Scheduling Classrooms for Events

GP Classrooms may be scheduled for events for departments and approved student organizations after classroom assignments are finalized for a term. Rooms may be scheduled with a tentative status for the first two weeks of any term; classes are still being moved and added through this time and rooms must be available to make those changes.

Reservations are required in 25Live to use General Purpose classrooms for everything other than scheduled classes (which must also be scheduled through the Schedule Desk via CLSS). This is to prevent scheduling conflicts, ensure the safety of students and faculty in case of an emergency, and manage crisis response effectively.

Event Classroom Scheduling and FAQs

  • Scheduled classes always take priority over events in academic spaces.
  • Please allow three business days to complete your request.
  • Events in classrooms during the term are often not scheduled until one or two weeks prior to term start - we are moving classes sections around through week 2 of any given term and need classroom inventory available to make those changes
  • Events during the instructional day for first two weeks of a term can often not be confirmed until 1 day prior to the event. If you need earlier confirmation of an event during the first two weeks of the term, please find other spaces on campus that are dedicated to event scheduling.
  • Events during the instructional day for weeks 3-10 of a term can often not be confirmed until the Friday of week 2. If you need earlier confirmation of an event during the term, please find other spaces on campus that are dedicated to event scheduling.
  • Events during finals week can often not be confirmed until week 9 of the term. If you need earlier confirmation of an event during the term, please find other spaces on campus that are dedicated to event scheduling. Student groups are not permitted to schedule events during finals week at all.
  • Weekend or evening events may be scheduled or confirmed earlier than indicated above at the discretion of the Academic and Classroom Scheduling team.

Events and meetings taking place in university classrooms are expected to follow all guidelines and protocols set forth by Oregon State University and the State of Oregon. See Oregon State University COVID-19 Safety & Success for Resources and Updates. Event requestors needing or wanting additional support for resumption of in-person events may fill out University Relations and Marketing's In-Person Event Resumption Form.

Important:

  • Food and drink are not allowed in GP classrooms.
  • Student groups may not schedule events during Finals week of any term.
  • If you move furniture around in the room or make a mess, put it back and clean it up.
  • Do not "borrow" furniture from other classrooms; do not remove furniture from the room.
  • Reservations made via the Office of the Registrar include the room only. We do not offer room arrangement, event services, or event management.
  • To request use common areas (hallways, lobbies, etc.), please contact the building manager.
  • Some events may be denied use of classroom space if the event is inappropriate for the purpose of the classroom.
  • Possession, consumption, or furnishing of alcoholic beverages or controlled substances is prohibited.
  • Noise must be kept to a minimum; there may be classes/tests in session in nearby rooms.
  • Events in a series will not include University Holidays; General Purpose Classrooms are not scheduled on holidays.
  • Events in a series should include only one term at a time. Please submit separate requests for each term.
  • Events taking place during Finals Week should be requested/submitted separately from other events in a series.
  • All events in GP classrooms must start on the hour or half hour (:00 or :30) and must end on the :20 or :50 after the hour. If your event does not follow these guidelines the time may be edited by the Schedule Desk before approval, or denied.
  • If your event takes place after building hours or on a weekend, the ADA/Accessible entrance to the building should be open. If you find that entrance is locked when you arrive, please contact Public Safety’s non-emergency line (541-737-3010) to have it unlocked; be prepared to provide them with proof of your reservation.
  • All events and activities involving unaccompanied minors (under age 18, not OSU students) are required to register with the Office of Youth Safety & Compliance. Registration can be completed online at youth.oregonstate.edu.   
  • Events charging admission, involving financial transactions, open to the public, or involving non-OSU attendees should contact University Events ([email protected]) to ensure compliance.
  • If your event will have attendees from off-campus (not affiliated with OSU), you must inform the Schedule Desk and email [email protected] with details about your planned event. You may need to work with University Events or Conference Services to ensure compliance.
  • Some other events may require event support from University Events; after review, requestors will be contacted if this is the case.
  • If we receive confirmed complaints regarding your event, your organization may be barred from using GP classrooms for future events.
  • Failure to comply with the listed rules, failure to respond to emails regarding your event, or misrepresentation of your event in the request may result in cancellation or denial of room use now or in the future.
    Please review the information on your confirmation email carefully to make sure it is correct (dates, days, times, room, etc.). Let the Schedule Desk know via email if there are any changes needed. You can verify your reservation is correct in 25Live after receiving your confirmation email. If you notice anything incorrect about your reservation, please let the Schedule Desk know as soon as possible.

Notice: Events and meetings taking place in university classrooms are expected to follow any and all current guidelines and protocols set forth by Oregon State University and the State of Oregon. Please see https://covid.oregonstate.edu/ for any pertinent updates. Event requestors needing or wanting additional support for resumption of in-person events may fill out University Relations and Marketing's In-Person Event Resumption Form (https://communications.oregonstate.edu/person-event-resumption).

Certain GP classrooms may involve fees, including many LINC classrooms and Milam Auditorium (MLM 026). These fees are not controlled or assessed by the Schedule Desk. Contact the 25Live Schedule Desk for more information and to be directed to those assessing the fees.

If you are part of an academic department (colleges, schools, departments) or are an instructor, you likely already have a department scheduler that can submit requests on your behalf. To request use of a GP classroom for any event (academic or non-course related), please find and contact your department scheduler. If you do not have a department scheduler listed, contact the Schedule Desk to request a contact from your college, school, or department.

You can also search for your office or department in 25Live and see if there are any Associated Contacts listed for that organization. Any contact listed as a requestor is able to make requests for GP rooms on your behalf. Access organization search by visiting beav.es/wwX. Click the name of your department in the search results, then find Associated Contacts on the Details page.

If you are part of an administrative office or other department on campus and wish to request use of a General Purpose classroom, you may already have designated requestors for your organization in 25Live. You can search for your office or department in 25Live and see if there are any Associated Contacts listed for that organization. Any contact listed as a requestor is able to make requests for GP rooms on your behalf. Access organization search by visiting beav.es/wwX. Click the name of your department in the search results, then find Associated Contacts on the Details page.

If you cannot find your organization in a search, if your department does not have any associated contacts, or if you wish to become a requestor for your department, please contact the Schedule Desk to request permission to request spaces.

Student groups and organizations recognized for the current academic year are permitted to use General Purpose (GP) classroom space for meetings and events.

Representatives from student groups interested in requesting GP space should first reach out to Student Clubs & Organizations (Experiential Learning  & Activities) to ensure their group and scheduling contacts are properly set up to request reservations in 25Live. Student groups are limited to three designated scheduling contacts. Student Organizations are responsible for completing those steps and submitting their own requests in 25Live - departments should not do this on their behalf. Department Sponsored Organizations (DSOs) may have the department submit requests on their behalf if desired, but student representatives are still encouraged to do so.

Each summer all student group organizations in 25Live will have their status set to "Unrecognized" at which point they will no longer be able to request events sponsored by that group. Any existing requests at that point may remain in the queue, but will not be scheduled until that group is recognized for that academic year. New requests will not be accepted until the group is recognized for the current academic year and their status is updated by Student Clubs & Organizations in the 25Live system, at which point any designated scheduling contacts will also be granted requesting privileges.

Events in classrooms can be scheduled or requested using 25Live Pro. Please see 25Live Pro for more information.