Applicants are asked to provide a clear overview of their proposed project, including:

• The project’s goals and artistic or academic context
• Intended audience and form of engagement
• Preferred dates and flexibility
• Space needs and anticipated production scope

This information allows BAI’s programming and production teams to review requests holistically, identify potential synergies, and plan the year with intention.

Requests are reviewed collectively, considering:

• Calendar capacity and institutional markers
• Space availability
• Production complexity and staffing needs
• Alignment with BAI’s mission and campus priorities

Following initial review, select projects will be invited into a scoping conversation to refine details, confirm feasibility, and explore next steps. Submission does not guarantee approval, but ensures each proposal receives equitable consideration within the broader season planning framework. 

Provide as much detail as possible at the time of submission. Clear information about goals, format, timing, audience, and production needs helps us assess feasibility and place projects thoughtfully within the calendar. BAI staff are available throughout the process to answer questions and help applicants think through details in advance of submission.

April 1 – June 1
Portal Open
The Space Request Portal is open for submissions from arts faculty / staff / graduate students and UCS-recognized organizations. Proposals submitted after June 30 will be considered in the September–October cycle.

June 1 - 12
Proposal Review
BAI reviews submitted proposals to tentatively identify calendar placement.

June 15 - 19
Calendar Placement & Notifications
Applicants are notified of their status. Projects moving to the approval stage receive a preliminary calendar hold.

June 22 - July 22
Agreements & Confirmation
Accepted applicants meet with BAI staff to finalize scope, logistics, and support needs. Projects are considered fully approved once a Project Agreement is signed, at which point calendar holds are confirmed and secured.

A: All applications are scored using our rubric, and yes, there's a hierarchy. All requests come through the BAI Space Request Portal, which gives our programming and production teams a shared view of what's being proposed so we can make decisions collectively rather than on a first-come, first-served basis.

During the first application cycle (April 1 through June 1), we review submissions from arts department faculty / staff / graduate students and UCS-recognized groups working in the arts along with a limited number of projects developed in collaboration with BAI. Arts department faculty include those representing Africana Studies / Rites and Reason Theatre, History of Art and Architecture, Literary Arts, Modern Culture and Media, Music, Theatre Arts and Performance Studies, and Visual Arts. The spring cycle is designed to give them first access to the calendar.

During the second cycle (September 14 through October 19), we review requests from all other campus constituencies.

A: Arts department faculty / staff / graduate students and UCS-recognized arts organizations should submit during the first cycle, which runs April 1 through June 1, 2026. Individual students and faculty or staff from other departments may submit during either window, however, those submissions are reviewed during the second cycle, September 14 through October 19, 2026

A: For most projects, use the BAI Space Application Portal. This is the primary form for requesting space in the Granoff Center for the Creative Arts (Fribourg Family Atrium, Englander Studio, Fishman Studio, Kooper Studio, Martinos Auditorium) and The Lindemann Center for the Performing Arts (Movement Lab, Performance Lab, William Riley Hall, Nelson Atwater Lobby).

The Main Hall Proposal Form is for large-scale projects planned a minimum of two years in advance, developed in close collaboration with BAI's production team. 

A: We don't consider space requests for events during shopping period or reading week/finals each semester, so that classes using BAI spaces aren't competing with public programming during those high-demand periods. BAI spaces are also dark during July and August, meaning they're closed to public programming while staff perform maintenance and safety checks on the systems and facilities in the Granoff and Lindemann Centers. This scheduled maintenance period is what makes it possible to support the rest of the academic year.

A: House times are standard start times we use across event types to keep things predictable for audiences and manageable for staff. Lectures start at 5:30pm, performances and screenings at 7:00pm, and matinees at 2:00pm. BAI venues are dark on Sundays and holidays. Exceptions are rare and granted at the discretion of BAI administration.

A: All requests are reviewed and scored using our rubric, then considered alongside other submissions in the same cycle and overall calendar and staffing capacity. A denial can happen for a few reasons: the timeline isn't realistic for planning and production support within the semester schedule; the proposal's scope or goals aren't clear enough to evaluate and place with confidence; or the project requires production and technical resources (staffing, AV, ticketing, front-of-house, labor hours) that we can't adequately support, especially when multiple projects cluster in the same period. Sometimes a request is declined simply because other projects in the cycle scored higher and were a stronger fit for the available slots.

A "no" isn't a reflection on the value of the idea. Often it reflects the reality of demand and capacity in that particular window. If your request was denied and you want to understand why or talk through a resubmission, reach out to us directly.

BAI recognizes that people may occasionally need space on short notice. While we encourage everyone to submit requests during the standard application windows, last-minute space requests may be accepted when possible and will be processed under the following policy:

1. First-Come, First-Served Processing
Last-minute requests are reviewed strictly in the order they are received. Space availability is not guaranteed, and priority will be given to proposals submitted on time during the regular application cycle.

2. Complete Information Required Upfront
To be eligible for consideration, applicants must provide all required project details at the time of submission, including:

1. Must be at least two weeks in advance.
2. Exact number of days and times requested
3. A clear and final project description
4. All technical needs. (Only in-room tech will be provided, which includes the Crestron System and basic room lighting pane.)
5. All staffing or support needs
6. Any additional setup requirements

Incomplete requests will not be reviewed.

3. No Flexibility on Scope or Support
Because these requests fall outside the standard planning process, BAI cannot offer flexibility, negotiation, or expansion of scope once a space is allocated.

Projects must remain exactly as submitted, with no additional technical support, equipment, or staffing beyond what is available on short notice.

4. Eligibility Window
Late requests will be considered after the scheduled events and on-time applications have been notified.

5. Project Type Requirements
Last-minute requests must fit within low-complexity parameters appropriate for short-notice scheduling. Projects requiring advanced production support, specialized equipment, or extended access cannot be accommodated through this process.

6. Approval Is Not Guaranteed
Given staffing, resource limitations, and pre-existing commitments, last-minute approval is rare. Students should always aim to plan ahead and submit during the main application cycle whenever possible. We encourage all groups to submit their requests through the campus-wide scheduling office in the event that we are unable to confirm availability in our venues, so you can explore alternative options without delay.