Reservation Instructions

The Reservations website is the portal by which the use of campus facilities and space are requested by members of the Franklin and Marshall community. 

Instructions on how to use the new reservation system are posted under the Help tab on the Reservations website.

The Reservation System allows for a centralized collection and display of confirmed space reservations in one “book “even though approvals are given by 22 different Room Managers from across campus. The system allows departments and Room Managers to “control” their unique spaces by accepting or denying requests. This is a seamless process for the requester and allows our departments to provide services and resources as necessary to meet the need for space.  

There is a one-business day booking requirement to request a space on campus. If you are attempting to book a space on the same day as the request, please contact the College Reservationist at 717-358-4426 for assistance.

Three commonly used reservation processes are presented in video tutorials as well as simple text:

1.     Search for Space Availability

  • Go to the Reservations website and log in with your F&M NetID credentials
  • Go to View and select Space Availability
  • A window showing all spaces for the current date will open as the default with the time of day listed horizontally across the top
  • To go to a specific date/building, click on Filter in the top right
  • Click on the calendar icon beside Date and select the date that you wish to view by browsing through the calendar month by month
  • Under the Facilities drop down menu you can choose to view the reservations in one building at a time
  • After selecting the desired date and building, click Apply to view the results or click Save to set this building up as your default view

2.     Making a Reservation

  • Go to the Reservations website and log in with your F&M NetID credentials.
  • Click on Reservations and select eithers Campus Space, Van Reservations, and Guest House Reservations depending on the type of reservation
  • Select the date (use Recurrence if multiple dates)
  • Select the time (note: must be at least 24 hours prior to the event or you will get an error message)
  • Choose the facility/building that your room is located in (UnderFacilities)
  • Enter the attendance for your event
  • Select the appropriate set-up type for your event
  • Optional: Under Availability Filters you can select different room features
  • After entering all necessary information, click Find Space
  • Now, all the available spaces will show up, depending on the criteria that you filtered by, and click on the green plus sign to add a room(s) for your event
  • In the next section, you will need to fill out more detailed information about your event
  • Fill out the required fields – Event Name, Event Type, Group (search for the group your are making the reservation for by clicking on the magnifying glass), and Contact information
  • Event Description is only necessary if you plan to have your event listed on Master Calendar
  • Then fill out the next few questions relative to your event (all required)
  • If you require any additional needs enter select the categories listed below the required information (some rooms allow you to select tech equipment, F&O setup needs, network access, etc.)
  • After making sure you have all of the necessary criteria entered for your event, click on the Submit button
  • You will then receive a summary email confirming that your request has been submitted – wait for a confirmation/denied email from the person viewing requests for your specific room

3.     Room Search

  • Go to the Reservations website and log in using your F&M NetID credentials
  • Click on Reservations and select eithers Campus Space, Van Reservations, and Guest House Reservations depending on the type of reservation
  • Select the date (use Recurrence if multiple dates)
  • Select the time (note: must be at least 24 hours prior to the event or you will get an error message)
  • For facilities – leave all selected to browse for any available rooms on campus that meet your requirements
  • Enter the attendance for your event
  • Select the appropriate set-up type for your event
  • Select the desired type of room for your event (this may be the same or similar to the setup type that has already been selected
  • Under Availability Filters you can select different features that will already be included in the space for your event
  • Please note that the more features you select, the less available rooms you will see listed. Keep this information as general as possible to view a larger selection of available rooms
  • After entering all necessary information, click Find Space
  • Now, all the available spaces will show up, depending on the criteria that you filtered, and click on the green plus sign to add a room(s) for your event
  • In the next section, you will need to fill out more detailed information about your event
  • Fill out the required fields – Event Name, Event Type, Group (search for the group your are making the reservation for by clicking on the magnifying glass), and contact information
  • Event Description is only necessary if you plan to have your event listed on Master Calendar
  • Then fill out the next few questions relative to your event (all required)
  • If you require any additional needs, you can check any of the categories listed below (some rooms allow you to select tech equipment, F&O setup needs, network access, etc.)
  • After making sure you have all the necessary criteria entered for your event, click on the Submit button
  • You will then receive a summary email confirming that your request has been submitted – wait for a confirmation/denied email from the person viewing requests for your specific room

Room Use Guidelines

Please submit your reservation 1  business day  in advance. Reservations that are not submitted 1 business day in advance may not be honored. We do not check reservations throughout the weekend.

Our office operates Monday-Friday 9am-4pm.

Reminder:  Auxiliary Services  can only schedule F&M college spaces for F&M Student Organizations, F&M Administrative Offices or F&M Departments.

Not part of the F&M Community?

If you or your organization are interested in reserving a space at F&M and you are not part of the F&M community, please contact the Associate Director for External Events and Marketing, Stacy Thornwall-Rogers at 717.358.4747. For everyone else, please continue reading.

The following spaces are reservable and administered through the Reservations website.

