Event Scheduling

Welcome to the Event Request Scheduling System!

Using this site, you may request events to be scheduled in a classroom, ITaP computer lab or any other campus facility.

  • Requesting an Event to be Scheduled Within a Classroom or ITaP Computer Lab
    • As an alternative to using the Unitime Web Client, you may contact Academic and Classroom Scheduling at 494-5700 to request a classroom. To request a Computer Lab, contact 494-1597.
    • If you need specific software or additional instructor resources in an ITaP Computing Lab, please be sure to inform the scheduler or specify this information in the online Unitime request form's additional information field.
  • Requesting an Event to be Scheduled in a Non-Classroom Space
    • As an alternative to using the Unitime Web Client, you may contact the Space Management office at 494-3900 to request outdoor space, building lobby space, the Armory drill floor, or general purpose conference rooms.

Important Information

  • Please note that not all buildings are available for event requests.
  • All event requests for student organizations must be submitted at least one business day prior to the event.
  • A complete Instruction sheet is available describing how to perform most tasks on this site.
  • Go to instructions on a specific topics.
    • Request to Schedule a Classroom for Any Event Page 4.
    • Cancel or Modify a Scheduled Event Page 12.
    • Check Room Availability Page 16.
  • Changes have been made to our e-mail responses. Please read them carefully to check the status of your event.

Academic Classrooms - effective May 2, 2019

Academic classrooms are requested either via UniTime or by calling the Academic Classroom scheduling office at 765-494-5700.

Classrooms are scheduled during the following times*:

Mondays through Fridays:

  • 7:30 a.m. to 10:30 p.m.

Saturdays:

  • 7:30 a.m. to 12:30 p.m.
  • LILY and REC -- 7:30 a.m. to 8 p.m.

Sundays:

  • LILY and REC-- 8 a.m. to 8 p.m.
  • All other classrooms are closed. 

*Large classrooms that seat 75+ have special restrictions. Please see note below.

If no classrooms are available in LILY or REC during the weekend, please contact 765-494-5700. HAMP may be opened for events without fees if additional space is needed on a case-by-case basis.

If you need a classroom outside these hours, you will need to either:

  • Have building AND classroom access, and agree to clean up the room after your event
  • Have keys and agree to clean up the room after your event
  • Agree to pay fees (typically $50 to $100 per day and per building) for access and clean-up

Work Orders and Fees:  Fees are required if an event is held in a classroom outside normal operating hours, or if an event will have attendance of 75 or higher.  These are considered large events and extra staffing may be required to provide adequate clean up or maintenance.  Building Services set the fees and are typically $50 to $100 per building, per day.  Academic and Classroom Scheduling will set up a Work Order, including billing account information, and send the request to Building Services to be scheduled.  A minimum of a two-work day advance notice is required for special requests, and the deadline for events scheduled on the weekends is the Wednesday prior to your event.  Requests or modifications received after 5 p.m. on Wednesdays will be rejected as adequate time is required to modify the special arrangements made.

Work orders are required when we receive a request for room access outside normal operating hours of the academic classrooms, or there is a request for special equipment (tables, extra trashcans, etc.).  Work Orders are submitted to Building Services, as these require special arrangements and must be scheduled.

  • Open/close and clean up fees are typically between $50 and $100, and will be billed after the event by Building Services.  For University departments, an account number will be required at the time the applicant makes the reservation.  For student organizations, we have a list of account numbers through the BOSO office, and you will be responsible for making sure your account remains in good standing.
  • We request at least one week’s notice of your event so that it can be properly scheduled.  Any special arrangements for events with less than two business days notice will be rejected.
  • If you need to cancel or modify your event, we require at least a 24 hour notice for week day events and no later than 4:30 p.m. Wednesday for weekend events.

WALC

WALC classrooms on the first and third floors ONLY are available for room requests by both staff and students. Classroom hours for WALC will be the same as all academic classrooms:

Mondays through Fridays:

  • 7:30 a.m. to 10:30 p.m.

Faculty/Staff Only:

  • Special requests for academic use (study sessions, testing, etc.) year-round are okay on the first and third floors as per the discretion of the Classroom Scheduling team and on the second floor and basement only before 6 p.m.
  • Special requests for "special events" for students (Hack-a-thons, workshops, seminars, etc.) will be reviewed on a case-by-case basis. Fees may apply.

