Campus & Community Events

A space request is a request for a room that does not require any assistance from Facilities, Media Services, Catering, or Public Safety. To ensure your space gets approved, we recommend the below steps be completed at least 3 business days before booking date.

1. Reserve your space in EMS.
2. Check your request in EMS and/or review your email confirmation.

A space request with services is a request for a room that requires assistance from Facilities, Media Services, Catering, or Public Safety. To ensure your reservation gets approved, we recommend all of the below steps be completed at least 5 business days before your event.

1. Reserve your space in EMS.
2. ADD notes in EMS for all service providers: 
   • Facilities (indicate # of additional tables, chairs, the set-up, etc.).
   • Media Services (indicate type of service and add notes for Media Services on type of equipment to be used in the room, i.e microphone, projector, screen, etc.).
   • Catering (indicate catering needs in EMS, additionally, a CATERTRAX order must be submitted to Babson Dining).
   • Public Safety (indicate type of service and special instructions as needed).  
3. The CATERTRAX order will serve as your confirmation from Babson Dining. Please update your EMS reservation with your CATERTRAX number once you receive it.
4. Check your confirmation in EMS for your space request.

For an event using multiple rooms, service providers and requiring extensive logistics, please contact the campus and community events office for an event intake. We require the steps indicated below be completed at least 1-2 months before your event to allow ample planning for all required needs or approval by service providers.

1. Reserve your space in EMS.
   • Although you may not have all your needs, you must reserve your space at this time.
   • If you need further event planning assistance, please email campusevents@babson.edu at least 1-2 months before.
2. If you have a single space with multiple needs,
   • Facilities:
     • ADD notes in EMS for Facilities (indicate room set up, additional tables, chairs, lectern, etc.) attach a diagram or additional information in EMS as needed.
   • Media Services 
     • Select the type of services required and ADD notes in EMS  (indicate existing the type of equipment, microphone, projector, etc.).
     • Please note that not all spaces are appropriate or able to offer streaming/hybrid. Please consult with a media services representative with any questions. 
     • If media services staff is required to support a large event, or event occurring during the evening or weekend, please notify media services at least one month prior.
   • Catering:
     • Select the type of catering required and ADD notes in EMS (additionally, a CATERTRAX order must be filled out). Catertrax will serve as the master catering order as EMS is only an indication and NOT the actual order. Any changes to catering must be submitted directly in CATERTRAX and will be addressed by the Babson Dining staff. FINAL COUNT is due to catering at least 10 business days before the event. If you need ALCOHOL - it must be submitted 45 days before your event to be approved. Contact catering@babson.edu for the Alcohol Permit Template.
   • Public Safety
     • Indicate the type of service and ADD notes in EMS as required. 
     • If you require a detail, you must fill out the DETAIL OFFICER REQUEST at least 10 business days prior to your event. 

If you have a complex event, create an overall logistics document that is attached to ONLY ONE of the room/space reservations. Once you attach your overall logistics to one document that will serve as the EMS set up for the entire event. Do not add multiple/duplicate notes.

If you need external vendors (floral, decor, lighting, AV, entertainment) please allow at least 2 months before to secure all contracts.

This process is for events that impact the entire campus - Orientation, Back to Babson, Launch Day, Commencement, etc.

In order to follow the correct process, we recommend all steps be completed at least 3-6 months prior to your event to allow ample planning for all required needs.

1. Coordinate all space with the Campus & Community Events (CCE) or Advancement Events (AE) teams to ensure space is available.
2. Planning campus-wide events, CCE manages the EMS logistical needs which includes Facilities, Media and Public Safety, please coordinate with CCE office.
3. All Catering needs must be submitted in CATERTRAX.
   • Order must be filled out at least 3-6 months before event. Catertrax will serve as the master catering order as EMS is only an indication and NOT the actual order.
   • Any changes to catering must be submitted directly in CATERTRAX and will be addressed by the Babson Dining staff.
   • FINAL COUNT is due to catering at least 10 business days before the event.
   • If you require ALCOHOL - it must be submitted 45 days before your event to be approved. Contact catering@babson.edu for the Alcohol Permit Template.
4. If you need external vendors (floral, decor, lighting, AV, entertainment) please allow at least 5 months before to secure all contracts.

Athletic Spaces - The Athletic Event Request Form must be emailed to Megan Cullen for all athletic space inquiries.

Weissman Foundry - Please visit the Weissman Foundry website and fill out the space reservation form. 

Sorenson Center for the Arts - Babson College Internal Requests: As a theatrical space there are additional requirements for use of the space, including specific staffing, which may result in expenses for internal use.  To check availability or for more details on the Sorenson reservation process refer to this Sorenson Request document or email babsonarts@babson.edu.                                                                                           

Sorenson Center for the Arts - External Requests: As a theatrical space for rental use, there are several factors considered in establishing availability of the facility including staffing, technical needs, and schedule.  Requests for rental of the Sorenson Center by external organizations or individuals must be initiated through this form.          

Van Requests - (in EMS) must be made at least 5 business days before for approval. All drivers must be certified before requests can be approved. More information on how to become certified can be found here: Driver Authorization Process.

Golf Cart Requests - Can be made using the Facilities Maintenance Request (Work Order) system in the Babson Portal. Golf carts are seasonal vehicles and should be requested at least 5 business days prior to the date they are needed. All drivers must be certified before requests can be approved. More information on how to become certified can be found here: Driver Authorization Process.

Student Club & Organization Events - All initial requests must be submitted to McKenzie Ward for approval and the Office of Undergraduate Student Engagement will assist with event planning. Then you will be instructed to reserve your space in EMS.   

Do you need a CVENT registration site built for your event?

CVENT assistance must be requested at least three weeks before the event for a simple build, and at least 2 months before the event for a more complex build, to adequately prepare the registration system. Please fill out the CVENT Intake Form, and submit it with any additional questions you may have to campusevents@babson.edu.

All external guests that come on campus for an event are required to have a temporary parking pass to avoid being ticketed by Babson Public Safety.

All events must email parkingclerk@babson.edu with your event date, time, location, and approximate number of attendees for parking.

The Parking Clerk will make a special pass which the event lead will be responsible for distributing to your attendees. If you are unsure your event qualifies for temporary parking passes, please email campusevents@babson.edu.