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Guidelines and Process

Advanced scheduling is necessary to optimize each event for promotion and participation. It also provides the College with ample decision time to either isolate or build on an event to get the maximum benefit for the investment.

Select a Date

When considering a day for your event, first look at the Master Calendar on the portal for available dates and possible locations.

Submit Request

Once you have found a preferred date, submit request via the Create An Event feature on the portal ( All events and meetings that require the use of campus space must be scheduled through the Create an Event link on the Portal. No exceptions will be permitted.

  • Date of event
  • Time of event
  • Preferred location
  • Event name and type
  • Sponsoring department and person (department, name, phone number, e-mail)
  • Brief description of event
  • Public Calendar information
  • Additional services and equipment request  

Create an Event via >>>
Instructions on how to use the Create an Event feature PDF 

Each request will be reviewed by both the Scheduling Office and the Office of College Relations for approval. An email confirmation will be sent within 48 business hours of each request confirming the event date and location. Should questions or concerns arise either office will contact the sponsoring person who submitted the request.

Be sure to have a room confirmation email from the Facilities Scheduler prior to moving forward with all other event investments such as signing a contract, deposits, catering, promotional pieces, invitations, etc.

A tentative request for saving a date(s) and/or location(s) can be done through the Facilities Scheduler. Tentative dates and locations will be held for an event organizer for two weeks only. At the conclusion of two weeks, all dates and locations will be made available without notice.

Events may not take place on designated protected dates as defined by the College Protected Date Policy. .

While the College can often accommodate events occurring simultaneously, there may be instances when events should not occur at the same time due to limited facilities or limited resources such as parking, security or personnel. In these cases, the Facilities Scheduler and Assistant Director for Special Events will jointly review the scope and purpose of each event, and then make a recommendation for how to proceed (e.g., move one event to another day and/or location). If there is some disagreement, the two conflicting events will be reviewed by the Director of OCR , who will make the decision, and will consult with the Dean of the College when appropriate.