Policies & FAQs

Establishes university-wide priorities, requirements, and expectations for reserving and using campus spaces, including requirements for co-sponsored external events.

• Use of Campus Space Policy »

Outlines the requirements and procedures for hosting events in the Living & Learning Center’s 16th-floor event space.

• Living & Learning Center 16th Floor Event Space Policy »

Provides the review and approval process for Simmons departments and recognized student organizations seeking to co-host an event with an external organization at no cost, at discounted rates, or with University funding or cost-sharing. Requests must be submitted at least 60 calendar days before the proposed event.

If the external organization will pay full external rates for all space and services, the co-sponsored request form is not required. Send the event details and organization’s contact information to [email protected].

Please contact Conferences & Special Events for booking information tables in the Fens, University Center, or Lefavour Lobby.

Information Table Policies

• Information tables are for use by Faculty, Staff and recognized Student Organizations only.
• Tables are provided with 2 chairs; please do not move tables or chairs.
• Food giveaways are not permitted in the Fens Lobby when a bake sale is occurring.
• Information Tables cannot be booked more than two times per week to allow for other groups to have an equal opportunity to advertise. Exceptions may be made based on availability and need.

• Signage advertising your meeting/event can be posted on bulletin boards, easels and digital signage.
• Signage is not permitted on walls, windows, or doors.
• Signage may only be put up two weeks prior to your event and MUST be removed within 24 hours of the conclusion of the event. Signage not taken down within 24 hours will be removed and recycled.
• Only 1 sign per event can be advertised in the 1st floor lobby of each building on the academic campus. A sign is also permitted in the Fens Lobby of the MCB.
• Easels may be requested through Conferences & Special Events at least 3 business days in advance of when you need them.

Space is at a premium at Simmons University so we recommend that you complete a request form as soon as you know what date, time, and number of attendees you expect. All classroom space can not be booked until four weeks into each semester.

Yes, if you need a room for a meeting or function on campus, you will need to submit a space request form.

All parking requests should be requested through the Parking Office. Parking in the garage is limited.

Yes, you can reserve a room for a weekend but you may incur overtime charges for housekeeping, set-up, and food. If overtime charges are involved you will be informed.

Please contact Conferences & Special Events at 617-521-2158 or [email protected] with any changes to your reservation.

Either via email or if it is within one week of the event by phone, 617-521-2158.