ROOM RESERVATIONS                       
 

Please Note - Use the Online Reservation Request form only to request Arts, Sciences and Engineering space on the Medford campus.  If you have not previously used this form to request space for your events, please continue to make your requests as you have in the past.

USE THE ONLINE RESERVATION FORM

Please use Internet Explorer 5.0 or later to access this form!  If you are having problems accessing our online database, please email your request to the Room Reservation mailbox directly. 

Confirmed Reservations
Tentative reservations will not be confirmed until we have received a completed online form. NO RESERVATIONS will be accepted less than THREE (3) business days in advance. 

A confirmation printout will be emailed within 72 hours to the applicant once the process is completed and the reservation is confirmed. A copy of your confirmation will be e-mailed to you and to the building curator informing him or her of your booking. Should you need to have a facility opened, you will need to show the police the printout to confirm your reservation.

PLEASE NOTE: Curfew for registered events is decided in advance by the sponsor, the scheduling staff and the university police. The university reserves the right to dictate curfew times for certain facilities on campus.

Special Permission
Some facilities have specific requirements for use. In some cases, applicants may be required applicants to receive written permission signatures or approval from other departments before a reservation is confirmed. Events sponsored by a residence hall government must first coordinate with the Office of Residential Life and Learning.

Additional Services
If the services of Facilities and/or the University Police are required, an appropriate Interdepartmental Requisitions must accompany the application. If food service is required, arrangements should be made directly with the Catering Office 617-627-3411.

Changing A Reservation
If the information on the confirmation is incorrect or if it becomes necessary to change the time, date, location etc. of your reservation, it is important that you send e-mail to reservations@ase.tufts.edu immediately.  A corrected confirmation printout will be provided if time permits. All servicing departments must also be notified of all changes by the sponsor, or sponsors will be liable for any associated charges.

Canceling A Reservation
If it becomes necessary to cancel an event, you must notify immediately the Event and Space Planning Coordinator at reservations@ase.tufts.edu. Applicants may be charged for support services if notice of cancellation is not received at least 72 hours before a scheduled event.

Handicapped Accessibility
At the request of the applicant, the scheduling staff will make every effort to schedule a handicapped accessible facility for any specific program or event.

Access To Facilities
Most academic facilities are unlocked during normal weekday day and evening hours, and are usually locked during weekends and holidays. Most special use facilities are kept locked. Your confirmation of booking serves as permission to open a facility. If a facility is locked, you must call University Police (617-627-3030) and request they open the room for you. The confirmation must be presented when the police arrive. If a facility needs to be opened, it is your responsibility to ensure the building is secure at the end of your event, and to call campus police to secure the facility if necessary.

Outdoor Events
A popular programming idea in the warmer months is to organize outdoor events. These events bring with them some different procedures to ensure success.

All outdoor events sponsored by student organizations must have the approval of the Director of Student Activities. Outdoor events sponsored by other departments or groups should be cleared with the Event and Space Plaiining Coordinator and may be referred to the Director of Community Relations for consultation.

Because of Tufts' location in Medford and Somerville, with residences abutting the edge of campus, community relations factors into the organization of outdoor events. Certain events will require the approval of the Director of Community Relations, which must be secured in writing at least two weeks in advance. Events involving live music and/or bands outdoors may be allowed on a first come, first served basis by the Director of Student Activities in consultation with the Director of Community Relations.

In addition, depending on time, location and noise factors, sponsors may be required to coordinate events with events scheduled in the Goddard Chapel. University security is usually required for open outdoor events. Dining Services has a grill which may be rented for outdoor events. For more information, contact Dining Services at 627-3566.

Cohen Auditorium
Cohen Auditorium in the Aidekman Arts Complex is the largest auditorium on the Medford Campus and is the primary venue for music department concerts as well as musicals and large music performers and lecturers. It seats 600 people between the floor and the balcony. The auditorium is forced to serve double duty as a performance space, rehearsal space and classroom space, thus limiting its availability. Typically Monday through Thursday night the facility is used for classes until 8 or 9 pm; therefore events must begin late in the evening. This academic use also limits the time available for put in and sound checks. There are fees for the facility's use.

Because of the double use of the facility, booking use of the facility also requires two people. Initial booking is to be done with the Event and Space Planning Coordinator, by way of the online reservation form. The user is then required to meet with the Cohen Manager to receive a copy of the Facility Users Guide, forms and other information on fee structures and requirements of the facility.

Please contact the Cohen Manager, Robert Cardoza at 617-627-5531 or Robert.Cardoza@tufts.edu for more information.

On the Tufts University campus there are a number of facilities that are not used for classes. Many of these facilities are overseen and booked by the departments located near the facilities. A list of these facilities with descriptive information and rules can be found on the Medford Campus Event Calendar at http://events.studentservices.tufts.edu/wv3 on the Locations by Date and Locations by Name pages.

Any student organization that wishes to use any facility MUST make requests through the online reservation form. All requests should be made at least two weeks in advance and no same day request will be honored.

The Pub
The primary function of the Dewick/MacPhie dining facility is to provide food service for students holding board plans, as well as to operate the pub. Student sponsored or other functions will be accommodated in the Pub only if such a function can be scheduled around regular dining services operations. Any department or TCU recognized student organization (with a university account) is eligible to schedule an event in the pub.

When a facility is reserved for use, the sponsor assumes responsibility for the facility during the duration of use. Upon entering the room, the sponsor should note any damage or problems with the facility. Care should be taken during the time of use to protect the facility. After the event, the room must be left clean an in the condition in which the room was found prior to any set-up. If the sponsor anticipates that this will not be possible, Buildings and Grounds must be requisitioned to provide this service. The room furnishings are to be reset to the original set-up. Any damages should be reported to University Police (617-627-3030) at the conclusion of facility use. Any additional cleaning or repair required after use will be billed back to the sponsoring organization. Failure to abide by these responsibilities will result in the loss of reservation privileges.

Cleanup and Damage
All cleanup or damage resulting from an event will be the responsibility of the sponsoring group or individual. In most cases, the sponsor will be required to requisition, in advance of an event, the services of buildings and grounds staff members for cleanup.