Cohen Use and Rental Information
Cohen Auditorium is available to both Tufts-affiliated and non-affiliated groups. For more information, see the section listing that most closely matches your need.
- All reservations must be made at a minimum of three weeks in advance of the first date of the intended event. Reservation requests made after the three week deadline will be denied except in special circumstances.
- Tufts organizations schedule Cohen via the Tufts Space and Resource Reservation System. If you are unable to make a reservation please contact Student Services to get registered in the system.
- Even though Cohen may appear available on a particular date it may not be so. Reservations are only assured when the requester receives a confirming email from the Cohen manager. If you make a reservation request and have not heard back in a few days please contact Cheryl Schaffer, the Cohen Scheduling and Production manager, directly.
- When making reservation requests be sure to include sufficient time set up and take down in the request. Most events that have an audience coming in require a minimum of 1 to 1-1/2 hours prior to the event for set-up, audio and light check and to allow the audience to enter prior to starting. After the event it takes about an hour to clear the audience and to take down any equipment that was used.
- For events, such as (but not limited to) University Events, Commencement, lectures and visiting guests.
- For events, such as conferences, training sessions, awards events for Tufts Service Units, including Facilities, TUPD, and Tufts Technology Services.
Reservations must be made a minimum of 3 weeks prior to the first day of the proposed event. Reservation requests will first be acknowledged with an email stating that the request has been put in Pending status. Reservations will be changed to Confirmed when the requesting organization or department has met with the Cohen Manager paperwork including an IDR. For planning and staff scheduling purposes, that meeting should take place no later than 2 weeks prior to the first date of the event.
- For classes, exams, lectures and special events.
Classes and Final Exams
All classes are scheduled through Student Services, contact firstname.lastname@example.org. There are no charges for regularly scheduled classes. For exams, any requests for the use Cohen Auditorium made directly in EMS will be wait listed and referred back to Student Services, and there is no guarantee that the requested date and time honored.
Midterms are scheduled through the EMS reservation system. Request will be Confirmed with in a few days of the request. There are no charges for exams unless a special set up and technical staffing is requested.
Lectures and Special Events
Reservations must be made a minimum of 3 weeks prior to the first day of the proposed event. Reservation requests will first be acknowledged with an email stating that the request has been put in Pending status. Reservations will be changed to Confirmed when the requesting organization or department has met with the Cohen Manager paperwork including an IDR. For planning and staff scheduling purposes that meeting should take place no later than 2 weeks prior to the first date of the event.
NOTE: Departments may not front for outside organizations. If sponsoring and outside organization the department must take an active role organizing and producing the event including making arrangements with Facilities and TUPD. If this is not possible outside organizations must contact the Conference and Events Services or Community Relations.
- For all OCL and TCU recognized clubs and organization
All student organizations must be recognized by TCU and the Office of Campus Life. Reservation requests are made via the Tufts Space and Resource Reservation System. Each organization should have one person who is authorized to use the system. Reservations must be made a minimum of 3 weeks prior to the first day of the proposed event. However for multi-day events Reservations should be made as far ahead as possible as Cohen is often heavily booked and consecutive days are difficult to find by middle of a term.
If Cohen is available during the desired period the scheduler will receive an email stating that the reservation is pending. The reservation will confirmed only after all paper work is completed and the organizations staff has attended an Events Registration meeting at least 2 weeks prior to the event. Meetings are held Friday mornings at 10am in the Campus Center to attend make arrangements with the OCL office.
Cohen Auditorium is occasional available for use on an ad hoc basis for student organizations for rehearsals or auditions that are unrelated to a scheduled performance. These events must have no other technical needs other than work lights and music playback the from the users own device. Access to Cohen for such events may be made under the following circumstances:
All organizations must be TCU recognized student organizations and reservation requests must be made via the EMS Reservation System. Requests are not confirmed until an email response is sent to the requestor stating that it is Confirmed. Reservation requests may be denied or canceled at the Cohen Managers discretion. This is strictly limited to rehearsal and similar functions.
Student organizations may rehearse in Cohen during the daytime before 6pm at no additional charge. Request must be made at least 48 hours prior to the desired date and time, and must be confirmed in advance. Requests made less that 48-hours prior will denied. Time is limited to a 2-hour block and must not interfere with scheduled classes in any way. Users must depart the theatre promptly at 6pm. No technical equipment or support is available for daytime rehearsal, and users should supply their own audio equipment.
For rehearsal scheduled 6pm or later, there is a minimum charge of $95 to cover the cost of additional staffing. Requests must be made a minimum 2 weeks in advance, and the reservation will not be confirmed until I have received a signed IDR. Time is limited to a 4 hour block or additional charges may incur the long advance is necessary in order to schedule staff to cover the event. Technical equipment and support is limited to use of the sound system via the floor pockets. Stage lighting is not available, and stage lights are not to be moved or altered.
- For non-Tufts organizations, providing that they are working through either Tufts Conference and Event Services or Community Relations office
Although Cohen auditorium is used most of the year for academic and student events there are occasional periods when the space is open for outside users. Outside organizations interested in using Cohen Auditorium must go through one of two organizations on campus that will assist them with navigating the steps necessary to put on event on campus.
Conferences serves the greater business and arts community in producing events of all sorts on campus. They make all the arrangements with the Tufts community for the events. There are charges for their services.
Community Relations works with smaller not-for-profit organizations that are directly connected to the Tufts neighborhood which includes Medford, Somerville, Grafton and Chinatown.