Student Organizations

We strive to make reserving classroom space as simple as possible while balancing the needs of student organizations, academic programs, and classroom availability.

1. Confirm Eligibility

Before requesting space, verify that:

• Your organization is an active Registered Student Organization or Campus Life Program.
• The individual submitting the request is listed as the organization's President or Secretary.
• Your event complies with Student Unions & Activities policies.

2. Submit Your Reservation Request

Provide as much information as possible, including:

• Event purpose
• Event activities
• Preferred date and time
• Estimated attendance
• Technology needs
• Accessibility accommodations
• Food or refreshments, if applicable

Providing complete information helps us identify the classroom that best supports your event.

3. We Review Your Request

Our scheduling team reviews requests based on:

• Classroom availability
• Event size
• Technology requirements
• Accessibility needs
• University scheduling priorities
• Applicable University policies

If additional documentation or information is needed, we'll contact you before your reservation is finalized.

4. Receive Your Confirmation

Once your request has been approved, you'll receive a reservation confirmation with your assigned classroom and any additional information needed before your event.

A little preparation helps create a successful event for both your organization and future classroom users.

Before submitting your request, consider:

• Expected attendance
• Classroom technology needs
• Accessibility accommodations
• Whether food or beverages will be served
• Room setup needs
• Whether your event requires insurance or additional approvals
• Whether you'll be showing a film requiring licensing documentation

Planning ahead allows us to provide the best support possible.

Health Sciences classrooms are shared learning environments used by thousands of students, instructors, and visitors each semester.

We ask every organization to help care for these spaces by:

• Returning furniture to its original arrangement
• Disposing of trash and recycling appropriately
• Leaving classrooms clean and ready for the next group
• Leaving classroom technology connected and powered on
• Reporting classroom concerns or technology issues promptly

If your event includes food or generates additional waste, please let us know when submitting your reservation so appropriate custodial arrangements can be coordinated. Additional cleaning charges may apply when extraordinary custodial services are required.

After You Submit Your Request

• We'll review your reservation request.
• If additional documentation is required, we'll contact you.
• Your reservation will be confirmed once all requirements have been met.

Before Your Event

• Review your reservation confirmation.
• Share event information with attendees.
• Submit any required insurance or film licensing documentation.
• Contact HSCS if your plans change.

During Your Event

Please help maintain a welcoming environment by following classroom expectations and leaving the space ready for the next users.

Who can reserve Health Sciences classrooms?

Only active Registered Student Organizations and Campus Life Programs may reserve classrooms for official organization activities. Reservation requests must be submitted by the organization's President or Secretary listed in GopherLink.

Is there a limit to classroom reservations?

Yes. Each student organization may reserve up to eight hours of classroom time per week. If multiple classrooms are reserved simultaneously, each classroom counts toward the weekly total. This helps ensure equitable access for all student organizations.

Do larger events require additional approval?

Events expecting more than 100 attendees may require a Facility Use Agreement and Certificate of Insurance. Early submission allows sufficient time for review and processing.

Can our organization show a movie?

Yes. Organizations must provide proof of an appropriate public performance license before showing a film in an HSCS classroom.

What happens if classroom policies aren't followed?

Violations of HSCS or University policies may be reported to Student Unions & Activities. Organizations may also be responsible for cleanup or repair costs, and repeated violations may affect future reservation privileges.