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Morris Campus Events Guidelines

Event Scheduling Guidelines for the Morris Campus

Astra Schedule is the software used to reserve space at the Morris campus. Academic classes are scheduled in Astra by the Office of the Registrar and events are requested, approved, and scheduled by a variety of departments on campus. Campus events scheduled through the system are automatically integrated into the campus Master Calendar, eliminating the need to both reserve space and submit items to the events calendar.

Who can request a room?

Faculty, staff, and registered student organizations can request rooms throughout the campus. External groups need to contact the Office of Conferences and Special Events.

When can requests be made?

The expectation is that requests for large scale events or those with setup and/or technical needs will be made at least four weeks in advance. Requests for other meetings, seminars, study sessions, etc. should be made at least two business days in advance. Requests under these time frames cannot be guaranteed and cannot be scheduled using Astra. See list below for whom to contact.

Can Astra find a room to meet the needs of the event?

Yes! There are a variety of filters that can be used to assist with determining the type of room(s) available from which to choose. Specific rooms can also be requested.

Is a special login required?

No! The system recognizes the current University authentication, internet ID, and password used for other applications such as email.

Events that can and cannot be scheduled in general purpose classrooms

Classrooms are used for class instruction, study, or other like activities. Events in general purpose classrooms must be compatible with the academic nature of classrooms and academic buildings. Nonclass events are welcome, but they must not adversely impact the classroom, its contents, or the surrounding area.

Scheduling priority is given first to academic courses for classroom spaces. Scheduling priority is given second to academic seminars, discussion groups, study groups, senior presentations, and the like.

Noncompatible events include any event that adversely impacts the classroom directly or that impacts research, study, or other academic pursuits in areas adjacent to classrooms. Activities that are not compatible with general purpose classrooms may include amplified music, dances, dinners, potlucks, parties, theater, stage events, performances, events that require room refurnishing or removal of equipment.

The campus has alternative places for nonacademic events such as the Student Center, conference rooms, the Welcome Center. Visit Conferences and Events venue list online for options.

Event Sponsor Responsibility

When making a reservation, you will be required to designate a contact person who is responsible for the proper conduct of the event and for returning the room(s) to its(their) original configuration. The sponsoring organization or department is responsible for the information provided in the reservation. A reservation does not guarantee event support services such as AV equipment, catering, extra custodial support, or security. The sponsor is responsible for working with Conferences and Special Events to coordinate all required services.

Expectations

All users of rooms on the Morris campus are expected to leave the room and its equipment in good order. Keeping rooms in good order includes chairs and tables straightened, electronic equipment shut off, taking away or disposing of everything one came in with, such as pop/food containers, newspapers, etc. Users are also expected to take extra care that no damage is done to the room, furniture, or equipment and that the room is ready for the next user. Under no circumstances is furniture or other property to be removed from the room or removed from other rooms. Any items brought in for the event should be removed promptly and the room returned to its original arrangement. The sponsor will be charged for extra cleanup or damages to the facility incurred during the course of the event. Failure to adhere to these policies may subject the sponsoring organization to deposit charges and/or restriction of space usage privileges.

Room Equipment and Features

The scheduled use of rooms includes seating space and use of any accessible equipment such as lecterns, microphones, projectors, etc. Many general purpose classrooms have technology and support equipment permanently installed. Use of the room does not include access to locked equipment. Locked equipment can be accessed through the Office of Instructional and Media Technologies, whose staff will provide onsite support. Storage, equipment rooms, and projection booths are not included in the reservation, and entry into these areas is not authorized. (Students who may have access to the locked equipment for course usage and support are not authorized to access the locked areas for event usage.)

Building hours

If your event begins before or after the hours that a building is open, it is your responsibility to contact Campus Police at 320-589-6000 (320-287-1601 or 320-589-1155 after 4:30 p.m., weekends, and holidays) to make arrangements to have it opened.

Morris campus contacts for requesting rooms