Scheduling FAQs

General Event Scheduling Questions
Using the Campus Calendar
Publicizing Events
Services/Event Resources
External & Private Events

General Event Scheduling Questions

How do I reserve space on campus?
Before scheduling an event, please visit the Campus Calendar as this will most accurately reflect all meetings, programs or events taking place on campus on any given day. The Campus Calendar will show you when a room/space is not in use. Once you’ve checked space availability you should schedule your event through your designated scheduling office (see key contacts).  Note: The Campus Calendar is very accurate, however there are limited times when a room may look available but cannot be confirmed by your scheduling office.  It is important to wait for your space confirmation before moving forward with planning and advertising your event.

Where can I find Space Request Forms? See Key Contact button on Campus Calendar

Faculty/Staff non-curricular events: 
https://frannie.wellesley.edu/events/

Curricular reservations: http://www.wellesley.edu/Registrar/Forms/currformrevised.html

Student Organization reservations: http://www.wellesley.edu/StudentActivities/Form/

Non-college sponsored events: 
Please submit an External Event Inquiry form.

Maintenance/IS requests: (To only be used by Facilities and IS)
http://www.wellesley.edu/Calendar/Form/maintform.html

How far in advance do I need to reserve my room/space on campus for my meeting, program or event?     
Each scheduling office maintains its own policies.  Most events need to be scheduled a minimum of two weeks in advance in order to ensure equipment availability, proper set up planning, and staffing.

How do I check Space Availability?
 If you know the name of the space you want to reserve, click the "Space Availability" link near the top of the calendar page. Navigate to the building you are interested from the “Select a category” list.  When the list of spaces matching that criterion appears, scroll down to find the space you want. Click "View Events" for that space. This will open the schedule for the current week; use the calendar in the navigation box on the right side of the page to choose the date you are interested in. Click the  button next to the name of the room you are interested in and a schedule by week will appear.  Navigate through the calendar to your preferred date. 

What if I don’t see the space I am trying to reserve?
Send an email with your details to: space-request@ wellesley.edu

What does the space look like?
Click the space name for information on standard equipment, view a photograph, and see helpful comments when you scroll to the bottom of the page. 
**We are in the process of updating our space information, so all spaces may not contain these elements**

When should I receive a confirmation for my request?
All requests are processed on a first come basis.  When you submit a reservation using the online reservation form, you will receive an automatic email reply with the following text – “This event is NOT CONFIRMED until you receive a confirmation email”.  This is not your confirmation, but rather a copy of your request for your records. You will receive a confirmation or notice of unavailability, sent to you by your scheduling office via email.  Each scheduling office has its own policies for when you will receive your confirmation.  We strive to reply to your request in a timely manner.  The response may take longer if your scheduling office has received a large number of requests in a short period of time or during the Registrar’s Office Add/Drop period.  For a list of contacts in our scheduling offices, click the “Key Contacts” area on the campus calendar.

What does Tentative State mean on my confirmation?
The scheduling offices will keep an event in tentative status until all details have been confirmed.  Your confirmation holds the space for you, and your scheduler will change your event to confirmed once all of your details have been submitted.  Once an event state is changed to confirmed, the service departments are notified of all the event details.

Canceling or changing a program or event:
Requests for all major changes (change in set up, media or sound support services) must be received at least 14 days before the event.  Change requests received on shorter notice may not be guaranteed.  If your request can be accommodated, you will receive a new and updated confirmation.  Cancelations require a minimum of 3 business days to process.  Please complete:

Faculty/Staff non-curricular events:  http://www.wellesley.edu/Events/eventchangeform.html
Curricular reservations:
http://www.wellesley.edu/Registrar/Forms/chgscurrform.html
Student Organization reservations:
http://www.wellesley.edu/StudentActivities/Form/studentchange.html

Is there a way to see all my confirmed reservations?
This feature is coming! We are currently testing this area. If you have been provided a log-in to the "Approved" button, you will see a list of all events you have requested for which the spaces have been confirmed.

Using the Campus Calendar

How do I bookmark the Campus Calendar?
Please ONLY bookmark the following URL by copying and pasting this exactly into your bookmarks. This is not an active link. You must copy and past it exactly as follows:
for on campus viewing: https://calendar.wellesley.edu/wv3/
for off-campus viewing, please visit the calendar from the homepage

How can I find out if there are other big events happening when I want to have my event?
Go to the campus calendar; use the gray navigation box to find the date/s you are planning to have your event and select the "All Events" filter to see everything scheduled that day. You might want to change the view from "Week" to "Day" by clicking on the button that says "Day" in the navigation box. You can also use the filters in the gray navigation box to look at specific kinds of events, such as "Performances" if you are only concerned about possible conflicts with those events.

