Considerations for Internal Events
Acadia hosts many student, academic, and program-driven events each year. You can book campus facilities and spaces, at no cost, by contacting the Reservations Office or by completing our online booking form.
If your event/booking requires services beyond the space itself, before completing the online booking form, event organizers should consider the following planning details, to ensure a smooth and positive process:
- Is your event in line with Acadia’s core values?
- Did you provide enough planning-lead time to properly schedule your event? Our standard is a minimum of three weeks for a facility booking, and six weeks for events that require multiple services. It may not be possible to accommodate your event, and plan properly, if these standards are not met.
- Do you need access to the space prior to the start of the event, and time for load-out?
- What is the anticipated attendance of your event?
- Are you informed in all the spaces available to book across campus, to ensure you are booking space that best suits your event needs? If not, please reach out to our Reservations Assistant for guidance.
- Do you have alternative dates in the case of a facility booking conflict?
- Do you require room set-up, and if so, have you developed a seating/site plan?
- Does your event require catering services? If so, visit Acadia Catering to learn about options and costs.
- Have you developed a security/safety plan for your event? If not, and you need support, contact us for guidance.
- Does your event require dedicated parking/a parking team?
- Does your event require a secure WIFI/wired connection?
- What other IT services are required for your event?
- Does your event require audio-visual services?
- Do your event attendees require on site accommodations? (May – Aug only)
- Is your event ticketed? If so, have you reviewed our box office policy/fee structure?
- Do you have a budget for your event?
- Do you have an event contingency plan?
