. See Approved External Organizations Facilities Usage Policy

The responsibility and accountability for the management of campus events and activities rests with the sponsor of said activities. The event sponsor is responsible for enforcing compliance with state and local laws and University policies at events. Failure to enforce the aforementioned laws and policies may result in the sponsoring department or organization being restricted from use of University facilities in the future. A representative of the reserving organization must be present at all events.

How to Reserve Space

The first step in planning an event is confirming availability and reserving a facility that can adequately accommodate the expected audience. The R25 Webviewer is a useful tool to determine if a space is available on a certain date and time. It can also be used to identify other events planned for the same date and time. To access the event calendar, type r25.bryant.edu in the address line. The event calendar automatically comes up. To check availability of a particular space, click on the Locations bar. Use the side bar to navigate to a particular room. Please note that although a facility appears available, you must still request it and it may not be available at the time the request is processed.

To request a space:

Faculty/Staff:

If you have a R25 Webviewer user name, use Webviewer (preferred), e-mail: schedule@bryant.edu or phone Ext. 6921 8:30 am – 4:30 pm Mon. - Fri. (4 pm during summer hours).

To request a Webviewer account, contact University Scheduling at Ext. 6921 or email schedule@bryant.edu.

See Using Webviewer documentation for instructions on how to use Webviewer to check space availability and to request a space.

Students:

Recognized Student organizations can request space using Webviewer. (See Using Webviewer instructions.)

Each recognized student organization must have an @bryant.edu or an @organizations.bryant.edu email address (for example, senate@bryant.edu). Email addresses can be requested from the Help Desk. The email address name becomes the R25 contact name. Student Organizations must follow the procedures for requesting space as outlined in the annually updated Student Organization Resource Guide. This guide is available at the Center for Student Involvement.

For individual/group class presentation practice space in the Unistructure: contact the faculty suite coordinator for your professor, who will create a Webviewer request for the classroom. During the summer, email schedule@bryant.edu with your request.

Reservations are not official until the requestor receives an Event Summary confirmation.

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Major Events

• Semi-annually in October and May, the Major Event Calendar Committee will solicit dates from campus event planners via a major event date request form. October’s solicitation will be for the following Spring and Fall Semesters and the May solicitation will be for the following Fall Semester whose dates cannot be determined more than a semester in advance. Board of Trustee Meeting dates are exempt from the process. Dates are known one year in advance and will be automatically entered into the Major Event Calendar.
• Semi-annually, in November and June, the Committee will meet to prepare the first draft of the Major Event Calendar based on dates submitted. The Committee will then call a meeting that includes the major event planners to resolve conflicts, if any, suggest possible efficiencies available (sharing a tent or other rentals for back to back events). After conflicts in the calendar are resolved, Grand Hall Approval Forms should be processed by the requesting organization.
• After the calendar has been approved by cabinet - campus schedulers will book requested/approved space and send an electronic confirmation to the Event Planner. The event will be flagged within the campus scheduling software as an approved major event or "Hot Event" and reservation information will electronically pass to the "Hot Event" section of R25.BRYANT.EDU. After the calendar has been approved, contracts and purchase orders can be executed.
• Once an event is approved and on the Official Major Event Calendar, subsequent requests by higher priorities for the same dates may not bump the committed event from that date.

Building Hours

All requests for space must be within established building hours. (Building hours may vary during Winter, Spring and Summer Break.) Exceptions are granted by the Vice President for Student Affairs for Student Events, Building Managers for University Events, or the Director of Conferences and Special Events for External Events. Events must conclude at the agreed specified time.

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Reservation Times/Tentative Holds

Facilities may be reserved for the actual event time plus set-up/tear down time as determined by Facilities Management. Reservation times may not be extended to avoid overtime set-up fees. See setup timepolicy.doc. Reservations are non-transferrable, a group cannot release a room to another group. Any scheduling changes must be made through University Scheduling. Violations of this policy may result in loss of reservation privileges.

Organizations may tentatively hold rooms for events other than those approved on the major events calendar no more than six months in advance, and must confirm said dates no less than three months before the actual event. Failure to release unconfirmed rooms might result in future reservations being denied. University Scheduling is to be notified of specific hours of use three months in advance.

Set up instructions for rooms requiring such, must be provided two weeks in advance of the event, even if final head count is not known. (Actual anticipated head count can be given to University Scheduling once it is determined.)

Fees

University internal events will not incur a facility rental fee; however, the requestor may incur costs related to the program for services beyond those normally provided by the University, for example:

• If setups are required after the Facilities Management staff's normal working hours, the requester will be responsible for overtime costs.
• Any fees related to setup or overtime associated with failure to notify University Scheduling three (3) business days in advance of a canceled event.
• Custodial wages for restroom coverage outside of Facilities Management staff’s normal working hours.
• Building Managers.
• Sound/lighting technician.
• Expenses may also be incurred for failure to adhere to specific regulations.
• Public Safety Detail Officers or Town Fire Marshal See DPS Policy on Detail Coverage for Events.
• The sponsoring department or organization will be responsible for any damages that may occur during an event.

