Locations and Programming
Before an event space is reserved, all events must go through the event registration process. Please provide accurate contact information upon making a reservation.
Commonly Reserved Spaces
The Office of Campus Activities schedules all meetings and activities occurring in the College Center, the Rose, Jade, and Gold Parlors in the Main Building, the Ordan Meeting Room, the Chapel, the Aula, and the Kenyon Club Room at all times. Some of these rooms require key permission.
The Office of Campus Activities schedules all meetings/activities occurring in a variety of classrooms in Blodgett Hall, Rockefeller Hall, New England Building, Sanders Classroom, Maria Mitchell Observatory, Taylor Hall (see specific use policy), Bridge Building, the Mug, and Kenyon Hall after 5pm Monday-Fri., and on weekends. The Campus Activities Office can check with the Registrar’s Office with regard to programs and reservations prior to 5:00pm during the academic term.
The following outdoor locations on the Vassar College campus are also reserved with Campus Activities:, Chapel Lawn, President’s Lawn, Library Lawn, Blodgett Lawn, Blodgett Courtyard, Townhouse Circle, Residential Quad,, CDF Quad, Noyes Circle, Joss Beach, Joss Field, Outdoor Amphitheater, Sunset Lake Hill, Shakespeare Garden, and South Commons Lawn.
Second Floor Students’ Building / Gordon Commons Programming Policies
During the academic year, the second floor of the Students’ Building is available for programming within the building’s normal operating hours. All programming requests will be considered in regard to scope, space availability, logistical requirements and appropriateness to the space so as not to interfere with regular dining operations.
All programs should serve to leverage the meal plan and dining program so as not to interrupt services. Private or closed events cannot be reserved in the space, and there can be no outside catering in the space. All furniture must remain in the space at all times, but may be rearranged as long as a) seating is not limited in any way, and b) furniture is returned to its original set-up following the event. Students must still swipe into the building when attending a program in the Students’ Building. Any non-student attendees must pay the regular dining rate. The sponsoring organization or department may not charge admission for the event, but the sponsor can pay the appropriate dining rate for any guests.
Any student organization that desires to utilize this space must submit an event request form in the SARC Office. Departments and offices can use the EMS online reservation system to reserve tabling space in Gordon Commons.
Taylor Hall Policies and Procedures
For Taylor Hall rooms: T102, T203, T205, T206, Jade Room:
Rooms in Taylor Hall have technical audio visual equipment that must not be compromised. Due to the frequent use of these spaces as academic classrooms as well as the historic nature of the building, additional crowd control and event staff will likely be required for events in T102/T203. No food is permitted in any of the Taylor Hall auditoriums.
Taylor Hall Auditorium, Room 102:
A Media Resources technician must be present to operate the projection booth and must be requested in advance.
T203, 205, 206, Classrooms:
Do not change any of the room’s tech or other settings without first consulting with Media Resources; do not remove or rearrange any furniture. Please remember to lock up afterward.
For Receptions:
If you are using the Jade Room for a reception, you will need to request a table from your SARC Intern (student organizations) or the Campus Activities Office (College departments).
Key Permission (for all Taylor Rooms):
The Campus Activities Office Specialist will need the name of a contact person who will be responsible for picking up the key for the room. The key will be at the CRC/Main Lobby Security window. You must return the key after the lecture/event or you will be charged for key replacement.
Reserving Other Campus Facilities
The following spaces listed below are not managed by the Office of Campus Activities.
Departments may reach out to these offices individually. Student organizations are still required to register their event in the SARC and have their event approved by the VSA prior to gaining access to these spaces. Once the event is registered, the SARC staff will manage the event space reservation on behalf of the organization.
