Event Scheduling

Room Schedules

Live Room Usage Information

Wood Center Events

How To Schedule

Schedule Space

Reserve Space Here


Meeting Request Form:This form is for small internal UA meetings for departments, clubs, or UA affiliated organizations. Though basic AV needs can be met, if you require technical support or equipment beyond a computer/projector or something already built into a smart room please complete the Events Request Form.

Event Request Form: This form is for large meetings for departments, clubs, UA affiliated organizations, and outside groups. Anything more complex than a meeting will fall into this category. A detailed list of AV and setup needs will be required no later than 1 week prior to the event/meeting.

Booth Request Form: This form is for requesting booth space at Wood Center, outside Wood Center, or in the Circle of Flags area in Constitution Park. Booth space inside is a table with up to 4 chairs in a designated area. See our booth policy for more details.

Movie Screening Request Form: Please use this form to request a space to show a movie. You must have documents indicating you are eligible to show the movie if it is not Public Domain. Even a small showing with just club or group members would constitute a public showing and rights would need to be obtained. Please call if you are unsure or need more information about this. Groups should consider trying to obtain the rights before or in tandem with reserving the space. 

 We are here to help...

Wood Center Usage

The Scheduling Office is designed to assist customers with room selection, room setups in Wood Center, and event planning.
We work directly with customers selecting pre-approved layouts or designing new layouts.
Offices, groups, and individuals who are UA affiliates are not charged rental fees but are always responsible for setup and teardown for events in Wood Center.

Setup is the time it takes to prepare a space for your event
Teardown is the cost to reset it after an event.
What space and services are free?:Conference Rooms A & B, having a booth in Wood Center, using Conference Rooms CD or EF in standard setup with the following stipulations.
Weekdays 7:30AM-4:30PM standard setups are provided free of charge. Meetings or usage on weekends or evenings may be subject to additional setup and teardown charges.

Classroom Usage

The scheduling office schedules 42 classrooms and 2 outdoor spaces. We have rooms designed to hold from 16 up to 250 people.

Office hours are Monday through Friday 7:30 AM to 4:30 PM. 

Normal turn around time Monday-Friday is within 48 hours (2 business days).

If you have not received your confirmation in 48 hours, please call the Scheduling Office at 474-6023, or e-mail us at:

uaf-event-schedule@alaska.edu.


Important Information

Finals Week: 

We do not schedule classroom during finals week. The library may have rooms open or you can try to find a room that is not a classroom.

Events Outside Building Hours:

Any event requested for hours building hours is subject to additional fees. Requesting hours outside normal operation may or may not be approved. Holding events during published business hours is the best way to ensure you get what you ask for. 

Timeline:

Wood Center Space: 
Scheduling request for Wood Center may be made no more than one year in advance for any student club/organization. Departments may, upon approval, schedule more than a year in advance.

Classroom Space:
For clubs, classrooms may be requested the start of the month prior to semester start. For instance fall classes starting in September may not be requested prior to August 1st. Any request received outside that time frame will not be honored. Requests will then be scheduled on a first come first serve basis. Within the first 2 to 3 weeks of a semester classrooms are subject to academic override and any club/org/department may be displaced if a class is moved there. You are warned of this when scheduling for the semester and we will work with any group to reschedule or relocate if possible.

Clubs/Orgs Probationary Period and Re-recognition:

Probationary Period: 
When a new group is forming they are permitted to schedule 2 meetings before the club is fully formed. Request such meetings as Club Organizational Meetings and know that those are the only meetings forming clubs are able to schedule until they are fully recognized. Pre-existing clubs, not currently recognized, are not afforded this liberty. They must get re-recognized in order to schedule anything.

Re-recognition
Clubs/Orgs must get re-recognized each fall semester. Therefore, annual reservations for large one-time events will be accepted throughout the year for no more than 1 year in advance. Furthermore, any reservation made for the next fall or spring is subject to cancelation and release of space if the club in question does not get re-recognized by the re-recognition deadline.


Which classroom contains the features you need?

Check out the Smart Classroom Interactive Browser


Forms and Policies

UAF Public Events Form (To be completed after receiving room request confirmation *complete this form as indicated by above room request forms*.)

Food Liability Release (To be submitted to Dining Services)

For more information on public use of facilities of university facilities, please refer to the Board of Regents Policy, P05.12.090. Public Use of Facilities.

For more information on UAF policy on campus access for non-commercial solicitation by private individuals or organizations, click here.

The authorized use of university space by an organization does not imply endorsement by the university of the organization, or its views, goals or objectives. Rather, it reflects the university’s commitment to a campus environment supportive of free expression through reasoned discourse, or, in some cases, merely a rental of space at standard rates.  


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