Event Scheduling Instructions
Student organizations that are recongnized by ASUA have the opportunity to reserve Centrally Scheduled Rooms on campus through Room and Course Scheduling (RCS).
In order to reserve a Centrally Scheduled Room for an event, a club must do the following:
1. Have current President and Treasurer information included on the ASUA Approved Clubs list, which is updated with RCS weekly. Only club presidents and treasurers may submit requests.
2. Read the Club Policies and complete the Room Reservation Application from Room and Course Scheduling.
3. Submit an Event Request Form with Event Type Club, for the specific date(s) and time(s) of the event.
4. If you wish to cancel a room reservation, please log into the Event Request Forms at least three days prior to the date of the event and click the Cancel link next to the event you wish to cancel. If you cancel less than three days prior to the event, your club will be held financially responsible for the reservation.
Step 2: Club PoliciesClick or enter to reveal information below
The University of Arizona in some cases may make classroom facilities available for non-teaching activities, provided these activities are consistent with the mission of the University. Facilities can be made available only if there is no conflict with The University of Arizona classes.
A) The following policies govern the use of classroom facilities for non-teaching activities:
1. All requests for room use must be made at least two weeks in advance through Room and Course Scheduling.
a) Revisions to reservations which have already been scheduled must be submitted via the online request form at least one week in advance.
2. No smoking, alcoholic beverages, food, drink, or refreshments are allowed in centrally scheduled classrooms.
a) Violations to this policy will result in additional fees invoiced from Custodial Services and may have their room scheduling privileges revoked.
3. No candles, incense, or other flammable items may be burned in centrally scheduled classrooms.
4. Campus organizations are responsible for keeping noise levels to a minimum and must be considerate of classes and/or offices in nearby rooms. If an event involves music, loud constant audience reactions, or loud noise levels of any kind, your event may only be scheduled between 7:00 pm - 9:50 pm, Monday through Friday, or on the weekend. Please be aware that if this guideline is not observed and your event's noise levels are too loud, your scheduling privileges may be revoked.
a) When scheduling your event, you are required to notify Room and Course Scheduling if the event will involve loud noise of any kind.
5. Only the current president or treasurer may submit a request, and/or inquire concerning room reservations for campus organizations.
6. Organizations' officers, as renters of university instructional spaces, are responsible for any damage to rooms or buildings as a result of their room usage. Campus organizations are also responsible for returning tables and chairs to their original positions and leaving the classroom clean and orderly.
7. If special parking is needed, the group using the facility must make arrangements directly with the University Parking and Transportation Office.
8. Room reservations do not include the use of audiovisual equipment. All requests regarding the use of equipment must be made through the Classroom Technology Services office (520) 621-3852.
9. Recognition Process and Room Requests:
a) Campus organizations that are recognized in the Fall may only reserve rooms for events scheduled between the 3rd week of the Fall semester and the last day of classes. No campus organizations may schedule events in centrally scheduled rooms during final exam periods.
i) Campus organizations that take advantage of Early Bird Recognition may submit their room requests for the first 2 weeks of the following semester as soon as they are recognized. Room and Course Scheduling will tentatively process the events that occur during the first 2 weeks of classes, after 6:00 pm, only in the Modern Languages and McClelland Hall buildings, to ensure that the scheduling needs of courses, course events, and department events are met. All room reservations for campus organizations using Early Bird Recognition will be cancelled if members of the organization do not attend the mandatory meeting for campus organizations.
b) Campus organizations that are recognized in the Spring may reserve rooms for events between the 3rd week of the Spring semester and the last day of classes. No campus organizations may schedule events in centrally scheduled rooms during final exam periods.
i) Room and Course Scheduling will tentatively process events that occur during the first two weeks of classes, after 6:00 pm, only in the Modern Languages and McClelland Hall buildings, to ensure that the scheduling needs of courses, course events, and department events are met.
10. Special Circumstances Regarding the Use of Centrally Scheduled Rooms:
a) Campus organizations may not reserve centrally scheduled rooms during final exam periods.
b) Campus organizations may not reserve centrally scheduled rooms during any time that the University is closed, including, but not limited to, winter shut-down.
c) Campus organizations may not reserve centrally scheduled rooms prior to 7:00 am or after 10:00 pm per UAPD and Custodial Services.
11. If the officers of the Campus Organization change at any time during the year, the organization is responsible for notifying Room and Course Scheduling and updating the appropriate paperwork. If the organization fails to notify Room and Course Scheduling of the change of officers, the last officers on file will be held accountable for all organization events in centrally scheduled rooms.
12. All room reservations for campus organizations are subject to change if courses or University departments require the classroom space.
13. Failure to comply with any of the above policies will result in revocation of future room reservation privileges.
14. Use of centrally scheduled space for non-teaching activities is a privilege. Room and Course Scheduling reserves the right to cancel or suspend campus organizations' room reservations at any time during the semester if there is pending business between Room and Course Scheduling and the organization, or if complaints are issued regarding the organization's room usage.
B) Policy regarding charges for room use:
Definition: a campus organization is one that has been recognized by the Associated Students of the University of Arizona (520) 621-2782. All other organizations are considered off-campus organizations. If an event is to be co-sponsored by a campus organization along with an off-campus organization, it is considered to be a University co-sponsored event, insofar as this policy is concerned.
