Event Forms
Student organizations that are recongnized by ASUA have the opportunity to reserve Centrally Scheduled Rooms on campus through Room and Course Scheduling (RCS). In order to reserve a Centrally Scheduled Room for an event, a club must have the current President and Treasurer information included on the ASUA Approved Clubs list, which is updated with RCS weekly.
Mandatory: The event request must be submitted by the current Official ASUA Club Treasurer or President on Collegiate Link here: https://arizona.campuslabs.com/engage/Organizations
Classroom Information: For more information on Centrally Scheduled rooms, locations, and capacities, please visit the Classroom Information page.
Event Forms
Click or enter to reveal information below Click or enter to hide information belowSummer and Fall 2018 Event Requests
Note: On March 1, Room and Course Scheduling has launched a new event request platform called Ad Astra.This platform will allow you to see classroom availability for your event. You event request will be processed within 5-10 business days.
How to schedule a new event
Instructions:
- Official current President or Treasurer may request access to the event forms by e-mailing us at rcshelp@email.arizona.edu with your UA Netid.
- Read the tutorial on how to navigate the site: UA RCS Ad Astra Event Form Tutorial Guide
- Log-in using your UA Netid and Temporary Password provided by RCS: https://www.aaiscloud.com/UArizona/Default.aspx
- Request your event with RCS a minimum 3 days prior to the day of the event. Please note, that we charge for events if 1) money exchanges hands at the event i.e. raffle tickets, entrance fees, donations recieved, etc, 2) you book more than one 50+ capacity room for over 4 hours a week, 3) you book more than two 1-49 capacity rooms for over 4 hours a week. For room rates, please see tab below.
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How to change/delete an existing event
Instructions:
- To edit or cancel an existing event reservation, please contact Room & Course Scheduling at (520) 621-3313 or rcshelp@email.arizona.edu. Note, that if you cancel less than three days prior to a charged event, you will still be held financially responsible for the reservation.
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Centrally Scheduled Classroom Rates
Click or enter to reveal information below Click or enter to hide information belowStudent Organizations
Centrally Scheduled Classrooms (CSC) are free to use by Student Organizations for 1) two meetings per week in a 50 capacity or less room, 2) one meeting per week in a 51 capacity or more room. Student Organizations will be charged if they go over their allotted free usage of CSC or if money exchanges hands at the event. This does NOT include club dues. It does include donations, ticket sales, and fundraisers. The rates for those type of events are listed below:
| Price List: | Student Org | |
| Room Size | 0-4 hour | After 4hrs |
| 0-50 | $30 | $7.50/hr |
| 51-100 | $40 | $10/hr |
| 101&above | $90 | $22.50/hr |
| S SCI 100 | $100 | $25/hr |
University Units
Centrally Scheduled Classrooms (CSC) are free to use by University Units (Academic Departments and Non-Academic Departments), unless money exchanges hands at the event. This includes donations, ticket sales, and fundraisers. The rates for those type of events are listed below:
| Price List: | Academic Rate* | Price List: | Non-Academic Rate** | |||
| Room Size | 0-4 hour | After 4hrs | Room Size | 0-4 hour | After 4hrs | |
| 0-50 | $25 | $6.25/hr | 0-50 | $35 | $8.75/hr | |
| 51-100 | $35 | $8.75/hr | 51-100 | $75 | $18.75/hr | |
| 101&above | $75 | $18.75/hr | 101&above | $125 | $31.25/hr | |
| S SCI 100 | $85 | $21.25/hr | S SCI 100 | $150 | $37.50/hr | |
*Academic Unit is one that offers classes to students such as the Math Department
**Non-Academic Unit is one that does not offer classes to students such as Room & Course Scheduling.
Off-campus Organizations
Room and Course Scheduling charges all Off-campus organizations a fee to use Centrally Scheduled Classrooms (CSC). The rates for those type of events are listed below:
| Price List: | Off-Campus | |
| Room Size | 0-4 hour | After 4hrs |
| 0-50 | $90 | $22.50/hr |
| 51-100 | $150 | $37.50/hr |
| 101&above | $300 | $75/hr |
| S SCI 100 | $350 | $87.50/hr |
Please note that all off-campus organizations must contact Risk Management at (520) 621-1790 to provide proof of insurance before an event will be scheduled.
FAQ
Click or enter to reveal information below Click or enter to hide information belowI just submitted an event request- when will I know what room I've been assigned?
Depending on how many requests we have received from academic departments and other clubs, the answer can be anything from a few hours to a few days. This is one reason why we require the request to be submitted at least two weeks in advance- at busy times, it can sometimes take a week or more to process your request.
Why didn't I get the room I asked for on my event request?
There are a few possible answers for this question. One reason this might happen is because the room already has a course or an event scheduled for that time. Another possibility is that you asked for a room that was too large or too small for the size of your event. We always look for available rooms that are the right size to hold the number of people you are planning for.
My event will include a multimedia presentation; where should I indicate that on the request?
You can let us know in the "Additional Information"; box at the bottom of the request that you will need a high tech room. Once you receive confirmation of your reservation, you are responsible for contacting Classroom Technology Services (CTS) at (520) 621-3852. They will take care of unlocking the equipment in the room to make it available for your use. CTS may charge for the use of equipment; these fees are not included in any invoice sent by Room and Course Scheduling, and should be paid to CTS.
Can I reserve more than one room per week, or multiple rooms at the same time?
There is no set limit to the number of rooms you may reserve in a week, although it is contingent upon the number of rooms scheduled for classes and other events. However, only one large room (51+ seats) or two small rooms (50 or fewer seats) per week may be reserved free of charge. If you choose to reserve more rooms during a one-week period, the first large room or the first two small rooms will be free of charge and the rest of the rooms will incur a rental fee.
If your club chooses to utilize two small rooms per week free of charge, the rooms must be scheduled on different days.
I don't know if my club is recognized by ASUA. How can I find out?
ASUA has a listing of approved clubs and their Presidents on their website. If you don't see your club on that list, or if you have other questions that cannot be answered by that list, you can call ASUA at (520) 621-2782.
Questions or concerns regarding the information on this page should be sent to Room & Course Scheduling:
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Phone: (520) 621-3313
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Email: rcshelp@email.arizona.edu