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Reservation Procedures

The College of Arts and Sciences Dean's Office manages reservations for the Wiegand Teleconference Room #102, the Foyer (lobby), and the back Patio.  Following are the two types of User Groups and room reservation request procedures for each group.

A.  Internal Groups:

  • Internal Groups should use the on-line AdAstra Scheduling system to first check on the availability of the public space in the Arts and Sciences Building, which includes the Wiegand Teleconference room (#102), the Foyer, and the back Patio.  If the space is available on the day and time of your event users must submit a room reservation request directly through AdAstra.  However, if the space is not available on the day and time of your event users must then contact the Events Planning Office for assistance in finding an alternative location.  Refer to Event Resources for additional instructions and information.
  • Internal Groups are responsible for submitting media requests to Media Services for the audio and visual needs of their event.  Requests for audio and visual equipment must be submitted to the Media Services Department as early as possible to ensure scheduling availability.  Refer to Event Resources for additional instructions and information.
  • Internal Groups are responsible for submitting event setup requests to the Facilities Department for assistance with tables, chairs, and room setup.  Event Request Forms should be submitted to the Facilities Department as early as possible to ensure scheduling availability.  A fee may be assessed by the Facilities Department for exceptional setup needs.  Refer to Event Resources for additional instructions and information.
  • Internal Groups are responsible for submitting catering request with Bon Appétit for catering and food service arrangements.  Food service requests must be submitted to Catering/Dining Services as early as possible to ensure scheduling availability.  Refer to Event Resources for additional instructions and information.
  • Internal Groups are 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 Wiegand@scu.edu.

B.  External Groups:

  • Reservation requests from External Organizations should be made in an e-mail to Wiegand@scu.edu.  Detailed information should include the type of event or function, date, time, number of attendees, contact name and telephone number. 
  • Once a tentative reservation has been confirmed, the event organizer must complete an Event Checklist at least two weeks prior to the event.
  • Reservations will remain tentative until the event organizer provides all requested information, proof of insurance, a $100 user fee and subsequently is notified that all necessary arrangements have been made for the event.
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