Space Scheduling

Allow time to plan an event. The earlier you start, the more likely you are to secure your preferred venue on a particular date and realize a successful event. Never set a final date and advertise location without securing the space first. Time allows questions and concerns to be properly resolved before the event.

 

UAF is proud to host various meetings and events on campus. To help guide you on the event process and allow for institutional support, you may need to fill out the Public Events Form. This form allows us to ensure your event is safe, successful, and fully supported. In addition to the Public Events Form, you will also need to reserve space for your event. That process varies across campus but there will be links provided in the RESERVE SPACE section to follow.

Additional forms may be required but completing the Public Events Form and reserving the space are the two most critical steps.

Use the information below to determine if you need to complete the Public Events Form based on your event’s sponsorship. If any one of the criteria is met, the Public Events Form needs to be completed.

 Which events need the Public Events Form?

Events requiring completion of the Public Events Form

  • Any event that’s open to the public or includes attendees who are not part of your department/organization.
  • Any event/meeting that will have non-university attendees involved.
  • Any event/meeting that could potentially have 50 or more attendees.
  • Any event/meeting you want to be publicized on campus.
  • Any event/meeting that will have anyone under 18 years of age present.

Events that do not require completion of the Public Events Form.

  • Any closed meeting/training with less than 50 attendees. This includes but is not limited to club meetings/practices, thesis defense, study groups, and tutoring.
  • Tabling at Wood Center.

 

Events that do not require completion of the Public Events Form.

  • Tabling at Wood Center.
  • Closed meeting/training of less than 50 (FUA may be required).

All other events or training by outside groups require the completion of the Public Events form and the completion of the Facilities Use Agreement. Approval from the Events Committee, in specific UFD and EHSRM, may be required.

Terms & Tips

Rows of chairs facing the front with or without aisles.

Commonly used for: Presentations, movies, performances, or conferences.

TheaterSeating

 

Rows of rectangular tables with chairs behind them facing the front with or without aisles. Often rows are straight, or chevroned as they are below.

Commonly used for: Conferences, training, information sessions, or instruction.

ClassroomSeating

Rows of round tables, often staggered, with chairs around them.

Commonly used for: Dinners/lunches , meetings with group work activities, dances.

BanquetStyle

 Tables arranged in a hollow U, square or rectangle with seats around the outside to facilitate a large face to face meeting.

Commonly used for: Meetings, audio-conferences, group work/study, lunch.

BanquetStyle

  • It’s never too early to start planning! Space may not be available to rent more than a year out or even less in some locations but that doesn’t mean you can’t start planning. Get a list of questions together and start asking as early as you can. The more time you have to plan the better.
  • If you don’t know, ask! There are many resources around campus and if our office doesn’t know, we can point you in the right direction.
  • Don’t work harder than you have to! Very large events may require multiple people to help orchestrate, each with very specific tasks. Having one person in charge of planning an event allows for the most informed decision making in the planning process. If that’s not an option at least clearly define roles to ensure multiple people aren’t working on the same task.
  • If you need something changed, put it in writing! Be sure to put requests in for changes via email. You have an email to follow up on and whoever you’re reaching out to has a line back to you that’s clear as day.
  • Don’t forget to advertise! If you want attendance to an event, you need to advertise. Contact Wood Center Graphics for all your advertising needs and if you’re doing it yourself, be sure to follow UAF Marketing and Communication guidelines.

 

Wood Center Scheduling

 Wood Center Scheduling reserves 50+ classrooms and also schedules conference room and multi-purpose event space in the Wood Center. University departments, clubs, and organizations are permitted to use classroom space free of charge if it is for a university sponsored meetings. Wood Center does not charge university departments, clubs or organizations rental but setup fees may apply as all setup for events in Wood Center must be completed by Wood Center Scheduling staff. All scheduling of clasrooms and Wood Center space through Wood Center Scheduling is done through Astra.

Below you fill find information on classroom space as well as Wood Center spaces. Space can be scheduled through the Astra calendars below or you can return to this page and find a direct link to the Scheduling Request Forms below.  

Conference Room Space

Theater Seating Classroom Seating Banquet Seating Meeting Seating
100 60 56 40


CD Standard pic
Room features a projector and wireless connection through SharedLink (UA Login required). 

Analog teleconferenc no longer available.

Theater Seating Classroom Seating Banquet Seating Meeting Seating
80 50 40 32

EF standard
Room features a projector and wireless connection through SharedLink (UA Login required). Analog teleconferenc no longer available.