Weekend Access - Please Note:

  • Saturdays, 7:30 a.m. to 12:30 p.m. ONLY
  • Classrooms cannot be reserved on Sundays
  • Special requests for "special events" for students (Hack-a-thons, workshops, seminars, etc.) will be reviewed on a case-by-case basis. Fees may apply.

Special Requests:

  • Special requests for WALC classrooms for conferences (Purdue Conferences) will not be allowed during the spring and fall academic semesters. However, they can be accommodated during the day (7:30 a.m. to 5 p.m., Mondays through Fridays) in the summer (May after commencement to August before the start of classes).
  • Other special requests will be reviewed on a case-by-case basis. Fees may apply.

Room requests for WALC can be requested either via the UniTime system or by contacting Academic and Classroom Scheduling at 765-494-5700.

Large Classrooms:  Large classrooms that seat 75+ are subject to periodic holds throughout the academic year because they are heavily used for Evening Exams.  No exceptions will be made until the Evening Exam Schedule is finalized.  At this time, this only affects Fall and Spring sessions, but this may change to include Summer sessions in the future if needed.

Please note:  If your event will have an attendance of 100+, you will be asked to agree to pay fees.  Building Services will determine if extra staffing and/or cleaning is needed.  If not, no fees will be charged.

You may request Large Classrooms 75+ if:

  • Your event is held Monday through Thursday before 5 p.m.
  • Your event is held on a Friday or the weekend during normal operating hours
  • Your event is held during the first two weeks of the academic semester
  • Your event is held during Dead Week (the week before Finals)
  • You request your event after the Evening Exam schedule has been finalized and the rooms are released

Please contact Classroom Scheduling for dates the Large Classrooms will be available.

Classroom Courtesy Guidelines:

Both classes and events are expected to end at the designated time period.

  • There is a mandatory 10-minute window between events.  The first five minutes should be considered a shut-down period for the preceding class or event.  The second five minutes preceding the next class or event should be considered prep time for the incoming group.
  • Erase any blackboards or whiteboards prior to leaving the classroom.
  • Return any projection screens to their normal position.
  • Log out of the classroom computer if you used it.  Do not turn off the classroom computer.
  • Return desks to their “normal” arrangement.
  • Turn off any document cameras and overhead projectors.

We expect everyone to treat one another in a respectful manner.  If there is a dispute over who has reserved the classroom, Academic Classroom Scheduling emails confirmation of all approved events.  You should have a copy of the approval with you when you attend your event.  No approval, no room.  Please double-check your confirmation information before requesting another group to leave a room.  Also, all confirmations can be confirmed by checking the UniTime system, and we do not double-book rooms.  Class-related events do not supersede other events.  If there are any issues, please contact Academic Classroom Scheduling at 765-494-5700 Monday – Friday, 8 a.m. to 5 p.m.

No overnight storage of materials is allowed in classrooms.  No materials, equipment, baggage, etc., may be stored in the classrooms for future use. As the classrooms are used by a wide variety of constituencies, all materials must be removed daily. No storage of materials is available.

Holidays and University Holidays: Classrooms are closed on federal and University holidays, such as Thanksgiving, Christmas, July 4th, Winter Break, etc. If you wish to pay fees for access, fees will be considerably higher than normal.

PLEASE NOTE:  WHEN YOU RECEIVE AN E-MAIL REGARDING YOUR EVENT, PLEASE READ ALL COMMENTS, INCLUDING APPROVALS.  YOUR TIME MAY BE MODIFIED TO ALLOW ADEQUATE TIME BETWEEN EVENTS.

If you have any questions about reserving classroom space for your event, please contact 765-494-5700.

Room Availability

Unitime may be used to check Room Availability prior to requesting a location for an event or to view scheduled events within the location. Detailed instructions can be found on Page 16 in the Instruction sheet.

Technology and Facility Needs for Events

Most events require some form of support from Classroom Support of Building Services. Additional AV equipment, room setup, and staffing needs should be reviewed in advance of your event to ensure that all elements are in place prior to the day of your event. Contact AV Services at 494-2769 to confirm all Audio Visual needs.

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