Faculty and Staff Resources

School of Engineering spaces and request reservation procedures are intended for Engineering faculty, staff, and graduate students.  All others must book through eventservices@vanderbilt.edu or through their own associated school.

The OAS team manages reservation requests only for spaces specifically listed on the form.  Before submitting a reservation request, all policies below must be reviewed.

Important Notices about Reservations (PLEASE READ FIRST)

• Reservation requests should be made via the online booking form (drop-in requests are discouraged and subject to staff availability).
• Undergraduate and graduate School of Engineering courses have priority for Engineering spaces, especially large (40+ capacity) classroom spaces.
  • If a reservation is bumped and there is an alternative Engineering space available, we will reach out to confirm a revised reservation.
  • If there is a Student Center space available after the reservation is bumped, you may inquire about the process for applying for a fee waiver.
  • If there is not a Student Center space available after the reservation is bumped, there may be an opportunity to inquire with another school’s booking system. For more information, please reach out to engineering-oas@vanderbilt.edu.
• No events will be booked for Engineering spaces during finals week (second week in December, first two weeks of May).

General Booking Guidelines

• The guidelines for booking a space are clearly outlined on the RedCap form and must be reviewed before booking.
• If any reservation request is submitted and needs more than one edit, it will be cancelled, and the requester will need to resubmit once all fields are confirmed.

Calendar and Scheduling Timeline

• Requesters may submit up to one semester in advance (example: during Fall semester, can submit for Spring semester; during summer, can submit for Fall).

Room Setup and Assistance

• Spaces must be returned exactly to the state in which they were in before the reservation. If furniture is moved or rearranged, it needs to be moved back.
• For a/v assistance in VUSE spaces, contact AJ Jordan (aj.jordan@vanderbilt.edu) – she is our Media Support Specialist. For tracking purposes, she will likely ask you to submit a ticket through VUIT that will then be routed to her. 

Food/Beverage

• If food/beverage is served, then all items must be disposed of in trash receptacles outside of the room.
• If a space is reserved for an event on a Friday, Saturday, or Sunday, then you will need to submit a separate Custodial request through ReADY.

Violation of Policies

• Repeat violation of these policies will result in future reservations being rejected or cancelled.

Complete the following form to request a room managed by the School of Engineering: https://redcap.link/VUSERoomRequest. If possible, please submit reservations at least 5 business days in advance of your event.

If you have any questions or concerns, email engineering-oas@vanderbilt.edu.

Requests will be booked in the order they are received. Emailing, calling, or visiting OAS regarding a room reservation request does not expedite processing.

Note:

• To check room availability, please visit this website: https://emscampus.app.vanderbilt.edu/EMSWebApp/BrowseForSpace.aspx.
  • You must be logged in to see room availability.
• This form is intended for School of Engineering faculty, staff, and graduate students. Undergraduate students should work with Vanderbilt Student Centers (eventservices@vanderbilt.edu) to reserve a space.
• This is only the physical space reservation. For any additional requirements (tables/set up/etc.), contact Maintenance and Operations: https://www.vanderbilt.edu/vumo/.
• The room you request is for that space only and not for adjacent spaces.
  • Example: If you request to reserve FGH 134, then the request would be for the Auditorium only. You may not use additional spaces for your event's activities/serving food, such as the Atrium, FGH 106, FGH patio, etc.