Classroom Reservations
Academic & Classroom Scheduling staff will authorize requests of general assignment classrooms based on factors including, but not limited to, availability of facility, facility use priority, appropriateness and general feasibility of facility for use specified, and potential conflict with other activities.
When can I request a General Assignment Classroom?
If your event will occur…
On a weekend
As soon as registration opens for the semester in which the event will occur.
View our Important Dates for registration open dates.
5pm or later
Evenings can be scheduled when registration opens for the semester in which the event will occur.
3pm or later
Events beginning as early as 3pm can be scheduled one week before the semester begins.
During the day (Start time before 3pm)
Daytime events which occur during the week can be scheduled beginning the first day of the second week of classes for the semester in which the event occurs. If these requests are submitted any time during the week prior to semester start through the first week of classes, they will be held as “Pending” until the processing date.
No events are scheduled before 3pm the first week of classes.
During Finals Week
Finals Week event reservations can be requested beginning Week 10 of the semester.
During Summer
Summer reservations can be requested beginning the first week of January (of the same calendar year).
*Please note that critical events will be given priority during all scheduling time periods.
How do I reserve a room?
Faculty & Staff - General Assignment Classrooms
Faculty and Staff can reserve general assignment classrooms by logging into the virtual scheduling system, Virtual EMS. Follow the site instructions to log in with your NetID and password. Reservation requests should be submitted at least three business days prior to your event. We will do our best to accommodate same day requests, however, because of the need to coordinate room unlocks, same day requests cannot be processed after 3:00 pm. Weekend reservations must be confirmed by close of business on Thursdays. You will receive an email confirmation once your event has been scheduled.
Please bring a copy of your reservation to your event as it may be required for room unlocks.
Department Controlled Rooms
Scheduling of Department Rooms for events should be done through the Virtual EMS system. Designated department schedulers can log in to Virtual EMS using the same instructions outlined above.
For questions regarding space or designated schedulers, email our Room Scheduling team.
Registered Student Organizations
Any student organization registered and authorized through the Student Leadership, Involvement, and Community Engagement (SLiCE) office may reserve academic classrooms for meetings, study sessions, seminars, etc., based upon availability.
To Reserve a Classroom:
After your organization has registered with the Student Leadership, Involvement, and Community Engagement (SLiCE) office, it is eligible to reserve a classroom from Facilities Event Management for the current term.
Additional Information
Activities held in general assignment classrooms shall not adversely impact the physical aspects of the classroom(s) or the research, study, or other academic pursuits in areas adjacent to classrooms. Activities inconsistent with and therefore not approved for general assignment classrooms include amplified music, dances, dinners, parties, alcohol consumption, theater, stage events, performances, child care, and events that require re-furnishing of rooms or removal of equipment.
The activities listed above, as well as large-scale events or any event where the public is invited, serves food, includes high risk activities, and/or charges for participation or requests monetary donations will be scheduled through the Facilities Management Scheduling Office or the Lory Student Center to ensure University and State requirements are met. The Office of the Registrar reserves the right to move a group to another general assignment classroom. The Office of the Registrar reserves the right to deny services to any individual or organization which has a prior history of noncompliance with this policy.
General Assignment Classrooms will be released for scheduling by the campus community once academic scheduling is complete for the term. For non-academic events held Monday – Friday, academic departments, administrative offices and registered student organizations can reserve large classrooms and auditoriums (> 100 seats) up to eight times per semester, and up to two small or medium-sized (< 100 seats) general assignment classrooms up to two times per week.