Event Scheduling

Welcome to the Event Request Scheduling System!

Using this site, you may request events to be scheduled in a classroom, ITaP computer lab or any other campus facility.

• Requesting an Event to be Scheduled Within a Classroom or ITaP Computer Lab
  • As an alternative to using the Unitime Web Client, you may contact Academic and Classroom Scheduling at 494-5700 to request a classroom. To request a Computer Lab, contact 494-1597.
  • If you need specific software or additional instructor resources in an ITaP Computing Lab, please be sure to inform the scheduler or specify this information in the online Unitime request form's additional information field.
  • Policy Information
• Requesting an Event to be Scheduled in a Non-Classroom Space
  • Please use the Event Management System (EMS) https://purdue.emscloudservice.com/web/ to request outdoor space, building lobby space, or general purpose conference rooms.

Important Information

• Please note that not all buildings are available for event requests.
• All event requests for student organizations must be submitted at least one business day prior to the event.
• A complete Instruction sheet is available describing how to perform most tasks on this site.
• Go to instructions on a specific topics.
  • Request to Schedule a Classroom for Any Event Page 4.
  • Cancel or Modify a Scheduled Event Page 12.
  • Check Room Availability Page 16.
• Changes have been made to our e-mail responses. Please read them carefully to check the status of your event.

Academic Classrooms - effective May 15, 2023

Academic classrooms are requested either via UniTime, by calling the Academic Classroom scheduling office at 765-494-5700, or by e-mailling classroomsched@purdue.edu.

• Department events.  It is the requestor’s responsibility to obtain any additional departmental approvals that may be required and maintain proof of approval in writing for their records. 
• Student Organizations.  If an event requires fees for access or SAO approval on BoilerLink for their event, the room request will not be approved until SAO indicates that the event is approved.

Classroom Hours

Classrooms are scheduled during the following times*:

Mondays through Fridays:

• 7:30 a.m. to 10:30 p.m.

Saturdays:

• 7:30 a.m. to 12:30 p.m.
• LILY, BRNG and HAMP -- 7:30 a.m. to 8 p.m.

Sundays:

• LILY, BRNG and HAMP-- 8 a.m. to 8 p.m.
• All other classrooms are closed. 

*Large classrooms that seat 75+ have special restrictions. Please see note below.

If you need a classroom outside these hours, you will need to either:

• Have building AND classroom access, and agree to clean up the room after your event
• Have keys/department access and agree to clean up the room after your event

• Agree to pay fees for a work order to provide access and clean-up

• Even though the classrooms in WALC may be unlocked, you will still need to agree to pay fees in case of clean-up. Fees will be charged at Building Services' discretion.

Work Orders and Fees: Fees are required if an event is held in a classroom outside normal operating hours, if extra equipment or staffing is required, or if clean-up is needed. Visit the Building Services webpage for additional contact information and current shop rates. Feel free to contact their office if you have additional questions. Academic and Classroom Scheduling will set up a Work Order, including billing account information, and send the request to Building Services to be scheduled. A minimum of a two-work day advance notice is required for special requests, and the deadline for events scheduled on the weekends is the Wednesday prior to your event. Requests or modifications received after 5 p.m. on Wednesdays will be rejected as adequate time is required to modify the special arrangements made.

• Open/close and clean up fees will be billed after the event by Building Services. For University departments, an account number will be required at the time the applicant makes the reservation. For student organizations, we have a list of account numbers through the BOSO office, and you will be responsible for making sure your account remains in good standing.
• We request at least a two week notice prior to your event so that it can be properly scheduled. Any special arrangements for events with less than two business days notice will be denied.
• If you need to cancel or modify your event, we require at least a 24-hour notice for weekday events and no later than 4:30 p.m. Wednesday for weekend events.

WALC

WALC classrooms may be requested on all four floors of the building. While certain floors of WALC may be open 24 hours, the classrooms are not and can only be reserved during normal classroom hours.  Classroom hours for WALC will be the same as all academic classrooms:

Mondays through Fridays:

• 7:30 a.m. to 10:30 p.m.

