Advanced Scheduling Request Process

General Information:

This process is for events that would be scheduled to occur during the 2024-2025 academic year.
This form may only be submitted by Student Organizations (Tier II and Tier III) and University Departments for events that have already been approved to be a part the Advanced Scheduling process.

[If you need to discuss an alternative way to submit your request (due to the complexity or volume of the request), please email sureservations@uconn.edu as soon as possible to discuss potential options.]

Request Submission Information:

All request forms are due no later than Noon on Tuesday, December 5, 2023
Please submit one form per event

Please let us know if you have questions:

Email: sureservations@uconn.edu
Phone: 860.486.3421

Advanced Scheduling Form

2024-2025 Advanced Scheduling Request Form

Please use this form to submit your Advanced Scheduling requests for the 2024-2025 academic year.

This Request is For A ...(Required)

Student Organization

UConn Department

Basic Information

Student Organization (no acronyms please)(Required)

Student Organization Officer Position(Required)

Department Name (no acronyms please)(Required)

Requestor Name(Required)

First Last

Email(Required)

Phone(Required)

Method of Payment(Required)

KFS

Check

Cash

Credit Card

Other

Anticipated Method of Payment - Student Organization(Required)

KFS

Check

Cash

USG Funding

Credit Card

Student Organizations may incur fees depending on the type of event. Please review the UGuide for associated fees.

KFS Number(Required)

Organization's Faculty/Staff Advisor Name(Required)

First Last

Organization's Faculty/Staff Advisor Email(Required)

RESERVATION REQUEST

Request General Event Information

Title of Event(Required)

Estimated Attendance(Required)

Audience(Required)

UConn Students

UConn Faculty or Staff

General Public

Check all that apply | Due to limited space availability and current safety protocols, we are asking that you refrain from inviting people to your events/meetings who are not currently UConn students, faculty, or staff

Please provide a detailed description of your event(Required)

Will your event possibly include a speaker or performer who is affiliated with UConn (Current Faculty, Staff, or Student)?(Required)

Yes

Will your event possibly include a non-university entity as an event participant (speaker or performer)?(Required)

Yes

A non-University entity is a person, persons, or an organization who is not a current faculty, staff, student, student organization, or University Department.

If you have the name(s), contact information, or any other information about potential speaker(s)/performer(s) (affiliation, website, biography, video links, etc.), please list it here:

Is there a possibility that you may be collecting money?(Required)

Yes

Including, but not limited to: Charging a registration fee, charging an admissions fee, fundraising activities, and/or collecting donations (required or voluntary)

Is there a possibility that you will be using a company to sell goods to raise funds for your group or charity?(Required)

Yes

Will you possibly have food at your event?(Required)

Yes

All Student Organizations and University Departments must adhere to the Food Guidelines published in the U Guide

NOTE: Customers must use University Catering unless other approval is obtained.

If you receive approval from University Catering to use an outside food source, a temporary food permit must be completed.

All beverages served must be Coca Cola products.

Do you anticipate minors being at your event?(Required)

Yes

UConn Minors Policy - non UConn students under 18 years of age

As this event has minors, please contact the Minors Protection Coordinator, Julie Boothroyd at (860) 486-4510 or by email at julie.boothroyd@uconn.edu. All information concerning minors can be found on the website, http://minorprotection.uconn.edu.

REQUEST | EVENT SPACE(S), DATE(S), TIME(S)

Request | Event Space(s)

Student Union Spaces | For each space, please list the date(s) and time(s) you need each space. The times for each date/space should include: 1.) Client Access Time 2.) Event Start time 3.) Event End Time 4.) Client Exit Time(Required)

Please list all Student Union spaces you would like to request for this event

Campus Spaces

Other Campus Outdoor Spaces | For each space, please list the date(s) and time(s) you need each space. The times for each date/space should include: 1.) Client Access Time 2.) Event Start time 3.) Event End Time 4.) Client Exit Time(Required)

Please list all Outdoor spaces you would like to request for this event [Enter "None" if you do not need to request outdoor spaces.]

Campus Spaces

Other Campus Spaces | For each space, please list the date(s) and time(s) you need each space. The times for each date/space should include: 1.) Client Access Time 2.) Event Start time 3.) Event End Time 4.) Client Exit Time

Please list any other Campus spaces you would like to request for this event

Additional Event Details

Please list any additional details about your event here

Hidden

Request | Event Date(s) and Time(s)

Please list the preferred date(s) for the requested event (If the event will span multiple days, please list all of the dates):(Required)

Access Time(Required)

Hours

Minutes

AM/PM

The time you need access to the space

Event/Meeting Start Time(Required)

Hours

Minutes

AM/PM

Event/Meeting End Time(Required)

Hours

Minutes

AM/PM

Exit Time(Required)

Hours

Minutes

AM/PM

Time everyone will have exited the space

Request | Event Space Configuration, Setup Needs, and AV Needs

Hidden

Room Set-Up

Please list specific room set-up Instructions for each space:(Required)

A/V Equipment Needed - fees may be applied(Required)

No Audio Visual Equipment

Smartphone/Tablet Audio Connection

Bringing Personal Laptop/Smart Device

TV/Projector

Podium/Lectern

Microphone(s)

Conferencing System for hybrid meetings (virtual and in-person)

Check all that apply

Other A/V Needs

If you have know of other potential AV needs, please list them here (Ex. handheld microphones, microphones on a podium, lapel microphones, lighting options, etc.)

Terms & Conditions

Prior to completing your reservation, you must read and agree to the policies set forth in U Guide .

Agreement(Required)

I Agree to the UGuide Policies

Comments

This field is for validation purposes and should be left unchanged.

Student Union and Event Services

Advanced Scheduling Request Process

Advanced Scheduling Form

2024-2025 Advanced Scheduling Request Form

Basic Information

RESERVATION REQUEST

Request General Event Information

REQUEST | EVENT SPACE(S), DATE(S), TIME(S)

Request | Event Space(s)

Request | Event Date(s) and Time(s)

Request | Event Space Configuration, Setup Needs, and AV Needs

Terms & Conditions

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