How To Make Space Request and Reservations

Reservation Policy and Procedures

Requests for the use of space will be accepted and confirmed up to one year in advance. Recreation facilities are available for special reservation on a limited basis due to regularly scheduled fitness classes, intramural and recreational programs. Priority access for reservations is given to regular university and/or University Center functions based on the university calendar (Orientation, Homecoming, International Festival, Carnival, etc.). All other requests will be accepted in the order in which they are received.

How to Submit a Request

When submitting a request, the following information is required:

• Your name
• Department/Organization
• Name and type of event (University, University-Sponsored Event)
• Telephone number
• Email address
• Date of event
• Number of people attending
• Actual event time
• Brief description and purpose of the event
  

Requests for the use of space in the University Center should be made on-line through Spacequest: https://acis.as.cmu.edu/moksha/servlet/r25webapp or via email, ucres@andrew.cmu.edu, to the UC Scheduling Office.   

For Carnegie Mellon faculty, staff and/or student individual use of the recreational facilities, such as racquetball and squash courts, contact the Athletics Equipment Desk at 412-268-1236 or http://www.enrollment.cmu.edu/reservesport/.

Deadlines for Submitting Reservation Requests

In order to facilitate the hosting of an event as efficiently and cost effectively as possible, the University Center Scheduling Office requires that all reservation requests for:

1. Standard meeting rooms be submitted at least two full business days prior to the date of the event. Please note, however, that such a two-day notice may not allow you to make sufficient arrangements for special meeting services and set-ups. To ensure availability of services, information should be received ten business days prior to an event.
2. Requests for use of McConomy Auditorium, Rangos Hall, or the Connan Room should be received at least seven business days prior to the date of the event. Please note, however, that a seven-day notice may not allow you to make sufficient arrangements for special meeting services and set-ups. To ensure availability of services, information should be received ten business days prior to an event.
3. Requests received with less than two days notice will be accommodated if possible; however, a late request fee may be assessed.

No Transfer of Reservations

An event sponsor may not transfer a reservation to another organization, nor may space reserved for an approved program be used for another purpose.

Requesting Meeting Services and Set-Ups

To ensure availability of services, the University Center Scheduling Office should be notified of specific set-up and use requirements as soon as possible. The Scheduling Office may not be able to accommodate requests for special equipment and set-ups if such requests are received less than ten business days prior to an event. For more information, see section on Meeting Services, Set-ups and Costs and Room Specifications.

Frequency of Reservations

An organization may reserve McConomy Auditorium, Rangos Hall or the Connan Room once a week —on Sundays through Thursdays—for meetings or events. An organization may reserve McConomy Auditorium or Rangos Hall no more than three weekend days—Fridays and/or Saturdays—each semester.

Cancellations and Fees

If an organization fails to notify the University Center Scheduling Office of the cancellation of an event at least seven business days prior to the event, three business days prior for smaller meeting rooms, or within 24 hours of making a late reservation, then a cancellation fee may be charged to the organization. Cancellations must be made in writing.

Right to Adjust Reservations

The University Center Scheduling Office reserves the right to determine the appropriate use of the spaces within the University Center. An event may be relocated or denied University Center space at the discretion of the University Center Scheduling Office.