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Scheduling an Event
When reserving a room on campus, please be aware that The Conference Center may change your room, based on the greater need of other departments, and larger-scale events. These changes will be discussed with each planner before any changes are made.
Reservations should be made using the Bentley Reservations system: (http://ems.bentley.edu/VirtualEms/)
Please allow 24 business hours for receiving confirmation of your initial reservation request.
Once your request is approved, you will receive notification from The Conference Center, along with any follow-up instructions. When submitting your reservation request, please include as much detail as possible about your event.
The Conference Center provides services for the following. When planning your event, please pay attention to any prior approvals you may need and the timelines associated with them.
Internal Meetings — a Bentley organization wishing to use conference space on campus. Rooms can be reserved through or independently of The Conference Center simply by using the EMS software (this is typically done when there is no need for special set ups, technology or food services). There is no charge for the use of meeting rooms on campus for internal groups. As has always been the case, food and beverage services are charged to the cost center at internal catering rates. A good example of an internal meeting is Faculty Senate.
External Meetings and Conferences — a non-Bentley organization wishing to use conference space on campus. These are entirely fee-based programs, and are in many ways comparable to external groups using conference space at places such as Babson or Waltham Woods. There are standard room rates, technology fees and catering charges applied to external events.
Sponsored Meetings and Conferences — a non-Bentley organization holding a meeting on campus, hosted by a faculty or staff member at Bentley. These are typically academic or professional associations with whom the Bentley sponsor is directly linked, and the faculty or staff member hosting the event should be in attendance. Sponsored groups receive a 50-percent discount on the room rate; catering and technology services are charged at external rates. Faculty and staff wishing to sponsor an event should request approval from their divisional vice president prior to reserving the room so the discounted rate can be applied. A good example of a sponsored conference was the North Atlantic Regional Business Law Association hosted by Steve Lichtenstein.
Strategic Conferences — a strategically important conference, held on the Bentley campus, aligned with our branding strategy and marketed by the university. These are typically nationally recognized conferences, hosted by a faculty or staff member. The registration fee can be collected through Bentley or through an independent organization’s website. Strategic conferences receive a 100-percent discount on the room rate; catering and technology services are charged at external rates unless other arrangements have been made. Faculty and staff wishing to sponsor a Strategic Conference should request approval from their divisional vice president prior to reserving the room so the discounted rate(s) can be applied. Since these are typically large events spanning several days, please contact Cindy Nelson in The Conference Center at least four months prior to the desired program date to allow sufficient time for planning and registration, and to ensure the highest level of attention and service. A good example of a Strategic Conference was the Third Annual International Conference on Conscious Capitalism hosted by Raj Sosodia.
Alumni Meetings and Conferences — these events are planned through University Advancement and bring together our alumni community on campus.
Student Meetings — a Bentley student organization holding a meeting on campus. A good example here would be the Student Government Association.
Welcome to Student Reservations, your One-Stop Shop for coordinating your organization's events. We will be unveiling a new process for reserving space on campus at this year's Student Training.
If you have immediate questions or concerns, please email MCSInfo@bentley.edu.
For information on moving services click here.