The Bowker Auditorium, located in the University of Massachusetts Amherst, is a premier venue for conferences, lectures, and performances. With its state-of-the-art facilities and exceptional service, it's an ideal location for events of all sizes. In this article, we'll provide a step-by-step guide on how to book the Bowker Auditorium for conferences.
Step 1: Check Availability and Event Details
Before booking the Bowker Auditorium, it’s essential to check the availability of the venue for your desired date and time. You can visit the University of Massachusetts Amherst’s website or contact the Events Services team directly to inquire about availability. Provide the following event details: date, time, expected attendance, and event type. This information will help the Events Services team determine the best options for your conference.
Event Details to Consider
When checking availability, consider the following event details:
- Date and time of the conference
- Expected attendance and seating requirements
- Type of event (conference, lecture, performance, etc.)
- Audiovisual and technical requirements
- Catering and hospitality needs
Step 2: Review Venue Options and Pricing
Once you’ve confirmed the availability of the Bowker Auditorium, review the venue options and pricing. The auditorium offers various seating configurations, including theater-style, classroom-style, and reception-style. The Events Services team will provide you with a customized quote based on your event details. Be sure to ask about any additional fees, such as audiovisual equipment rental, catering, and parking.
| Venue Option | Capacity | Pricing |
|---|---|---|
| Theater-style seating | 700 | $1,500 - $3,000 |
| Classroom-style seating | 400 | $1,000 - $2,000 |
| Reception-style seating | 200 | $500 - $1,500 |
Step 3: Submit a Booking Request
Once you’ve selected your venue option and reviewed the pricing, submit a booking request to the Events Services team. You can do this by filling out the online booking form or by contacting the team directly via phone or email. Be sure to provide all required information, including:
- Event details (date, time, attendance, etc.)
- Contact information (name, email, phone number)
- Payment information (credit card, invoice, etc.)
Booking Request Tips
When submitting a booking request, keep the following tips in mind:
- Be sure to review and agree to the terms and conditions of the booking agreement
- Provide a clear and concise description of your event
- Include any specific requests or requirements (audiovisual, catering, etc.)
Step 4: Review and Sign the Booking Agreement
After submitting your booking request, the Events Services team will review your information and send a booking agreement for your review and signature. The agreement will outline the terms and conditions of your event, including the venue rental fee, audiovisual and technical requirements, and catering and hospitality arrangements. Be sure to carefully review the agreement and ask any questions before signing.
Booking Agreement Details
The booking agreement will include the following details:
- Venue rental fee and payment terms
- Audiovisual and technical requirements
- Catering and hospitality arrangements
- Event schedule and timeline
- Cancellation and refund policies
Step 5: Plan and Coordinate Your Event
Once you’ve signed the booking agreement, it’s time to start planning and coordinating your event. The Events Services team will work closely with you to ensure a successful and stress-free experience. They will provide guidance on audiovisual and technical requirements, catering and hospitality arrangements, and event logistics.
Event Planning Tips
When planning your event, keep the following tips in mind:
- Create a detailed event timeline and schedule
- Coordinate with speakers, performers, and vendors
- Plan for event marketing and promotion
- Arrange for event staff and volunteers
What is the cancellation policy for the Bowker Auditorium?
+The cancellation policy for the Bowker Auditorium varies depending on the event type and notice period. Please review the booking agreement for specific details on cancellation and refund policies.
Can I bring my own audiovisual equipment to the Bowker Auditorium?
+No, the Bowker Auditorium has a preferred audiovisual vendor that provides equipment and technical support for events. Please contact the Events Services team for more information on audiovisual requirements and options.
Is catering available at the Bowker Auditorium?
+Yes, catering is available at the Bowker Auditorium. The Events Services team can provide recommendations for catering vendors and arrange for hospitality services, including food, beverage, and refreshments.
By following these steps and tips, you can ensure a successful and stress-free experience when booking the Bowker Auditorium for your conference. The Events Services team is dedicated to providing exceptional service and support to ensure that your event is a success.