All Residential Parlors and Spaces are reserved through the House Advisor of that residence:
Eva Fontanez - Noyes House, Strong House, and Ferry House
Jared Hunter - Cushing House and Raymond House
Bianca Keesler - Jewett House and South Commons
Helen Pepin - Main House
Suzanna Stockey - Josselyn House and Terrace Apartments
Dylan Stratton - Davison House and Lathrop House
Athletics Spaces
Athletics and Fitness Center, Walker Field House, Kenyon Gym and Squash Courts, Josselyn Tennis Courts, Prentiss Fields, Weinberg Sports Pavilion
Reservations should follow this link http://campuscalendar.vassar.edu/virtualemscampus/
Questions to Matthew Brennie at mbrennie@vassar.edu
Environmental Cooperative at the Vassar Barns
Reserve via EMS, the College’s online reservation system
Contact Jennifer Rubbo at jerubbo@vassar.edu
Vassar Farm and Ecological Preserve
Collins Field Station, Field Station Pavilion
Contact Keri VanCamp, Field Station and Ecological Preserve Manager x7404
Additional academic spaces not managed by the Campus Activities Office include:
Frances Lehman Loeb Art Center
Kenyon Hall Dance Studios and the Frances Daly Fergusson Dance Theater
Skinner Hall of Music
Thompson Memorial Library
Vogelstein Center for Drama and Film
Should a student org wish to inquire about these spaces, they must first register their event in the SARC and have their event approved by the VSA prior to gaining access to these spaces. Once the event is registered, SARC staff will manage the event space reservation on behalf of the organization.
Student Performance and Theater Spaces
The Campus Activities Office is committed to assisting all departments and student organizations in identifying suitable spaces for their events and programs.
Each of the identified theater and performance spaces below are unique, and therefore, have their own policies and regulations with regard to student performances. In order to make sure a production is operating within the constructs of what is feasible, it is essential that the producing team members meet with your SARC intern to review and sign a Performance and Theater Agreement before planning and designing your performance within the space. Please be aware that student organizations utilizing these spaces may not store or leave any materials (personal items, set pieces, props, etc.) in these spaces at any time outside of the organization’s specific reservation time period for the space.
The following spaces have been identified for use by student organizations and department sponsored theater productions and performances:
Blodgett Auditorium
Kenyon Club Room
Matthew’s Mug
Rockefeller Hall, rooms 200 and 300
Sanders Classroom Auditorium
The spaces identified above are meant to serve as a guideline for spaces that can be utilized for student events. Student organizations may request spaces outside of those outlined above but are subject to approval on a case-by-case basis.
If a student organization or department is found to be in non-compliance with the above outlined criteria they may lose their privilege to reserve space or sponsor student organization productions. In addition, a student organization and/or sponsoring department will be charged for any additional cleaning and/or damages which result from any misuse of the space.
The criteria outlined above are meant to serve as a framework for what can be done. It is also intended to provide a structure for departments and student organizations to refer to as they are planning and thinking about their productions.
Reserving Space for Meetings and Rehearsals
In order to reserve a room, the participants must represent a Vassar department or VSA organization. Space on campus is not intended for individual use. Rooms are reserved on a first-come, first-served basis. There is a convenient online scheduling system in place, intended for meetings or rehearsals. Please go to: http://scheduling.vassar.edu. The Office of Campus Activities reserves the right to assign or designate a suitable alternate space.
For individual descriptions of a specific room’s media capabilities, go to the Vassar homepage, then the CIS homepage to the following link: http://computing.vassar.edu/media-resources/classrooms/index.html
Online Request Guide
For Tabling in the College Center, College Center Circle, Gordon Commons, or outside the Students’ Building; V-Cash Machines; Karaoke Machine; Community Kitchen
- Go to https://vas.emscloudservice.com/web/ and login with your Vassar username and password.
- To create a reservation, choose the appropriate template you have access to.
- Fill in Date, Start and End Times (required)
- Under “Locations” you may choose a specific Building, or leave “All”
- Spaces for meetings or rehearsals are listed under Building. Choose one by clicking the green select (+) indicator next to the room.
- Under “Attendance & Setup Type” enter number for attendance (required)
- The next screen requires details. Fill in all the required fields:
- Event Name
- Event Type
- Group (VSA Organization)
- Contact
- Phone
- Submit your request by clicking “Create Reservation.” You will receive an email of the summary of your request, followed by another email with your reservation confirmation. Requests must be made 72 hours in advance.