Why don't I see my event/reservation when I go to the online calendar?
The first page that you see when you open the calendar is a listing of “All Events”.  This should include your event unless you have asked for your event not to be published on the calendar.  View the other categories of events.  If you still do not see your event, please email Sarah Willis, Scheduling Manager at swillis@wellesley.edu

What is Grid Mode versus List Mode when viewing events?
Times for event locations viewed as a list include set-up and take-down times; times for event locations viewed as a grid do not.

How does the "event quick search" work?
The event quick search is helpful when you know the name of an event or its reference number. If searching by name (as indicated in the first drop-down field), use the "Contains" search criteria in the second drop-down field, then in the text box below, type  2 -3 words you know are in the event name, and click "Go."  If using the reference number, indicated by selecting that from the upper drop-down box (the second drop-down box will become grayed out because this must be an exact match) and type the entire reference number in the field below.  Click “Go.”

How do I get the calendar to show events for one day, rather than a whole week?
From the "Events" page on the calendar, click "Day", just above the calendar in the navigation box.  This brings up a list of events for the day (depending on where you start, either on the current day or the same day of the week in different week) in list form, rather than as a grid. Select another date on the calendar, if necessary.

Whom should I contact if I am having a problem using the calendar?
Go to the Key Contacts link from the campus calendar or contact the calendar administrator, Sarah Willis, swillis@wellesley.edu

Who do I contact if I need assistance?
See Key Contacts link from the campus calendar.

Publicizing Events

Publicizing my event
Any event that has been confirmed by a scheduling office may be publicized.  Your event will be posted on the Campus Calendar exactly as it has been provided to the scheduling office, so please use a title that clearly reflects your meeting and/or program. Additional publicity may be added with the new content management system which will be coming soon.  For more information, visit:
http://www.wellesley.edu/PublicAffairs/publicize_event.html

Services/Event Resources

Disability Services
Please visit Disability Services Website   See also key contacts from Campus Calendar
http://www.wellesley.edu/DisabilityServices/DShome.html
Or contact Jim Wice at x781-283-2434

How do I reserve Audio Visual Equipment through Media Services?
For a complete list of equipment in our classrooms, visit:
http://www.wellesley.edu/Computing/Classrooms/equip-list.html
For a list of equipment in all other spaces, please click on the space name in the campus calendar, and view a full list of features and equipment.

**Please note:  IS Media Services will be focused on providing AV support for the academic programs and curricular-related events. For other events, IS is increasing the availability of self-service equipment and procedures, allowing Wellesley users to better handle their projection and audio needs by themselves. Where needed, IS will recommend third-party AV firms to event organizers.

How do I schedule Media Services or staffing? (Such as Videographer)
Equipment, Videographer, Sound Technician, or AV Technician Requests may be made through your scheduling office for curricular events only.
http://www.wellesley.edu/Knapp/Mediaservices/media-services-requests.html

Is their training available for the Audio Visual Equipment?
The Help Desk, x3333, will assist with this request

Videoconferencing Reservations
To use the videoconferencing equipment in PNE127, please reserve the room with your scheduling office, and then call Jarlath Waldron at x2465 to assist with the logistics of the videoconference. To use the Knapp videoconferencing equipment in Project Room 113, call Jarlath Waldron at x2465 to reserve the room and ask for assistance with the logistics of the videoconference. http://www.wellesley.edu/Knapp/Mediaservices/conferencingLocation.html

When do I need to hire a Custodian on Duty?
A Custodian on Duty will be scheduled for any event in a building that is closed, or does not typically have a custodian scheduled during the event timeframe. Some of our buildings have limited custodial coverage and their duties are only assigned to cleaning. This would also require a custodian on duty. The Science Center after hours is a good example of this. A Custodian will also be hired for events requiring a large set up or break down of equipment. The estimated fee for this service is approximately $35.00 per hour. If you have questions, please contact Facilities Dispatch at x2767.

Teleconferencing
To schedule a conference call, please reserve the room with your scheduling office, and then contact Teddie Borey, x3216 Telecommunications, to set up the equipment you will require.   http://www.wellesley.edu/Telecommunications/

Catering Information
To schedule catering from AVI Fresh, or to request information, please contact:
AVI Fresh at Wellesley:  781-283-2701
http://wellesleyfresh.com

Tablecloths
Wellesley College does not have an inventory of tablecloths for events.   If you would like linens on your “food” tables please request this directly from your Caterer.  Any non-food tables (example: panel tables or a registration table) will be set up as is, without a tablecloth. 

 External & Private Events

Wedding and private ceremony inquiries:
For inquiries about holding your wedding or commitment ceremony at Wellesley, please read this guide. Once you have read the guide, you can submit an online request for a ceremony date here.

Private events on campus
Wellesley College facilities are not typically reserved for private parties.  Members of the College community interested in hosting a private function on campus are encouraged to consider the College Club, which can be contacted at x2701.

Non-College Affiliated: If you have questions about holding a non-college sponsored event at the college, please submit an External Event Inquiry form.