Event scheduling
Planning an event at the 91ԭƬ starts with understanding campus scheduling processes, space availability and event requirements. This page provides the resources, policies and scheduling information needed to help students, faculty, staff and campus partners plan successful events while supporting safety, accessibility and coordination across the University.
Understanding timelines and requirements before submitting your request helps reduce the risk of last-minute changes, policy conflicts or preventable disruptions. Advance notice ensures appropriate space allocation, policy review and coordination with campus partners.
The policies and resources page provides an overview of policies and procedures that may apply to your event. Once your request is submitted, our team will work with you to identify applicable requirements and guide you through next steps.
| Type of event | Definition | Advance notice requirements |
|---|---|---|
| Major event |
Any of the following features:
|
20 business days |
| Mid-size event | Between 51 and 149 attendees | 15 business days |
| Small event | Less than 50 attendees | 3 business days |
“Business days” do not include weekends, University holidays or closures.
If you are unsure, submit your request at least 20 business days in advance. Late submissions may delay review or limit available options.
Additional time requirements
Events with participating minors require acknowledgement of receipt of the University Protection of Children Packet and fingerprint-based background checks (if applicable), which can take up to 6 to 8 weeks. Contact the appropriate space manager for more information.
ASUN-recognized clubs and organizations are required to submit a Lounge request prior to any scheduled event on campus, including tabling events, club meetings, large events, and club sport games. The ASUN Center for Student Engagement office strongly encourages students to submit requests at least 2 to 3 weeks in advance of the event date.
Submit your request
Departments and offices:
Departments and offices may reserve campus space for meetings, events, and other activities.
Departments that plan events in their own space must contact Scheduling Services if the event includes any of the following:
- Major event
- Minors
- Outside groups
Student organizations:
Recognized student organizations may reserve campus space for meetings, tabling, events and club sports games. Please submit your requests through both the Campus Reservation System and Lounge.
Once submitted, the requests are reviewed by SEAB and routed to the appropriate space manager for processing.
Outside groups:
Outside groups must work with a sponsoring University department, office or recognized student organization to request campus space.
Once a University sponsor has been identified, the sponsor should submit the request through the appropriate reservation process. Outside group events may require additional review.
If you are unsure whether your event qualifies as an outside group event, please view our policy definitions page.