Non-Class Event Request Process

Spring 2021 Non-academic Event Approval Process

The University is currently faced with a challenge to plan events, programs and meetings at safe and socially distant levels. Given the current circumstances, and for the safety of our campus community, all non-academic, student-facing events, programs and meetings for spring 2021 will be funneled for approval through B-Engaged and B There. The specifics of the process are outlined below.

Find a list of rooms available to reserve:

In addition, to ensure both on- and off-campus students have spaces where they can study, take an online class or simply relax, a list of these non-reservable study and online learning spaces is available online:

Virtual Event Requests

  1. To ensure timely approval, it is recommended a requester add their event to B-Engaged a minimum of one week prior to the start of the event.
  2. B-Engaged Approval Process:
    1. A requester will be required to complete a form in B-Engaged with appropriate event information, such as the link to their virtual meeting, tagging the event ‘Virtual’ and more. Requesters will also be required to abide by, and monitor, event safety protocols. You can log into B-Engaged now to get started.

In-Person Event Requests

  1. All non-academic in person events need to first be submitted and approved through B-Engaged. To ensure timely approval, it is recommended a requester add their event to B-Engaged a minimum of one week prior to the start of the event.
  2. B-Engaged Approval Process:
    1. A requester will be required to complete a form in B-Engaged with appropriate event information, such as the expected number of attendees, anticipated event location, link to their virtual meeting for remote attendees, tagging the event ‘In-Person’ and more. Requesters will also be required to confirm they will abide by, and monitor, event safety protocols. You can log into B-Engaged now to get started.
      1. Binghamton University department meetings do not need to be submitted through B-Engaged. These meetings must be submitted directly through B There with a title identifying them as a staff, department or internal meeting.
    2. Once the event is approved in B-Engaged, the requester will receive an approval notification and then must submit a space request in B-There for the desired location.
  3. To ensure access to the space, it is recommended a requester submit their request in B There a minimum of three days prior to the start of the event.
  4. B-There Approval Process:
    1. Will be required after an in-person event is approved in B-Engaged and before an event can commence.
    2. The office that approves the B There request will also receive the B-Engaged approval in order to process the B There request. Criteria must be met, including: abiding by newly established room capacity limits, a max duration of three hours, a need for the event to be in-person and more. Requesters will also be required to confirm they will abide by, and monitor, event safety protocols. You can log into B There now to get started.
    3. Requests that do not meet the above criteria or fail to agree to monitor safety protocols will be denied:
      1. A requester whose events get denied have the following options:
        1. Find a new date/time for the event or make the event completely virtual.
        2. A requester will be responsible for updating their event information in B-Engaged.
    4. Once the event is approved, to move forward, the approver of the B-There request will contact the requesting group to discuss the event details before a final confirmation is sent out to the requester and building administrator for the requested location. Requesters will be contacted directly to discuss plans to comply with safety measures and other event details. 
    5. Once space is approved, the requester can enter the approved University location to B-Engaged event and re-submit the event for approval (except for departmental meetings). Once approved, subsequent promotion and marketing of the event can begin.
      1. Social distance monitors will be available upon request for all in-person events, subject to Anderson Center cost. An organization’s business account would be required. 
      2. All walk-in event attendees will be required to input their information into a B-Engaged Check-in Kiosk for contact tracing purposes.