Scheduling Events: Employees

1. Check the calendar and review events that have already been scheduled. 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. If your event involves bringing a third party onto campus, Finance Office approval is required. Whether your event is is academic (school speaker, performer, sporting event, debate, symposium, etc.) or non-academic (summer camps, weddings,  charity fundraisers, external sports or arts groups), you must get approval, and a contract must be generated through the Finance Office. 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. Get permission to use the space for your event (see the list below for space contacts).
5. Submit your request through this online request form. If there is a conflict with your event, you will be notified directly.

Once 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 (Academic Year)

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

Reserving Spaces in the Summer

The IT Help Desk will be scheduling rooms/spaces between June 1 and September 1. Requests for all meeting or event spaces with the exception of the Caswell Library (contact Admissions x1400) and the Map Room (contact Jessica Remillard x1584) should be submitted to the Help Desk:

1. Contact the ITS Help Desk (x1444, helpdesk@deerfield.edu).
2. Include the date, time, approximate number of attendees, and any technology needs in your request.  This will help us in placing your meeting/event in the most appropriate space available.
3. If you have a specific place in mind, include that in your request as well.