Events Requests

Academic Scheduling & Space Management only schedules events in University Lecture Rooms [pdf] (ULRs). The Morris Dailey Auditorium (MD 101) is managed by the Student Union. 

• Event Form (for Single/Multiple Day Activities)
• Event Hours
• Event Resources
• Scheduling Priority
• User Responsibilities

Classes always have priority over events in any classroom, and confirmed reservations are subject to change based on the needs of academic classes. Regularly scheduled classes also always have scheduling priority over ad hoc scheduled classes. 

How do I reserve ULRs?

Student Organizations must submit reservations through the Student Union Event Services Office. Faculty are required to submit their request through their Department/College Office Schedulers. Department/College Office Schedulers follow these procedures:

1. Before submitting a request to reserve a ULR, please thoroughly review the pages on Equipment & Service Contacts, Furnitures & Features and Policies & Guidelines.
2. Complete the ULR Event Form. Room requests or changes for regularly scheduled in-person classes must use the appropriate Academic Scheduling Forms.
3. Receive an e-mail room confirmation. If the Department/College Office Scheduler did not receive a confirmation, three (3) full business days prior to your event, they should contact Michelle Liu via email or at (408) 924-2448.
4. Any changes, corrections, or adjustments after receiving the confirmation should be submitted as a reply to the original confirmation e-mail. Please do not submit your change as a new form.

When do I submit forms?

The ULR Event Form submission timelines are dependent on a variety of factors. 

• For Events: The types of participants attending the event and the day of the week of the event is scheduled. 
• For Ad Hoc Classes: Supervision Classes (with TBA meeting patterns) or Occasional On-Campus Meetings for Classes (with Instruction Modes 03, 04, & 11) may submit requests for ULRs one month prior to first day of classes until the day before Final Exams. 

Event Participant Dependent Timelines

• On-Campus Participants Only

  • All requests with only on-campus participants must be submitted a minimum of three (3) full business days of advance notice for processing (except for YUH 124). 

    YUH 124 Reservations: Must be submitted a minimum of five (5) full business days of advance notice for processing. Equipment Training will be required and must be completed prior to using the room to ensure the safety of sensitive and expensive equipment.

    If these timelines are not met, the form will not be accepted.

• One or More Off-Campus Participants

  • All requests with off campus participants must provide a minimum of thirty (30) calendar days of advance notice for processing. Additional forms will be required from Risk Management and Facilities Development & Operations Office. For questions contact, please submit the appropriate forms and contact:

    Cynthia Soto (Facilities Development & Operations)
    Phone: (408) 924-1927
    Email: cynthia.soto@sjsu.edu

    Karen Vogler (Risk Management)
    Phone: (408) 924-2159
    Email: karen.vogler@sjsu.edu

Event Days Dependent Timelines

• Monday to Thursday Events

  • Accepted as follows (except Final Exams):

    For Fall and Spring term events, the first date for Monday to Thursday events is the 19th day of the term to allow for priority of classroom utilization for academic classes. Forms are accepted from the 15th calendar day after semester starts until the day before Final Exams. For Fall 2024, forms are accepted starting on Tuesday, 9/3/2024, and the first event date is Monday, 9/9/2024.
    

    For Summer term events, forms accepted April 1st until end of term. For Winter term events, forms accepted December 1st until end of term.

• Friday to Sunday Events

  • Accepted as follows (except Final Exams):

    Fall: July 1st to one day prior until the day before Final Exams
    Summer: April 1st until end of term
    Spring: December 1st until the day before Final Exams
    Winter: December 1st until end of term
    

• Final Exams Week Events

  • Accepted as follows:

    Fall: October 1st until the day before Final Exams
    Summer: April 1st until end of term
    Spring: March 1st until the day before Final Exams
    Winter: December 1st until end of term 

Reference: Submission Timelines for ULR Events [pdf]