How do I reserve a room on campus?
Go to the university homepage and log into AdAstra using your username and password. You can then view the scheduling calendar, check availability, and request to reserve campus space.
How early should I reserve a room?
A minimum of 72 hours is required; you may reserve a room up to one year in advance.
What rooms can I reserve through your office?
The Event Planning Office is no longer responsible for reserving rooms in the Benson Center (which includes two conference rooms, three parlors, the Williman Room, the California Mission Room, Shapell Lounge, the Bronco, and tabling). If you would like to reserve any rooms that are part of the Benson Center, please contact Leah Nakasaki-Perterson at (408) 554-4944.
The Event Planning Office is now part of the President’s Office staff. Our office will continue to provide the University with event planning leadership, advisory support, and services that advance University-wide event development and production management. In the new organization, the EPO staff will continue to manage Undergraduate and Graduate Commencements, the Golden Circle Theatre Party, and staffing for the Board of Fellows. Since joining the President’s Office, our office has taken on additional responsibilities including staffing for both the Board of Trustees and the Board of Regents.
Most of the classrooms we reserve include Arts & Sciences (Wiegand Room, Foyer, and Patio), Alumni Science, Daly Science, Kenna, Lucas, and O'Connor. We also reserve most outdoor areas, such as the Mayer/O'Connor Lawn, the St. Ignatius Lawn, the Santa Clara Mall, the Alameda Mall, and most of the Mission Gardens. For questions about reservations in these areas, please contact Stephanie Woitte at (408) 554-4991.
What about the setup of the room? Media? Food?
After your reservation is confirmed, contact Leah Nakasaki-Peterson for set up details if your event is in Benson. If your event is in a separate location outside of Benson, contact Facilities at (408) 554-4742. For audio/visual equipment and media needs, contact Media Services at (408) 554-4520. Food and beverages may be ordered through Bon Appetit at (408) 551-1792.
Can I reserve the Mission Gardens?
The Event Planning Office is responsible for Mission Gardens ABCDFG. The Adobe Lodge is responsible for Mission Gardens E. Sections H and I are not reservable.
Can I reserve online?
Reservation requests are submitted through AdAstra, the online reservation system. Only current faculty and staff are given access, so students should work with their faculty/staff advisor when reserving a space on campus. To access the AdAstra website, please go to http://www.scu.edu and select SCU login in the upper right corner. Then select Astra Calendar and log in. If you need an Astra login, please contact the Office of the Registrar.
What is the charge to reserve a room?
If you are a current faculty or staff member or an on campus student organization reserving a space controlled by the Event Planning Office, there is no charge. We do not rent campus space to off-campus organizations, unless a current faculty or staff member within a university department chooses to sponsor them. By choosing to be an event sponsor, the university faculty or staff member acts as liaison for all university entities working with the off-campus group. The sponsor takes responsibility for all event details and must be present for the entire duration of the event.