Weekend Access - Please Note:

• Outside classroom hours, the classrooms in WALC are reserved for open quiet student by any students when not in use.
• Classroom hours are Saturdays, 7:30 a.m. to 12:30 p.m. ONLY and closed to events on Sundays.
• If you wish to reserve a classroom outside these hours, fees will apply.
• Special requests for "special events" for students (Hack-a-thons, workshops, seminars, etc.) will be reviewed on a case-by-case basis. Fees may apply.

Room requests for WALC can be requested either via the UniTime system or by contacting Academic and Classroom Scheduling at 765-494-5700.

Large Classrooms

Large classrooms that seat 75+ are subject to periodic holds throughout the academic year because they are heavily used for Evening Exams.  No exceptions will be made until the Evening Exam Schedule is finalized.  At this time, this only affects Fall and Spring sessions, but this may change to include Summer sessions in the future if needed.

You may request Large Classrooms 75+ if:

• Your event is held Monday through Thursday before 5 p.m.
• Your event is held on a Friday or the weekend during normal operating hours
• Your event is held during the first two weeks of the academic semester
• Your event is held during Dead Week (the week before Finals)
• You request your event after the Evening Exam schedule has been finalized and the rooms are released

Please contact Classroom Scheduling for dates the Large Classrooms will be available.

Classroom Courtesy Guidelines:

Both classes and events are expected to end at the designated time period.

• There is a mandatory 10-minute window between events.  The first five minutes should be considered a shut-down period for the preceding class or event.  The second five minutes preceding the next class or event should be considered prep time for the incoming group.
• Erase any blackboards or whiteboards prior to leaving the classroom. 
• Do not use permanent marker on the whiteboards.
• Return any projection screens to their normal position.
• Log out of the classroom computer if you used it.  Do not turn off the classroom computer.
• Return desks to their “normal” arrangement.
• Turn off any document cameras and overhead projectors.

We expect everyone to treat one another in a respectful manner.  If there is a dispute over who has reserved the classroom, Academic Classroom Scheduling emails confirmation of all approved events.  You should have a copy of the approval with you when you attend your event.  No approval, no room.  Please double-check your confirmation information before requesting another group to leave a room.  Also, all confirmations can be confirmed by checking the UniTime system, and we do not double-book rooms.  Class-related events do not supersede other events.  If there are any issues, please contact Academic Classroom Scheduling at 765-494-5700 Monday – Friday, 8 a.m. to 5 p.m.

No overnight storage of materials is allowed in classrooms.  No materials, equipment, baggage, etc., may be stored in the classrooms for future use. As the classrooms are used by a wide variety of constituencies, all materials must be removed daily. No storage of materials is available.

Holidays and University Holidays: Classrooms are closed on federal and University holidays, such as Thanksgiving, Christmas, July 4th, Winter Break, etc. Any request for such dates will be rejected. 

PLEASE NOTE:  WHEN YOU RECEIVE AN E-MAIL REGARDING YOUR EVENT, PLEASE READ ALL COMMENTS, INCLUDING INQUIRIES AND APPROVALS.  YOUR TIME MAY BE MODIFIED TO ALLOW ADEQUATE TIME BETWEEN EVENTS.

If you have any questions about reserving classroom space for your event, please contact 765-494-5700 or email us at classroomsched@purdue.edu.

Room Availability

Unitime may be used to check Room Availability prior to requesting a location for an event or to view scheduled events within the location. Detailed instructions can be found on Page 16 in the Instruction sheet.

Technology and Facility Needs for Events

Most events require some form of support from Classroom Support of Building Services. Additional AV equipment, room setup, and staffing needs should be reviewed in advance of your event to ensure that all elements are in place prior to the day of your event. Contact AV Services at 494-2769 to confirm all Audio Visual needs.