Scheduling Events: Employees

Step by Step Calendar and Room Reservations Instructions:

1. Check the calendar and review events that have already been scheduled. Note, you can scroll ahead through the entire school year.  Please note that the committee may ask to adjust your request and/or disapprove the event because of Academy guidelines, scheduling conflicts, or logistical concerns.
2. Does your event involve non-academic third parties? A non-academic third party refers to any use of the Academy’s facilities or any group that comes to utilize our campus that is unrelated to our ongoing academic program. For example:
   • Academic Third Parties: Co-curricular activities, meetings with colleagues from other schools (e.g. Eight Schools Group), alumni events, etc., ARE related to our ongoing academic program.
   • Non-Academic Third Parties: Summer camps, weddings,  charity fundraisers, external sports or arts groups, non-for-profit organizations, or commercial groups are NOT related to our ongoing academic program.

   If you seek to sponsor an event with a non-academic third party, approval is needed from Keith Finan before committing to the event. Contact Sue Neal for more information and for the necessary documentation.

3. Do you plan to require student attendance at your event? If so, your event must be reviewed by the Curriculum Committee before it can be scheduled on the calendar.
4. Choose a time and get permission to use a room/location and call or the individual who is responsible for reserving that space (see below for contact information). You need to get their permission before you proceed.
5. Submit your request through this online request form. The calendar committee meets on Fridays.  If your event is approved, it will be posted on the calendar by the following Monday.
6. If your event is approved:
   1. Contact IT for A/V or Computer Support (helpdesk@deerfield.edu)
      
   2. Notify Security if you will have off-campus visitors or other needs (dgendron@deerfield.edu)
   3. Notify the Dining Hall two weeks in advance for catering needs (jboston@deerfield.edu)

Spaces and the People who Reserve Them

Athletic Facilities	Athletics Dept	athletics@deerfield.edu	x1430
Black Box Theater	Catriona Hynds	chynds@deerfield.edu	x1556
Caswell Library	Donna Kimball	dkimball@deerfield.edu	x1400
Choral Room	Dan Roihl	droihl@deerfield.edu	x1540
Dining Hall	Janet Boston	jboston@deerfield.edu	x1521
Ephraim Williams	Jessica Remillard	jremillard@deerfield.edu	x1584
Library	Circulation Desk	Phone calls only please	x1510
Hilson Gallery	Catriona Hynds	chynds@deerfield.edu	x1556
Large Aud	Communications	calendar@deerfield.edu	x1860
Small Aud	Communications	calendar@deerfield.edu	x1860
Memorial Lobby	Communications	calendar@deerfield.edu	x1860
College Resource Room	Joyce McCarvill	advising@deerfield.edu	x1479
Stoltzfus Room	Athletic Dept	athletics@deerfield.edu	x1430
The Koch Center (Any room, including Garonzik, Planetarium, and K213)	IT Help Desk	helpdesk@deerfield.edu	x1444