Babson Room Scheduling Guidelines

Babson College offers students, faculty and staff the opportunity to request space on campus to host events and activities related to the mission of the college. Any student, faculty or staff member can request space on campus through Babson's Virtual EMS System. Requests are automatically sent to the owner of the requested space, and these "space owners" approve or deny all requests.

Process for Requesting Space:

To log in, visit ems.babson.edu
Select your room and include any service requests as needed.
Service providers notes are required for any needs related to your reservation:
Babson Dining - indicate your catertrax order number along with a brief description of your event or if you will provide food from an external vendor.
All alcohol requests must be submitted to Babson Dining at least 45 days before the event for approval using the 12C Alcohol Permission Form.
Facilities - add your set up notes for your room layout and other equipment needs.
If you do not include facilities notes, your room will not be set up.
Media Services - indicate the type of service along with a note for your equipment requirements and the time required for a media services technician, if applicable.
Public Safety - include any public safety needs along with notes for your services.
If alcohol is provided, a detail may be required.
Attachments - add PDF documents for diagrams or additional logistics to assist our service providers.
Services will not be available if your request is booked less than 7 days before the event.
If you do not require any service requests, leave these areas blank.
There is helpful information for many spaces which include room features, images and floorplans of each room within EMS.

EMS Helpful Resource Guides and Training Videos

Review the Knowledge EMS page for quick reference guides and training videos.

Process for Campus Service Providers

Babson Catering: All catering requests must be submitted no later than seven business days prior to the date of your room reservation and must be done via Catertrax, Babson online catering system. If you would like to add catering to your event within seven days of the event, please call the catering department directly at 781-239-4403 to discuss your requirements. All final guaranteed food counts are due ten business days prior to an event. For alcohol requests, please submit your 12C Alcohol Permission Form request 45 days prior to your event.

Facilities: All event Facilities requests or updates must be submitted through the EMS system more than seven business days prior to the event. If updates need to be made to event facilities requests less than three business days before your event, you must contact the Campus & Community Events office at campusevents@babson.edu or 781-239-5265 during normal business hours, Monday through Friday, from 8:30 a.m. to 4:30 p.m. For urgent Facilities requests after 4:30 p.m., please contact public safety at 781-239-5555, and have them page the Facilities Manager. For all non-event facilities requests, please use the Babson's Work Order system or call facilities at 781-239-4444.

Media Services: All media service requests must be submitted in EMS. If you require media services staff on-site for a portion or the duration of your event, the request must be submitted more than seven days prior to your event. This includes all recordings, webinar driving, and live streaming requests. All other requests should be submitted more than ten business days prior to your event. Any requests submitted after the recommended deadlines will be reviewed based on available resources and staffing. Any specific questions for Media Services can be emailed to support@babson.edu or by calling 781-239-4357.

Public Safety: All Public Safety requests must be indicated in EMS and a separate Detail Request is required at least 10 days before the event. Completion of the detail request does not guarantee that your request will be fulfilled.