Santa Clara University


Event Resources

AdAstra Scheduling
To submit a reservation request login to the AdAstra Scheduling system then select Request Event.  Provide as much information about your event online before submitting a room reservation request.  Reservation requests will be processed in the order it was received and within 3 business days and in the order it was received.  It is the responsibility of the user to obtain a confirmation of their room request.

Important Note: When planning an event be sure to submit a separate request for each space that you plan to utilize in the Arts and Sciences Building.  Since the Wiegand room, Foyer and Patio are adjacent spaces and depending on the type of event you may need to reserve more than one space to accommodate your event, especially if you do want another event to occur at the same time as your event.  For example, if you are hosting an event in the Wiegand room and do not want interrupted activity in the Foyer or Patio, you must submit separate reservation requests to reserve the Wiegand room and the Foyer space.

Amplified Music

If your event on the Arts and Sciences Building patio requires amplified music, you must complete a “Permit Request,” deliver it to the Municipal Services/Business Tax Division window of the Finance Department at Santa Clara City Hall, 1500 Warburton Avenue, and pay a $30 fee.

Campus Safety

If your event or function is held after business hours on the weekend, please contact Campus Safety Services at 408-554-4441 or send an email to Campus to arrange for building and room access to the Arts and Sciences Building, the Wiegand Teleconference Room #120, and/or the Foyer.

Catering Services

Send an email request for catering services to or contact Catering Services at 408-554-5771.  Linens, tableware and special table services must be requested through Bon Appétit.  It is the responsibility of the user to obtain a confirmation of their food service request.

Decorations and Postings

No materials or signs of any kind may be affixed to walls, the ceiling, equipment, or other areas of the facility without prior approval appended to the signed “Use of Premises Agreement.”

Facilities Department

Print an Event Request Form (pdf file).  Fax the completed form to Facilities at 408-554-4734.  If you're able to save the file you may send it as an attachment in an email to  It is the responsibility of the user to obtain a confirmation of their facility service request.

Media Services

Send an email request for audio and visual needs to Dan Maloney at or call 408-554-4520 or drop-in during regular office hours from 8am to 5pm, Monday thru Friday.  Requests for audio and visual equipment must be submitted to the Media Services as early as possible to ensure scheduling availability.  It is the responsibility of the user to obtain a confirmation of their media service request. 

Internal Groupsare responsible for following up and confirming all service requests orders for media, room setup and catering services 24-72 hours prior to the event or function date.  The College of Arts and Sciences do not manage or have access to the service request orders placed by a user.  For questions related to the Arts and Sciences Building reservation process send an email to
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