College Events Calendar

Events Calendar FAQ

Hamilton College Events Calendar

• What do I need to do to reserve a space for my course that is NOT open to the public?
• What is the turn around time for a reservation request through this new system?
• What username and password do I use to login to the Events Calendar?
• Do I still need to request support from Physical Plant, catering, Campus Safety or AV for my event?
• How do I cancel my event?
• My event is sponsored by more than one organization, but I only see where I can select one, how do I add the others?
• How can I suggest that my event be included under the What's Hot Link?
• I don't see a place to add a contact name for my event, where do I put that information?
• What does it mean if I mark my event as a "Private Event?"
• How do I exclude my event from the events calendar?
• I see that a space is not available, can I still request it?
• What is a space scheduler?
• My class has more students than my assigned room will hold, do I make a room change request through this system.
• Is parking information included in the space attributes?
• I don't know where the spaces are, is there a campus map included in the new system?

What do I need to do to reserve a space for my course that is NOT open to the public?

1. Find your space in the LOCATIONS view. If the space is open at the time you need, click on the block to start your request. This will fill in the room and the start time for you.
2. Always select CLASS from the menu for Event Type.
3. Put a check in the ORGANIZATION ONLY box under the Custom Attributes box.
4. Reference your Course Number in the Name or Title

These steps will ensure that your event will appear on the Academics listing and not in the Events calendar, and the event can be linked to your course.

If your event will be open to the campus or the public, then you should select the appropriate Event Type and check the box in Custom Attributes.

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What is the turn around time for a reservation request through this new system?

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What username and password do I use to login to the Events Calendar?

You use your Hamilton College e-mail username and password.
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Do I still need to request support from Physical Plant, catering, Campus Safety or AV for my event?

Yes.  You will still need to submit Physical Plant requests, contact Bon Appetit, Campus Safety, and AV to discuss your specific needs.  We ask for the information on the reservation form so that information can be captured with the event information.  As the system evolves, you will be notified when procedures will change.
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How do I cancel my event?

In your event e-mail confirmation, there is a phone number and e-mail address to call to cancel your event.

You can also access the e-mail address by clicking on
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My event is sponsored by more than one organization, but I only see where I can select one, how do I add the others?

If your event is sponsored by more than one organization, please enter the additional sponsoring organizations in the description box on the reservation form.
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How can I suggest that my event be included under the What's Hot Link?

Add this suggestion to the Comments section in the request form, or contact Sue Campanie in the President's Office (scampanie@hamilton.edu, x4107).
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I don't see a place to add a contact name for my event, where do I put that information?

The contact information for the event is captured via the login information of the individual submitting the request.  If additional information is needed, please add it in the description box on the registration form.
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What does it mean if I mark my event as a "Private Event?"

It means your event is not open to the general Hamilton community or the public. However, your event will still be listed in the events calendar. If you don’t want it listed in the events calendar include a note in the Comments section of the reservation form.
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How do I exclude my event from the events calendar?

Please include a note in the Comments section of the reservation form.
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I see that a space is not available, can I still request it?

If a space shows as unavailable, please do not request that space.  The space scheduler will send you an e-mail indicating it is not available and ask you to choose another space.  If you do not know what space you need, you can simply indicate general space attribute needs and the space scheduler will work to find you an appropriate space.
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What is a space scheduler?

A space scheduler is the person who approves your event request. You will get a confirmation e-mail from the space scheduler when your event has been approved. If you need to contact the space scheduler, you can find a list with contact information in Scheduling Procedures.
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My class has more students than my assigned room will hold, do I make a room change request through this system.

No, please direct room change requests for academic spaces to Diane Brady (dbrady@hamilton.edu, 4638).
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Is parking information included in the space attributes?

No, not at this time.
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I don't know where the spaces are, is there a campus map included in the new system?

Under locations, there is a link that takes you to a campus map.  A more detailed map will appear in the future.
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