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 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;
If your event will require a non-standard setup you must note that under the setup section, and then email firstname.lastname@example.org 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.
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.
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.