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NON-INSTRUCTIONAL FACILITIES RESERVATON HANDBOOK

The Reservation Handbook provides information for scheduling non-instructional rooms and facilities. Also included is detailed information on each room that can be scheduled online and other pertinent information. If you have any questions, please call (570) 941-7952.

ROOM RESERVATION PROCEDURE

University departments should schedule rooms for University events online through my.scranton.edu.  Login by entering your username and password. If you do not know your login information, contact the Technology Support Center at (570) 941-4173. Once logged in click University Links and then under the heading Events and Facilities click Non-Instructional Events Submission.

At this point you will be welcomed into the Events Menu and will be able to add, update (modify or cancel) or query events. The query will allow you to view what is scheduled in the rooms that reside on this system. You can view all buildings and rooms or use the menu drawdown option to choose a specific room or change the default of today's date to focus on a specific date range.

When you have determined that the location and date you wish to reserve is available, return to the menu and click on Add an Event. The tab or your mouse will allow you to move from field to field. Please complete the form with specific information about your event. After entering the information, click on Submit Event. You will receive an event number for tracking. The Manager of Scheduling & Operations reviews each request and will approve, deny, adjust and coordinate each event request as needed. A system generated response will be sent via email to the requestor for all requests submitted.

The Reservation Handbook includes a guide to rooms available for scheduling online. Reviewing the room specifications and selecting the one that best fit your event’s needs allows for optimal use of University facilities. The online system requires a second choice selection if your first choice can not be approved. Reserving a series of locations simultaneously for alternate time periods to accommodate the same event is not permitted. Booking in advance enables the University’s service offices to support your event.  After receiving your approval you can proceed with contacting our service offfices for support.

Reservations should be requested at least two weeks in advance of the desired date of the event. In most cases, requests will be confirmed within 24 hours. Because there may be other requests for the same facility pending prior to your request or other concerns, please wait for your room confirmation before proceeding with planning your event.

Generally, reservations may be made one year in advance of the event date. Administrative priority events can be submitted as far in advance as possible to secure facilities needed.  Conference planning, whether University or non-University, can reserve facilities three years prior through coordination with the Office of Conferences and Event Services, (570) 941-6200.

Student clubs and organizations must contact the Coordinator for Clubs/Organizations in Student Affairs at (570) 941-5441 to complete the necessary paperwork to reserve facilities. Students who wish to reserve rooms for residence hall or house dinners or resident events must contact the Residence Life Office, (570) 941-6226. This first coordinating step ensures planning measures are followed and conflicts are prevented.

Non-University event inquiries must contact the Manager of Scheduling and Operations to discuss specific university guidelines and requirements.  The University has an exclusive contract with ARAMARK to provide food service on campus.  The use of outside caterers are not permitted.  Allowable non-University events within the guidelines can be scheduled six months prior to the date to allow for University planning provided a room and University Catering is available.