Reservations

Students, faculty, staff, departments, or other University-sponsored groups and organizations can reserve space on campus for meetings and events. External groups may also rent and utilize space on campus throughout the year depending on availability.

Students

Student clubs and organizations who are active members of the Council of Student Organizations (COSO) may reserve space on campus for meetings, programs, and events.

  • Meeting Reservation: Students can either stop by BCC 212 or call (203) 254-4000, ext. 2377 to request space for a club or organization meeting
  • Event Reservation: To reserve space for a program or event, student organizations should fill out the Event Registration Form, which can be found on the COSO website

Faculty/Staff

Members of the University community can reserve space by contacting the Office of Conference & Event Management at (203) 254-4000, ext. 2377.

External Groups and Organizations

Please contact the Office of Conference & Event Management at (203) 254-4000, ext. 2376 to learn more about the many rental options available at Fairfield University.

General Guidelines for Space Reservations

Event Space Overview

Purpose

The primary purpose of venue usage at Fairfield University is to serve the University's academic and operational events. Venues are inclusive of but not limited to: classrooms, meeting rooms, auditoriums, outdoor areas, banquet facilities, residence halls, and common spaces.

Events are scheduled in keeping with the University's mission as a Jesuit coeducational institution of higher learning focused on the creative intellectual potential of its students and fostering a sense of social responsibility. The primary focus of events at Fairfield University is directed toward its students, faculty, and staff. Fairfield University requires reimbursement for all direct costs incurred for venue use. Direct expenses include, but are not limited to, set-up/break-down expenses, costs incurred as a result of occupancy beyond regular hours, audio-visual requirements, custodial, personnel required to service an event, special equipment, Public Safety, parking, and technical support.

Use of Facilities

The use of University venues for scheduled academic instructional and research purposes, and athletic events and practices take precedence over all other uses of such space.

University organizations, departments, or individuals are not permitted to negotiate the use of University facilities or services with external organizations except in coordination with the Office of Conference and Event Management.

Who Can Plan an Event?

User Categories

The Office of Conference and Event Management works with the following user groups when planning events, determining how the event is designated for pricing and programmatic purposes:

A. Registered Student Organizations:

Any registered student organization at Fairfield University that has completed all requirements for recognition by the Council of Student Organizations (COSO) may reserve space for meetings, events, or conferences.

Events in this category are exempt from event-related rental fees but are subject to direct event expenses, including work orders, catering, security, staff overtime, or special equipment-related costs.

B. Department:

Any recognized University department or committee may reserve space for meetings, conferences, and events. Events in this category are planned and produced primarily for members of the Fairfield University community. Department events include: athletics, faculty/staff development, commencement, open houses, etc. Events in this designation are conceived, created, operated, and paid for by a Fairfield University operating budget.

Events in this category are exempt from event-related rental fees but are subject to all other event related expenses.

C. Affiliated/University Co-Sponsored:

A non-university organization with a recognized relationship with the University or with a University department, not an individual employee. Such events may include academic programs, conferences, retreats and/or meetings involving two entities: a Fairfield University entity (academic department, administrative unit, approved student organization) and an outside organization such as a professional association in which the University holds membership or maintains a relationship that directly benefits the University community or community-based organization. In general, Fairfield University Co-Sponsored events involve a contractual arrangement with the University. The co-sponsoring university department is considered the primary owner of the event.

Events in this category are assessed discounted fees for venue rental only (all direct fees are the responsibility of the User). Additional fees may include catering, security, staff overtime, and special event-related costs. The partnering outside organization is required to sign a facility usage agreement with the Office of Conference and Event Management outlining the terms of use and will provide proof of liability insurance as outlined in the terms of the facility usage agreement.

The following criteria must be met in order for an event to be considered an Affiliated/Co-Sponsored event:

  • The outside organization may not have any revenue-generating interest in the partnership/co-sponsorship; if so, then the non-affiliated/external event rate will apply.
  • The appropriate University officer with the authority to commit the department's financial resources will authorize the event in writing to the Office of Conference & Event Management (e-mail is acceptable). For events paid for by the outside organization, the non-affiliated/external event rate will apply.
  • A member of The University's academic or administrative unit will be designated as the "University Host" who will be responsible for:
    • Liaising with the Office of Conference & Event Management to coordinate the event and organizing all event-related reservations and paperwork
    • Attending the event in its entirety to ensure it is conducted in accordance with University policies and safe/proper use of facilities. Failure to attend the program by the University Host may prohibit the approval of future scheduling privileges.

