College Events Calendar

Scheduling Procedures

(When the College is NOT in session, please contact the Office of Auxiliary Services at 315-859-4372 for event planning assistance.)

STEP 1: Make sure there are no major conflicts with your event. Check your proposed date/time on the Events Calendar, see the All Events filter. 

STEP 2: Reserve your space

1. Submit a request using the My Requests form. You can request a specific space by checking the space availability on the Locations view or you can make a request without a specific space.

2. If you have questions about reserving a space or scheduling an event, contact the appropriate scheduler for the space or email the calendar help.  If you need help planning your event contact 315-859-4107 first.

3. Be sure to submit your request with enough time for processing.  Most scheduling offices are NOT open in the evenings or on weekends.

4. To add a website for an event, check the "Web Site" option (under Display Options) and enter the fully-qualified URL (e.g., http://www.hamilton.edu).

5. Indicate any audiovisual needs by checking the box for required AV. You may then select the appropriate equipment from the list provided. You may also describe your set-up in the "comments" section. If you have questions about your AV needs, please contact Audiovisual Services at x4231.

STEP 3: Wait for your confirmation that your space/event has been approved. Confirmations are sent by email to the requestor and will normally be received within one business day. 

STEP 4: Make necessary arrangements with support service providers:
 

STEP 5:  If your event will draw more than 75 people, attend a Campus Activities Coordinating Committee (CACC) meeting at least 3 days prior to your event.  CACC meetings are held every Tuesday at 3 p.m. in Sadove Student Center.  Representatives from Student Activities, Campus Safety, Bon Appetit Food Service, Physical Plant and Events Calendar will be there to confirm your arrangements and to ensure that all of your programming needs are met. CACC attendance is REQUIRED for all student events and is strongly recommended for other members of the Hamilton community.

Contact Numbers for Questions about Reserving Specific Rooms