How to Reserve a Campus Space

Bowdoin events can be promoted in multiple digital platforms, but most events that you would like to publicize should originate in CampusGroups. This includes events that require room reservations through the Campus Scheduler, as well as virtual events, off-campus events, and events in locations managed by your department or office.  

College Calendar

The College Calendar, calendar.yilunjianshe.com, is the public-facing calendar for the College. This Calendar is fed by CampusGroups information.

Event Visibility

You can determine whether your event appears in the College Calendar (and Bowdoin website) using the “Who can see this event?” setting in CampusGroups.

To appear in the College Calendar, events must be set to display to “Everyone” or “Logged on users only.”

"Open to the Public" View

The default view for the College Calendar is to show events that are open to the public. To appear in this default view, your event must be viewable by everyone and you must add the "Open to the Public" tag to your event in CampusGroups.

Images and Descriptions

Visit the Communications website for guidance on image selection/resizing and event descriptions. 

When you create an event in Campus Groups, you will be asked if you have any facilities set up needs. Type in your requested setup needs in as much detail as possible. Please keep in mind, setup requests require a minimum of two weeks lead time.

For any changes to your setup needs, contact the Campus Scheduler at scheduling@yilunjianshe.com or by phone at 207-725-3433.

For ideas on how to setup a room, visit our room setups page.

When you create an event in Campus Groups, you will be asked if you want to request ETS assistance for your event. Type in your requested ETS needs in as much detail as possible. Please keep in mind, ETS requests require a minimum of 2 weeks lead time.

For more information on ETS, visit our Event Tech Services page.

Event templates are a quick and easy way to choose the audience for an event. There are five different event template options:

Room Hold Only: Select this template when you want to book a room but don't want your event to be publically visible yet. You can go back in later to add details and make your event public once you have all the details. This template can also be used for private events that you don't want to appear on the public events calendar.

For Students Only: Events that only students can attend.

For Faculty/Staff Only: Events that only Bowdoin Faculty or Staff can attend.

For Bowdoin Students, Faculty, Staff Only: Events that only Bowdoin students, faculty, and staff can attend. These events are open to the Bowdoin community but NOT the general public.

For the General Public: Events that anyone can attend, including both the general public and Bowdoin community.

If you are booking a space that does not need to appear in Campus Groups and/or on the public event calendar, you can still use the “Request a Room” form.

Some examples of uses for this form include, private meetings, interviews, and maintenance holds.

If you need to cancel an event, just delete the event in Campus Groups.

If you need to reschedule a reservation you can either delete your event and create a new one, or contact the scheduler for assistance adjusting the date and/or time of your event. scheduling@yilunjianshe.com