1. Campus organizations may reserve two small classrooms (50 seats or fewer, max one room per day) or one large classroom (51-100 seats) or one auditorium (101 or more seats) per week with a four-hour maximum time limit per room without charge. Additional rooms, or reservations exceeding the four-hour maximum, are subject to room rental fees.
2. Campus organizations may use rooms free of charge for events for which no money changes hands. For events where admission is charged, donations are accepted, goods/services are sold or raffled, the organization will be responsible for paying the appropriate room rental fee. Organizations must designate "Yes" under the "Fee" section on the Event Request Form in these cases.
3. Campus organizations choosing to co-sponsor off-campus groups are subject to a different schedule of room fees for the co-sponsored event(s). The campus organization must provide a letter of co-sponsorship signed by both the president and treasurer of the campus organization in support of the co-sponsored event(s). The off-campus group must contact Risk Management at (520) 621-1790 to provide proof of insurance.
4. The fee must be paid to the Room and Course Scheduling office at least three days prior to the day of the event. Checks should be made out to the University of Arizona. If an organization wishes to cancel an event, they must submit the cancellation form via the Room and Course Scheduling website no less than 3 days prior to the beginning of the event; otherwise the organization is still responsible for paying the invoiced fees.
1. Campus organizations must first be recognized by the Associated Students of the University of Arizona.
2. Prior to making any room reservations, campus organization presidents and treasurers need to apply for access to the RCS Online Club Event Request application. Approval for access to submit requests may take up to three days.
3. Thereafter, room requests may be submitted by the president and/or treasurer using the RCS Online Club Event Request forms. Requests must be submitted at least two weeks prior to the beginning of the event.
4. Room and Course Scheduling will confirm the room assignment(s) via email. Take a copy of the confirmation to the event, as you may be asked to present it to Campus Security.
5. Campus Security will be notified of the event and will unlock the building's exterior doors at the appropriate time. Campus Security is not responsible for unlocking classrooms.
The University retains the right to refuse the use of its facilities for any activities deemed to be improper or to be inconsistent with the broad educational function of the University. The University Director of the Office of the Registrar will make this determination, in conjuction with the Special Events Committee. The University also reserves the right to cancel a scheduled event if it is determined that the event is unsuitable for the campus.
At its discretion, the University's Risk Management Department may ask for review, advice, or approval by the state division of Risk Management.
Step 3: Room Reservation ApplicationClick or enter to reveal information below
Complete the Room Reservation Application once per academic year, or if there are any changes to the ASUA recognized President or Treasurer of the organization.
Step 4: Event RequestClick or enter to reveal information below
Submit an Event Request Form.
Login using the Webauth Login.
Click Add New Event and select the Event Type of Club. Enter information for the specific date(s) and time(s) of the event(s).
To edit or cancel an existing event reservation, please log into the Event Request Form and update the event reservation. If the start date for the event has already passed, please contact Room & Course Scheduling at (520) 621-3313, or firstname.lastname@example.org for assistance.
Room RatesClick or enter to reveal information below
|room rates||Small Room||Large Room||Auditorium||Social Sciences Auditorium|
|(1-50 seats)||(51-100 seats)||(101-398 seats)||(538 seats)|
|Student||$30 first 4 hour block||$40 first 4 hour block||$90 first 4 hour block||$100 first 4 hour block|
|Club||$7.50/hour beyond 4 hours||$10/hour beyond 4 hours||$22.50/hour beyond 4 hours||$25/hour beyond 4 hours|
FAQClick or enter to reveal information below
I just submitted an event request- when will I know what room I've been assigned?
Depending on how many requests we have received from academic departments and other clubs, the answer can be anything from a few hours to a few days. This is one reason why we require the request to be submitted at least two weeks in advance- at busy times, it can sometimes take a week or more to process your request.
Why didn't I get the room I asked for on my event request?
There are a few possible answers for this question. One reason this might happen is because the room already has a course or an event scheduled for that time. Another possibility is that you asked for a room that was too large or too small for the size of your event. We always look for available rooms that are the right size to hold the number of people you are planning for.
My event will include a multimedia presentation; where should I indicate that on the request?
You can let us know in the "Additional Information"; box at the bottom of the request that you will need a high tech room. Once you receive confirmation of your reservation, you are responsible for contacting Classroom Technology Services (CTS) at (520) 621-3852. They will take care of unlocking the equipment in the room to make it available for your use. CTS may charge for the use of equipment; these fees are not included in any invoice sent by Room and Course Scheduling, and should be paid to CTS.
Can I reserve more than one room per week, or multiple rooms at the same time?
There is no set limit to the number of rooms you may reserve in a week, although it is contingent upon the number of rooms scheduled for classes and other events. However, only one large room (51+ seats) or two small rooms (50 or fewer seats) per week may be reserved free of charge. If you choose to reserve more rooms during a one-week period, the first large room or the first two small rooms will be free of charge and the rest of the rooms will incur a rental fee.
If your club chooses to utilize two small rooms per week free of charge, the rooms must be scheduled on different days.
I don't know if my club is recognized by ASUA. How can I find out?
ASUA has a listing of approved clubs and their Presidents on their website. If you don't see your club on that list, or if you have other questions that cannot be answered by that list, you can call ASUA at (520) 621-2782.