D. Non-Affiliated/External Events: Not-for-Profit Organizations

An outside group or organization that does not have a recognized relationship with a University department, but is requesting use for a not-for-profit event. These include events organized by not-for-profit individuals, groups, businesses, or organizations.

Events that fall in this category are assessed discounted fees for venue rental only (all direct fees are the responsibility of the User). These events require a contractual arrangement with Fairfield University. Sponsors must show proof of not-for-profit status when booking the event. Additionally, the University requires proof of general liability insurance prior to the event. If alcoholic beverages are to be served, an additional liquor liability policy is required. All proof of insurance must be filed with the Office of Conference & Event Management a minimum of 10 business days prior to the event.

The following criteria must be met in order for an event to be considered an Affiliated/Co-Sponsored event:

  • The outside organization does not have any revenue-generating interest in the event or conference; if so, then the regular non-affiliated/external event rate will apply.
  • The outside organization is a recognized not-for-profit company or business

E. Non-affiliated/External Events: Other

An outside group or organization that does not have a recognized relationship with a University department. These are events organized by individuals, groups, businesses, or organizations not affiliated with the organizational structure of Fairfield University. Examples include: weddings, receptions, corporate meetings and events, seminars, conferences, and social activities.

Events in this category are responsible for full event-related fees including facility rental, staff overtime, catering, security, special event-related costs, and administrative fees. Non-Affiliated/External Events require a contractual arrangement with Fairfield University. Additionally, the University requires proof of general liability insurance prior to the event. If alcoholic beverages are to be served, an additional liquor liability policy will be required.  All proof of insurance must be filed with the Office of Conference & Event Management a minimum of 10 business days prior to the event.

How to Reserve Space

Students

Student clubs and organizations who are active members of the Council of Student Organizations (COSO) may reserve space on campus for meetings, events and/or conferences.

Meeting Requests

Students interested in reserving space for a student organization meeting may do so either by visiting the Office of Conference & Event Management, located in room 212 of the John A. Barone Campus Center or by calling (203) 254-4000, ext. 2377.

If the meeting will have any of the following, it is considered an event or conference and should follow the Event Request Guidelines below.

  • The meeting will be open to the public or to the greater Fairfield community
  • Outside speakers or special presentations will be made
  • Special set-ups are required
  • Food and/or beverage will be served 

Violators of these policies will be subject to sanctions, which may include loss of reservation privileges.

Event Requests

Registered student clubs and organizations hosting an event must submit an event registration form which can be found on the COSO website. The event registration form requires signature authorization by the club adviser prior to submission to The Office of Conference and Event Management. The event registration form must be registered no later than 14 days prior to the event date.

The Office of Conference & Event Management will reserve the space or suggest alternative locations if the requested space is not available. The Office of Conference & Event Management will also review this form for logistics and operations needs and submit the necessary work orders for set-up as needed. If further information regarding logistics or arrangements is required, the Office will contact the event organizer to discuss event details.

Requests are accepted on a first-come, first-serve basis. Students may reserve event spaces for the following academic year beginning on the first day of April of the current academic year.

Faculty/Staff

Faculty and staff are encouraged to consult with the Office of Conference and Event Management when reserving events. The Conference & Event Management staff can assist with scheduling appropriate locations for events, discussing work flow and room configurations, providing logistical information about parking, catering and audio-visual support, and providing an estimate of event costs or giving budget advice.

Faculty and staff reservation requests for the following academic year may be made beginning on the 15th of April of the current academic year. University staple events including Commencement, Admissions Open Houses, and Orientation can be booked even further in advance.

Meeting Requests

Faculty and staff interested in reserving meeting space for a meeting may do so by contact the Office of Conference & Event Management at (203) 254-4000, ext. 2377.