Steinman College Center:
  • Atrium or individual spaces in the Atrium used for Information Tables: East Lobby, West Lobby, Pandini's Wall
  • Armstrong Room (seats 22)
  • Grundy Room (seats 8)
  • Huth Room (seats 12)
  • Booth Ferris (North seats 120 and South seats 75)
  • East Patio (facing College Ave) and West Patio (facing Hartman Green)
  • Rothman Mall, outside of mailroom
Classroom Buildings:
  • Stager
  • Keiper
  • Kauffman
  • Hackman
  • Life Sciences
  • Harris
Other Buildings:
  • Roschel Theatre
  • Barshinger Concert Hall
  • Guest House Bedrooms
  • Joseph International Center
  • Klehr Center for Jewish Life
  • Wohlsen Center
  • Writer's House
Outdoor Spaces:
  • Hartman Green
  • Residential Quad
  • Spalding Plaza
Athletic Spaces:
  • Alumni Sports & Fitness Center, Mayser Center and Outdoor Athletic Areas 
College Vans
  • 12 Passenger Vans
  • 7 Passenger Vans
  • Sedans
  • 15 Passenger Vans (only available if hiring a college employed driver)

The following spaces are NOT administered through Auxiliary Services.

Please contact individuals listed to reserve the below spaces. 

Dining Services Spaces:
  • Ben Franklin Dining Halls and Ben Franklin Catering Suite - Janet Szcsesny (catering@fandm.edu)
Women's Center:
  • Approval from the Director of the Women's Center is required (717.291.3956).
College Houses
  • Bonchek - Contact Beth Proffitt (julia.proffitt@fandm.edu)
  • Brooks - Contact Roger Godin (roger.godin@fandm.edu)
  • New College House - Contact Suzanna Richter (srichter@fandm.edu)
  • Ware - Contact Amy Moreno (amy.moreno@fandm.edu)
  • Weis - Contact Kate Snider (ksnider@fandm.edu)

 

Information for the Reservations Website

In order to reserve a room for an event on campus, please note:

  • Reservations MUST be submitted at least 1 business day in advance or request may be denied.
  • Requests are reviewed Monday - Friday from 9:00AM to 4:00PM
  • Allow a minimum of 1 business day for review and acceptance of your request.
  • Franklin & Marshall NetID credentials are required to log in to the Room Reservation Form

Questions should be directed to the College Reservationist via email at reservations@fandm.edu or by calling 717.358.4730.

While off campus, requests must be submitted through the Reservations website while connected the the VPN network.

If your event is being held in the Barshinger Center, please contact Mark Miskinis at 717.291.3901 for set-up or equipment requirements. Due to the complexity of staging events in the Barshinger Center and the staffing needed for such events, reservations for the use of this space need to be made no less than two weeks in advance.

If your event is being held in the Steinman College Center, please contact Lucy Gillichbauer at 717.358.4492 for set-up and equipment requirements.

Please note:  the Reservations system requires Franklin & Marshall NetID credentials to log in.

 

Event Type Definitions 

While requesting a room, you will be asked to select an Event Type for your reservation. Selecting the appropriate Event Type is important, because this category is used when connecting the Reservations website to Master Calendar. See below for some general guidelines and definitions for the current event categories:

  • College Vehicle - Applies to all reservation requests for college van usage
  • Concerts and Recitals - A public musical performance
  • Dance Performance - A public dance performance
  • Discussion - A student or faculty event (or conversation) in which ideas are exchanged or debated about a certain topic
  • Exhibit         - A public display in an art gallery, museum, research fair, or information session
  • Festival - A celebratory event or function that celebrates some unique aspect of a community or religion
  • Film - Applies to film viewings for academic classes, guest lectures, faculty events, student organizations, or public events
  • Fundraising/Ticket Sales - Specific to student groups who are advertising events or collecting money - fundraisers, ticket sales, registrations, etc
  • Gathering - An informal assembly held for a specific purpose or event
  • Information Table - Tabling for student groups in the Steinmen College Center
  • Lecture/Presentation - An educational or informational talk to an audience about a specific topic
  • Meal - A planned group/department dining event
  • Meeting - An assembly of people for a discussion, conversation, planning events, or entertainment
  • Reading - An occasion in which literature is read to an audience
  • Reception - A formal social occasion held to welcome someone or celebrate an event
  • Recreation - An activity done for enjoyment at outdoor campus locations
  • Rehearsal - A practice of a theatrical or musical work for a later public performance
  • Religious - Any event planned for a religious celebration, discussion, or worship
  • Sleeping Accommodations - Applies to all guest house reservations
  • Theater Performance - A public dramatic or musical performance
  • Tutoring/Study Session - Any event in which an instructor assists students with a particular subject or when a group of students gather to discuss an academic subject
  • Workshop - Applies to training-type situations or when a group of people engage in a discussion or activity for a particular project or topic


Making a Reservation Video

How to Reserve a Specific Room or Space 

Specific-Room

Search for Space Availability Video

Space-Availability

Room Search Video

Room-search