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 through a collective process that considers:

• 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 through the portal does not guarantee approval, but it ensures each proposal receives equitable consideration within the broader season planning framework.

We encourage applicants to think creatively and to 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, place projects thoughtfully within the calendar, and determine how best to support the work. Early clarity allows projects to move forward more smoothly and equitably, while ensuring our spaces, staff, and resources are cared for across the academic year.

Many successful projects are refined through conversation, but those conversations are most productive when proposals begin with a clear and well-defined scope. BAI staff are available throughout the process to answer questions and help applicants think through details in advance of submission.

April 1 – June 30
Portal Open
The Space Request Portal is open for submissions from Arts Faculty and Student Association Organizations for the upcoming academic year during this window.

The Spring application cycle closes after June 30.  Any proposals submitted after June 30 will be considered in the next application cycle (September–October).

July 6 – July 16
Proposal Review
BAI reviews submitted proposals to tentatively identify calendar placement.

July 17 – July 23
Calendar Placement & Notifications
Following internal review applicants will be notified of their accepted status. Projects moving to the approval stage will receive a preliminary calendar hold.

July 24 – August 24
Agreements & Confirmation
Accepted applicants will meet with BAI staff to finalize scope, logistics, and support needs.
Projects are considered fully approved once a Project Agreement is signed. At that point, calendar holds are confirmed and secured.

A: Thank you for your understanding and patience as we work to support a thriving arts community at Brown. To help us manage demand more transparently and equitably, all requests for the upcoming academic year are submitted through the BAI Space Request Portal. The portal creates shared context across applicants and allows our programming and production teams to review requests together—balancing calendar capacity, space configurations, and the resources required to support each project well.

During the first spring application cycle ion the spring, we review Space Request Portal submissions for the following academic year in this order:

1. Faculty representing the Brown Arts Departments (Africana Studies / Rites and Reason Theatre, History of Art and Architecture, Literary Arts, Modern Culture and Media, Music, Theatre Arts and Performance Studies, Visual Arts)
2. Student Association Organizations (SAOs) working in the arts.

During the second application cycle in the fall, we review requests from all other campus constituencies and individual student requests.

All applications are scored using our rubric.

A: The space request form will be available to Arts Department faculty and the Student Activities Office for projects proposed for the 2026–27 academic year from April 1 through June 30.

The form will open to students, faculty, and other campus departments for projects proposed for the 2026–27 academic year from September 14 to October 19, 2026.

Please submit your request during the designated submission window for your respective category.

A: The Brown Arts Institute Space Application is the primary request form and the one you should use for events you hope to execute within the next calendar year. It allows you to request the following spaces:

• The Granoff Center for the Creative Arts
  • Atrium Gallery
  • Englander Studio
  • Fishman Studio
  • Kooper Studio
  • Martinos Auditorium
• The Lindemann Center for the Performing Arts
  • Movement Lab
  • Performance Lab
  • William Riley Hall
  • Nelson Atwater Lobby

The Main Hall Proposal Form is only for those with large-scale, ambitious project proposals, planned a minimum of two years in advance and in close collaboration and producorial oversight of BAI.

A: In order to best serve the classes that take place in BAI spaces, we do not consider space requests for events happening during shopping period or reading week/finals each semester.  Additionally due to the nature of the spaces and the academic calendar, we are “dark” during July and August. This means we are closed to the public and do not have any programming during this time. This “dark” period is an opportunity to perform crucial maintenance on the systems and spaces within the Granoff and Lindemann Centers, so that we can best support programs throughout the rest of the academic year.

A: To keep events consistent for our audiences and staff, we employ standard "house times," or standard start times for types of events. Lectures should have a 5:30pm start time; performances and screenings a 7:00pm start time; matinees at 2:00pm. BAI venues are dark on Sundays.  Some exceptions may be granted to house times in rare circumstances, at the discretion of the administration.

A: All requests are reviewed and scored using our rubric (LINK), and then considered in comparison to other submissions in the same cycle, alongside overall calendar and staffing capacity.

In practice, this means a request may be declined if:

• The timeline isn’t realistic for planning and production support within the semester schedule.
• The proposal’s scope or goals aren’t clear enough yet to be evaluated and placed with confidence.
• The request requires production/technical resources (staffing, AV, ticketing, front-of-house, audience management, labor hours) that we can’t support at the level the project needs, especially when multiple projects cluster in the same period.
• The project’s complexity and load is higher than other proposals competing for the same limited dates and resources.
• Other projects in the cycle score higher overall on the rubric and are a stronger fit for the available calendar slots and support capacity.

Because we’re balancing many strong proposals at once, a “no” isn’t always a reflection on the value of the idea - it often reflects the reality of relative demand and capacity in that particular window. 

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, students 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.)
5. All staffing or support needs
6. Any additional setup requirements

Incomplete requests will not be reviewed.
(**We may need to update the Space request form for this type of submission and have a new form.)

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.