Event or Conference Requests

For events, faculty and staff are asked to first check the University calendar for an appropriate date. Be mindful of previously scheduled events. To learn about scheduled events on campus, go to the Fairfield University home page at www.fairfield.edu/ and refer to the calendar.

Once a time and date has been identified, check space availability by going to www2.fairfield.edu/campus/spaces/ from a networked computer. This site shows the availability for most reservable spaces on campus.

To reserve space on campus, other than the Quick Center, please contact The Office of Conference & Event Management at (203) 254-4000, ext. 2377 or by e-mail at jbuswell@fairfield.edu to facilitate that request. Quick Center reservations are managed directly by the Quick Center at (203) 254-4000, ext. 2980.

Once the Office of Conference and Event Management receives the event reservation request an office representative will contact the event sponsor to review the event needs and process the necessary work orders.t.

The Office of Conference & Event Management can assist with determining the following needs for events:

  • What facility or facilities would work best for the event or conference and whether these are available for the date(s) requested
  • What other events are taking place at the University during the same time, in case there might be any conflict that could affect the program (e.g., if the date requested coincides with a large, University-wide event, or is during a University holiday)
  • Whether there will be any food service needed, and if so, give proper information on ordering
  • Whether there will be any technical equipment support needed, and if so, specifically what
  • Whether there will be any parking needs for the program, and what solutions are available for the day and time the conference or event will take place

The Office of Conference & Event Management will also determine how the event is designated for pricing and programmatic purposes. Full descriptions are available in our User Categories Section above. The following categories have been created to differentiate the various types of program sponsors on campus:

- Registered Student Organizations: Any registered student organization at Fairfield University that has completed all requirements for recognition by COSO.

- Department: Any recognized University department, including a recognized university or department committee or program, may reserve space. Events falling under this category are planned primarily for members of the Fairfield University community and/or to benefit the University. Examples include: athletics events, faculty/staff development, commencement, open houses, etc. Meetings, events, and conferences under this designation should be conceived, created, operated, and have any incurred charges paid for by Fairfield University.

- Affiliated/University Co-Sponsored: An outside group or organization that has a recognized relationship with the University or with a University department, not an individual employee. These are academic programs, conferences, retreats and/or meetings involving two entities: a University entity (academic department, administrative unit, approved student organization) and an outside organization such as a professional association in which the University holds membership or maintains a relationship that directly benefits the University community or community-based organization. University Co-Sponsored events will, in general, involve a contractual arrangement with the University.

- Non-Affiliated/External Events: Not-for-Profit Organizations: An outside group or organization that does not have a recognized relationship with a University department, but is requesting use for a not-for-profit event. These are programs and activities organized by not-for-profit individuals, groups, businesses, or organizations not included in the organizational structure of the University.

- Non-affiliated/External Events: Other: An outside group or organization that does not have a recognized relationship with a University department. These are programs and activities organized by individuals, groups, businesses, or organizations not included in the organizational structure of the University. Examples include: weddings, receptions, corporate meetings and events, seminars, conferences, and social activities.

Once your event or conference confirmation is sent to you, you may request information from our Office regarding any of our policies or procedures. Common requests include:

  • Type of set-ups for the reserved space
  • Audio-visual information, such as information on the equipment and support that is available within the reserved facility
  • Parking information, including rates and locations for guest parking
  • Catering and food service information, including menus and policies
  • Public Safety or Facilities Management personnel requirements
  • Applications for alcohol permits and policies (if applicable)
  • Applications for insurance coverage (if applicable)
  • Estimated charges, and/or advice on budget preparation for the event 

Regardless of the complexity or simplicity of your program, the Office of Conference and Event Management will be there to answer questions and provide support to you during each step of your planning process.

External Groups and Organizations

Fairfield University has multiple spaces that can be rented by external groups and organizations for meetings, events, and conferences. These include meeting rooms, classrooms, mufti-purpose facilities, auditoriums, and banquet facilities.

Please contact the Office of Conference & Event Management at (203) 254-4000, ext. 2376 to learn more about the many rental options available at Fairfield University and to start planning your event today.