Important Timelines‌

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When planning an event, there are a few timelines that you should keep in mind. These timelines are listed below:

1. Booking Requests

Requests for classrooms will be processed starting 2 to 3 weeks after the start of the semester during which they fall. This is due to the fact that classroom assignments are still in flux until 2 or 3 weeks after the start of each semester.

Requests for event spaces are reviewed three times per year. Special Events schedules and conducts meetings with requestors during which these requests are reviewed.

2. Service Requests

Catering requests and room setup requests MUST be submitted no later than 7 calendar days prior to a booking. After this, requests for catering and/or room setup must be discussed with an event consultant. A list of event consultants can be found here.

Event technology requests MUST be submitted no later than 3 calendar days prior to a booking. After this, event technology requests must be discussed with the Classroom and Event Technology Group (CETG). Last-minute requests are not guaranteed. 

3. Booking Cancellations

              Bookings may be cancelled as follows:

a. Bookings with no services can be cancelled up to the day of the booking, though you are highly encouraged to cancel bookings as soon as possible

b. Bookings with event technology services ONLY may be cancelled up to 3 calendar days prior to the booking. After this, you will need to contact the appropriate room scheduler (listed in Appendix A of this document) to cancel the booking(s) on your behalf. Cancel bookings as soon as possible.

c. Bookings with catering and/or room setup may be cancelled up to 7 calendar days prior to the booking. After this, you will need to contact the appropriate room scheduler (listed in Appendix A of this document) to cancel the booking(s) on your behalf. Cancel bookings as soon as possible.

4. Service Cancellations

a. Room Setup and Catering

Room setup and catering requests may be cancelled up to 7 calendar days prior to a booking. After this, you MUST contact your event consultant to cancel services on your behalf. PLEASE NOTE THAT YOU MAY STILL BE RESPONSIBLE FOR SOME OR ALL COSTS OF SERVICES CANCELLED WITH LESS THAN 7 DAYS NOTICE. Users are highly encouraged to cancel services with as much advance notice as possible.

b. Event Technology

Event technology requests may be cancelled up to 3 calendar days prior to a booking. After this, you MUST contact the CETG team to cancel services on your behalf. PLEASE NOTE THAT YOU MAY STILL BE RESPONSIBLE FOR SOME OR ALL COSTS OF SERVICES CANCELLED WITH LESS THAN 3 DAYS NOTICE. Users are highly encouraged to cancel services with as much advance notice as possible.

5. After-Hours Events

After-hours is defined as 5pm to 9am Monday through Friday plus all day on Saturday and Sunday. Room setup requests during these hours will entail an additional charge. Users should work closely with your event consultant if you have any questions regarding scheduling after-hours events.


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