Room Scheduling FAQs

Visit UConn Health’s scheduling portal. Here you can view calendars for each of the conference rooms that Parking, Transportation and Event Services books, as well as classrooms that the UConn School of Medicine coordinates. See our Event Scheduling Reference Guide for step by step instructions on how to access specific calendars and submit requests.
1. First, visit UConn Health’s scheduling portal and review the schedule for the room you wish to book to determine if it is available.
2. Next, complete the meeting request form accessible from the link in the scheduling portal.
3. Once your request is submitted, the Parking, Transportation and Event Services Department will review your request and get back to you with the outcome whether the request has been approved or rejected.
When you fill out the meeting request form in the scheduling portal, you will be required to state whether your event includes outside attendees or not and the number of additional parking spaces required. You will now receive the determination of whether parking has been approved or denied through the room scheduling portal. If your event has been denied due to parking constraints, you will receive an email notification from the room scheduling portal.
If the meeting has a simple occurrence pattern with consistent start and end times (i.e. – from 9 to 10 a.m. for all the dates) then you can submit up to 6 months at a time on one request. If the occurrence pattern of the start and end times is random (i.e. – 7/25 from 9 to 10 a.m., 7/26 from 2 to 3 p.m., 7/30 from 11 a.m. to noon, 8/1 from 5 to 6 p.m.) then you must submit individual requests for each date.

When you fill out the meeting request form in the scheduling portal, you will be required to state whether your event will require a specific room setup or not. If your event requires a setup, you can choose from one of six standard setups:
Theater Style Seating
U-Shape of Tables & Chairs
Herringbone of Tables & Chairs;
Open Square
Breakout Session
Conference Style
If your event will require a non-standard setup you must note that under the setup section, and then email roomscheduling@uchc.edu with a diagram of the setup requested. If you would like guidance on how to setup an event, or if your requested setup style will fit into the room requested, please contact the Parking, Transportation and Event Services Department at x2127 to speak to the room scheduler.

Diagrams for non-standard setups are due at the time the event request is submitted. Nonstandard setup diagrams should be emailed to roomscheduling@uchc.edu. No event that requires a non-standard setup will be confirmed until a diagram is received.
Floor plans are available on our website. Links to floor plans are also available in the scheduling portal. To view the floor plan for a room, hover your cursor over the name of the room on the scheduling grid – a pop-up window will appear with the room capacity, a link to the floor plan, and a list of the room amenities (if any).
FOAPAL coding is required for all event requests. Any event request received without valid FOAPAL coding will be rejected. If you are scheduling an event for an outside group that does not have FOAPAL coding, please contact the Room Scheduler at x2127 to discuss the event request.

If your event request includes outside attendees who will require onsite parking, Parking Administration will need estimated counts of additional parking spaces required at the time of the event request to determine if parking will be available. If you are unsure of how to determine the estimated number of additional parking spaces needed you can either provide the total number of outside guests invited, or estimate based on prior attendance at a similar event. Please note in the comments section of your reservation request if the count provided is estimated, and how you arrived at the estimated number of parking spaces needed.

Once you have your final RSVP count of outside attendees, if this count is significantly different from your original estimate requested, please notify Parking Administration as soon as possible to determine if any adjustments to parking guidance are required.

Visit the scheduling portal to review the amenities available in each of the conference rooms. To view the amenities for the room, hover your cursor over the name of the room on the scheduling grid – a pop-up window will appear with the room capacity, a link to the floor plan, and a list of the room amenities (if any).
Conference Rooms are booked on a first come, first serve basis. If the room you wish to use is already booked, please locate another room that will suit your needs.
Once your request has been reviewed, all additional requests (including parking needs) have been approved, and the room has been tentatively reserved. Due to the ongoing campus construction and limited parking availability, we are currently not confirming event requests more than 2 months prior to the event date. Exceptions to this guideline may be made in circumstances where outside speakers or large events are being requested. If an event organizer would like to discuss an exception to this guideline, they should call x2127 to speak to the Room Scheduler.

Parking, Transportation and Event Services strongly discourages placing multiple event requests. Please be considerate of other departments and event organizers when putting in event requests.

Also note, with the rollout of the Meeting Manager portal, all event requests will now be charged an administrative processing fee for each date. If a date is canceled, this administrative processing fee will not be refunded.

Room reservations are specific to the event being held. If your event no longer requires the room booked for it, please cancel the event request by contacting the Room Scheduler at x2127 or emailing roomscheduling@uchc.edu. A new event request should be placed through the scheduling portal for the new event.
If your event request included a room setup and/or parking requirement for outside attendees, you must cancel a minimum of 24 hours prior to the setup/event time to not incur the setup or parking fees. To cancel an event request, email the Room Scheduler at roomscheduling@uchc.edu at least 24 hours prior to the event. The administrative processing fee is not refundable, and will be charged per event request regardless if the event is later canceled.
The Parking, Transportation and Event Services Department can be reached via the following methods:
Parking: 860-679-4248
Room Scheduling: 860-679-2127
Email: roomscheduling@uchc.edu