External Organizations are charged facility rental fees based on facility requested.

Parking/Walkways

Departments or organizations planning a meeting or special event within the academic year during usual business hours should keep in mind that parking is extremely limited. Business hours are Monday through Thursday from 7am - 10:30 pm, Friday 7 am - 4:30 pm. Events requiring parking for more than 50 vehicles are strongly discouraged during these times. Special event parking arrangements should be made with the Department of Public Safety at least three weeks prior to the date of the event. Requests for number of parking spots needed must be included in your Webviewer request.

Driving or parking on walkways is prohibited. Vendor delivery access is available through the loading docks of the Unistructure, Bello Center and Bryant Center. The MRC wing back circle is an option for short term unloading to the Unistructure.

Emergency Closing

If the University experiences an emergency closing due to weather, utility failure, or other unforeseen disaster, the event is considered cancelled.

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Signage

Paper flyers and posters may not be posted on any windows or doors for fire safety reasons and may not be posted outdoors on vehicles in the parking lots. All posters, flyers and banners advertising events must be removed by the sponsor within 24 hours after the event. Flyers and posters for confirmed events may be displayed in the glass cabinets on the Rotunda walls. University Relations and Center for Student Involvement maintain keys to the glass display cabinets. For complete information see the Poster, Paint and Sign policy in the Student Handbook.

Outdoor directional signage boards may be signed out from the Office of Conferences and Special Events on an available basis. 72 hours notice is requested. Departments are responsible for the creating and putting up and taking down of the signs themselves. Unreturned signage will be re-charged at replacement cost.

Annual Review

This document is subject to annual review and updating by the Scheduling Committee. Proposed changes to be approved by President’s Cabinet.

Section 2. Space Classifications

Priorities and scheduling procedures have been established for spaces according the space classification assigned to it. In cases where an individual space may have more than one use, the classification was assigned according to the space’s primary use.

Classification Definitions:

Classroom: A room used for classes and that is not tied to a specific subject or discipline by equipment in the room or the configuration of the room. These rooms may contain multimedia equipment. A classroom may be furnished with special equipment (e.g. maps, software) appropriate to a specific area of study, if this equipment does not render the room unsuitable for use by classes in other areas of study.

Special Use Room: a space that is sufficiently specialized in its primary activity or function to merit a unique space category. Typically not scheduled through R25.

Meeting Room: A space characterized by a broader availability to faculty, staff and the general public. Not scheduled for classes

Conference Room: A space primarily used for Corporate and Community outreach programs such as Executive Development Training Programs and Corporate Meetings or Summer Residential Programs.

Student Meeting Room: All Bryant Center Meeting Rooms. Not scheduled for classes

Study Room: A room or area used by individuals to study at their convenience. Reservations not necessary.

Large Venue: Spaces with seating capacity greater than 150.

Athletic Facility: Spaces both indoors and out built for Athletic Competitions and Recreation.

Outdoor (Grounds): A place of assembly on the campus grounds that is not an athletic field.

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Classrooms:

Scheduling:

Specific classroom allocation is determined by Academic Affairs for use by the three academic departments. Each department schedules their classes in Banner in their allocated rooms as follows:

• Undergraduate Classes are scheduled by the Registrar/Director of Records and Registration.
• Graduate Classes are scheduled by the Director of the Graduate School.
• Executive Development Center Classes are scheduled by the Executive Development Center.

Schedules are submitted to University Scheduling by the three academic departments, to be entered into R25.

Priorities:

First priority is for Academic classes including Undergraduate classes, Graduate School classes and the Executive Development Center. When the semester’s undergraduate classroom assignments have been completed, faculty will be notified by the Director of Records and Registration. Faculty will be given a two-week window to review their room assignment via their Banner account and request a room change before the semester begins. After that window, available classrooms may be scheduled for non-academic class usage on a first-come, first served, space available basis and faculty change requests will be handled through University Scheduling.

Note: Summer Conferences have priority use of Classrooms not used by Undergraduate, Graduate, or Evening EDC Classes scheduled in EDC designated rooms from June – August except during Orientation.

Computer Labs:

First priority is for Academic classes including Undergraduate classes, Graduate School classes and the Executive Development Center. Computer labs may be scheduled by faculty/staff for meetings requiring computer/software usage.

Use is subject to Lab Security Policies set forth in Information Technology’s Classroom Lab Policies and Procedures. Food and beverage are not allowed in Computer Labs.

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