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

Fees: Fees are required if a building/classroom requires an unlock or lock up for an event, the event has unusual 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.  Fees are set by Building Services 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 cannot be guaranteed, as these will need to be cleared by Building Services for approval.

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.

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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