Room Reservations Process & Guidelines
Ensuring a perfect event means knowing exactly what to expect. University departments
and student organizations requesting and using space on campus are subject to the
following policies and responsibilities:
- Requests for events during academic periods up to six months in advance are scheduled
after classes have been placed for the upcoming term.
- Reservation requests are submitted online via EMS at least 5 business days prior to
your meeting or event. Requests for meetings or events requiring personnel (security,
early building opening, etc.) should be submitted at least 12 business days prior
to the event. The Office of Classroom & Event Services responds to all reservation
requests within two business days. All requests must be completed and finalized two
full business days before the event. If failed to do so, the event will be automatically
cancelled. Requests submitted after these time periods may be denied. If your request
is approved, confirmation will be e-mailed to you.
- Please remember your reservation is not final and your event location should not be
publicized until you have received confirmation containing the location of the event
and other info from the Campus Reservations, Events & Technical Services staff.
- The individual listed as “contact person” for the reservation assumes complete responsibility
for compliance with the Office of Classroom & Event Services Policies and Procedures.
- Room reservation requests for student based and academic related events (excluding
Banner academic courses) outside the hours of Monday-Friday 7:30am-11:00pm requiring
the use of audiovisual equipment will incur an AV Technician fee per hour and all
hours on weekends.
- Room reservation requests (excluding Banner academic courses) outside the hours of
Monday-Friday 7:30a- 5:00p NOT requiring the use of audiovisual equipment will need
to complete the before/after hour form.
- Certain facility spaces require the presence of AV Technician, regardless if the AV
equipment will be used for the event.
- If there is another customer in the room you are assigned to, please be respectful
and show them your room confirmation. You should always bring a copy of the room reservation
from the Classroom & Event Services Office to your event. If the event is in progress,
please call the Classroom & Event Services Office at 706-721-0902—so they may communicate with the group in the room.
- Please refer to our Copyrighted Material Guidelines policy.
- Please refer to our Guidelines for food, alcoholic beverages and minors on campus.
- To report an issue with a room or equipment, please contact the Office of Classroom
& Event Services at 706-721-0902.
