Events

To support teaching, learning, and campus collaboration, event scheduling follows a consistent process designed to balance instructional priorities with event needs.

1. Submit Your Request in 25Live

When completing the Event Request form, be sure to select “Health Sciences Event” as the Room Type; this is a required step to ensure our available spaces appear as options for your request. Please also provide accurate details about your event, such as:

• Event description
• Estimated attendance
• Preferred date and time
• Technology needs
• Setup and teardown requirements
• Catering or delivery needs
• Accessibility considerations

Providing complete information helps us identify the best available space and reduces delays during scheduling.

2. We Review Your Request

Our scheduling team reviews each request using established scheduling priorities and classroom availability.

When selecting a classroom, we consider:

• Attendance and room capacity
• Classroom technology
• Accessibility
• Room configuration
• Specialized instructional or event needs
• Overall availability of shared classroom resources

3. Classroom Assignments Are Confirmed

Once your request has been processed, you'll receive a reservation confirmation with your assigned classroom and additional information about next steps, including technology support if requested.

4. We're Here to Help

If your event changes after confirmation, contact us at [email protected] as soon as possible. We'll work with you to accommodate changes whenever classroom availability allows.

Health Sciences classrooms are shared learning spaces that support many schools and programs across the University.

To ensure equitable access, event requests are scheduled using established priorities.

Generally, HSCS classroom scheduling follows this order:

1. Credit-bearing courses
2. Course-related academic activities
3. Educational and professional development events
4. University administrative events
5. Student organization activities
6. Partner organization events
7. Rental agreements

Once course scheduling is complete, event requests are generally processed based on the above order, on a first-come, first-served basis.

Events at the University of Minnesota are categorized as internal, co-sponsored, or external. Because each category may have different requirements for reservation and hosting, we recommend reviewing our Determine your Event Type guide to ensure you have the correct information before submitting your request.

A little planning goes a long way toward creating a successful event.

Before submitting your request, consider:

• Expected attendance
• Room setup needs
• Classroom technology requirements
• Accessibility accommodations
• Setup and cleanup time
• Food or catering plans
• Deliveries before your event

Including these details in your request helps us provide the classroom that best supports your event. View our Scheduling Best Practices page for more guidance on successfully scheduling your event.

After You Submit Your Request

• We'll review your request for completeness.
• If additional information is needed, we'll contact you.
• Your request will be scheduled based on classroom availability and scheduling priorities.
• You'll receive a confirmation once your reservation has been approved.

Before Your Event

• Review your reservation confirmation carefully.
• Submit any additional technology support requests if needed.
• Share event information with attendees.
• Contact us if your plans change.

During Your Event

Our Classroom Services and Technology teams are available to help address unexpected classroom or technology issues so your event can continue as smoothly as possible.

When should I submit my event request?

We encourage submitting requests as early as possible. Earlier requests provide greater flexibility in classroom selection and scheduling. Event requests are processed by academic term, and recurring events spanning multiple terms require separate requests.

Can I request a specific classroom?

Yes. We'll do our best to accommodate room preferences whenever possible. Final assignments depend on room availability, scheduling priorities, capacity, and the needs of other users.

What if my event requires classroom technology?

Please include your technology needs when submitting your request. Your reservation confirmation will include information about requesting additional AV support if needed.

Can I change or cancel my reservation?

Yes. Contact the scheduling team as soon as possible if your event changes. Early communication helps us accommodate your needs and make classrooms available for others.