Reserve a Room/Post on the Events Calendar
Reserving a room is the first step to a successful event. Reserving a room notifies us that an event is happening, ensures that you get the kind of room you need and allows you to publicize the event on the Law School calendar and other places.
Use a room that matches your audience. Usually an event feels successful to the speaker if the room is full. A 25-person event in a seminar room will feel successful, but that same event in Caplin Pavilion will feel like a failure. Be realistic about how many people are likely to attend your event. Room capacities are listed on the online room reservation form.
To reserve a room:
- Reserve a room online (this link can be accessed from the Student Affairs tab on LawWeb, or from the public events calendar).
- Click on “Reservations” at the top of the page.
- Fill in the When and Where information and click on “Find Space.” You will be shown all available room spaces.
- Select your room space by clicking on the “+” sign next to the room.
- Click on the “Details” tab and fill in the event details fully. The system automatically accounts for set-up time so there is no need to account for that time.
- Make sure you list any special room set-up needs you may have in the “Additional Comments” box (i.e., do you need a particular chair set-up or lay-out of the room, coat racks, special AV other than the standard AV in each room).
- Click on the “Submit” button.
- To post the event on the Law School’s public calendar, click the checkbox to publish the event online.
- Any questions about your room request will come from David Holsapple, firstname.lastname@example.org.
- If you requested that the event be posted on the public calendar, you will also receive a separate confirmation from the Communications Office that the event is posted online.
- Room reservation requests submitted over the summer are pending until the course schedule is set. To mark a date for a major event on the public calendar during this time, contact the Communications Office at email@example.com.
- You can request changes to room reservations or make changes to your public calendar descriptions online on LawWeb.
- Use of some spaces outside of normal business hours may require the temporary issue of a room key. You must make arrangements for the key before the event with David Holsapple (firstname.lastname@example.org).
- Note: The exterior doors to the Law School are on an electronic locking system. Exterior doors lock at 7 p.m. Monday–Friday, and at 5 p.m. on Saturday and Sunday. In the mornings, the doors are unlocked at 7 a.m. Monday–Friday, and at 9 a.m. on Saturday and Sunday. If your event will extend into the evening or will begin early in the morning on Saturday or Sunday, please contact Greg Streit, Assistant Dean for Building Services (email@example.com; 982-2802) to discuss building access issues.
- If you are unsure of what room you should use, contact Kate Duvall at firstname.lastname@example.org.
What Qualifies for the Public Events Calendar?
Events that are open to the Law School public and likely to interest a cross-section of the Law School community may be posted on the calendar. Student organizations' regularly scheduled meetings are not eligible for the public events calendar, although you can post the initial meeting of a student organization each semester. Charity events need to have a direct connection to the Law School to be listed. For example, a blood drive on Law School Grounds may be listed; a 5K run on University Grounds that has no particular connection to the Law School would probably not. That said, the Law School’s judgment on inclusion tends to be liberal and permissive.