Boston College recently upgraded its room reservation system, which is now available online to the BC community. The new system displays up-to-the-minute room availability to provide flexibility in booking future events.
Click here to access the new Space Reservation System. (First-time users, please see instructions below before accessing the system.)
As of February 2, 2009, classroom requests cannot be accepted but will be made available soon.
How to Reserve Space
Step 1: Create a User Profile
After logging in to the system through the BC portal, you will be asked to create a user profile. The form takes approximately 30-45 seconds to complete and only needs to be completed once. If you will be booking space for only one student organization, you may want to enter the chart string (the club's BC budget number) at this point so that it will automatically appear on all future room requests. Please see Step 3 for details.
Step 2: Search for Venue Availability
After creating your user profile, you will be taken to the Venue Availability search screen. The search screens will find all available rooms for the date/time you request based on the expected attendance and type of event. Because the system searches and offers only available rooms, please do not provide a second or third choice with each request. The space you select is available and should be approved provided that your event meets the criteria for the space that you have requested.
Step 3: Complete Your Event Request
After selecting your space, you will be asked provide a title and a brief description of your event. You must then complete a final page which asks for the chart string (the club's BC budget number), type of event, attendees, and anticipated services. These fields are required and must be completed at the time the space request is made. Any requests submitted without a chart string or the other information fields will be automatically denied.
A chart string is composed of the following fields:
- Dept ID (6 digits)
- Fund Code (3 digits)
- Fund Source (5 digits)
- Program (5 digits)
- Function (3 digits)
- Property (5 digits)
- Account: Always 67500 (Meetings & Meals). This account code should be used only for the room reservation system.
Student organizations should obtain their chart string from the club treasurer or president. Treasurers or presidents who do not know the club chart string should contact the Student Affairs Business Service Center, Campanella Way #251, club.budget@bc.edu.
Step 4: Approval Process
You will receive two emails from the room reservation system. The first email is an automated confirmation that your request has been received, and your request will next be reviewed by the space owner.
Student organizations will then have their requests reviewed by the Student Programs Office (SPO) and/or an advising dean. The second email will be from SPO within 2-3 business days of submitting your request and will be one of the following:
- Booking Request Confirmation: Your space has been reserved. It is recommended that you print this email and bring it with you to the event, because it is the only confirmation of your reserved space.
- Booking Request Needs Dean Approval: Your space has been reserved, but you must meet with your advising dean to make arrangements for the program. Do not make any arrangements for your event or publicize it until you have met with your advising dean.
- Student Booking Request Incomplete: Your space was denied because insufficient information was provided in the original request. You must resubmit your request.
- Booking Request Denied: The space was denied.
If you have questions, please contact Amanda White, Student Programs Assistant in the Student Programs Office, at amanda.white.2@bc.edu. You can also contact your SPO advising dean.
Step 5: Cancel a Space
If you no longer need a reserved space, please email Amanda White at amanda.white.2@bc.edu or your SPO advising dean with the date, time, room, and event ID, and ask them to cancel the space.