Wood Center Ballroom

|Ballroom| |Theater| |Classroom| |Banquet Round| |Banquet Rectangular| |Fair 10'x10' Booths| |Tight Fair 8'x6'Booths|
[no stage] 280 140 160 260 20 booths 46 tables/booths
[w/ 8'x12' stage] 240 120 138 208 18 booths 40 tables/booths
[BRCD w/ stage] 360 185 208 328 27 45
[BRCDEF w/ stage] 500* 225 272 408* 32 56

 *May require ordering addtional charis from Facilities Services if total chairs exceeds 400.

Lounge Space and Booths

 

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Other Space on Campus

The International Arctic Research Center has various conference rooms available and is located on upper campus. Check their website here for policies and to reserve the space.

Best used for:

  • Departmental/group meeting
  • Study groups
  • Thesis defense
  • Seminars
  • Educational/cultural activities appropriate for the space.

Restrictions:

  • Only for valid UA staff/student/faculty.
  • Must be UAF sponsored and related to IARC mission.
  • NO classes, social events, receptions or vendors permitted.

 

The Institute of Arctic Biology may have space available for events or activities related to institutional research. Please see their website for more information.

Best used for:

  • Departmental meetings.
  • Thesis defense
  • Seminars or other science related activities

Restrictions:

  • No meetings over 50.
  • Space is limited and specialized.

Board of Regents Conference Room - This space may be available on short notice but BOR holds priority and you do have the potential to be bumped. Reach out directly to BOR directly via email at ua-bor@alaska.edu if all other spaces are unavailable.

Restrictions:

  • No meetings over 75.
  • Can get displaced if space is needed by BOR.
  • Can't reserve more than a few weeks in advance.

The Rasmusson Library has 11 conference rooms of various sizes and capibility that can be viewed from their website here.

Best used for:

  • Departmental/group meeting
  • Study groups
  • Thesis defense
  • Seminars
  • Educational/cultural activities appropriate for the space. 

Restrictions:

  • No available for commercial/non-UAF events.
  • Not intended as an event space.

 UAF Theater & Film manages the Lee H. Salisbury Theatre. For further information on requesting the space please visit their website here or call 907-474-7231.

Best used for:

  • Performances.
  • Studio space for video production.

The Murie Building has a large auditorum (150), multiple classrooms and multiple conference rooms. Please reach ot to the Biology and Wildlife Office Manager at 907-474-6294 for more information.

Best used for:

  • Departmental/group meeting
  • Study groups
  • Thesis defense
  • Seminars
  • Educational/cultural activities appropriate for the space. 

 

If you have not received your room request confirmation from one of the above reservation forms in "Schedule your space", a confirmation from one of the alternative reservation spaces or have not yet scheduled your room space, do so before submitting your event.

Determining room arrangements through our office will be simplified if you plan in advance how you want the room to look. Include what elements you feel are necessary to achieve your event goals. Consider items such as food tables, staging, sound equipment, and dance floor, etc. We can guide you through this process.

See types of room layouts and pre-approved layouts.

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.

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.

Classroom Space

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.

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.

Standard setups are available free of charge to UA affiliated departments/groups for all Wood Center rooms Monday - Friday. Upstairs conference rooms and the ballroom may require a 2HR setup/teardown charge for ALL users internal and external. Setups in the Mall, Multi-Level Lounge, or Exhibit area beyond a booth will incur charges.

Classroom space is free of charge and comes "as is" unless arrangements are made directly with Facilities Services.

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.

Meeting rooms available

Conference rooms CD

Conference rooms CD

Standard setup: meeting

Seating for 40

Space for catering/handouts in back

Conference Room EF

  Conference rooms EF upper level

Standard setup: classroom

Seating for 44

Tables for catering/handouts

Projector with VGA included

Carol Brown Ballroom

 Carol Brown Ballroom

Standard setup: empty

Theater style seating

Other seating setups

Ballroom and CDEF (largest space available)

Ballroom and CDEF (largest space available)

Example: Chinese New Year

 

Commercial booth space

Commercial booth space

Booth spaces are available for local businesses Tuesday through Thursday during the academic year.  Come in and promote your business! 

See Wood Center Scheduling for pricing.
Student booth space

 Student booth space

UAF student organizations are encouraged to have a booth space once a week for student club recruitment, event advertising, and fundraising. Booth spaces are available Tuesday through Thursday on a regular basis and can be schedule Mondays and Fridays for special events. See Wood Center Scheduling for details!
UAF department booth space

 UAF departments booth space

Wood Center Leadership Program use booths to promote and register for the 2008 Student Leadership Conference.

 

Student clubs and organizations that have completed their club recognition paperwork and have been approved, can schedule rooms for club meetings (Subject to reservation policies for specific facilities).

Please provide the Scheduling Office with a copy of your club's semiannual report approval form. For more information refer to the UAF Club Handbook.

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 cancellation and release of space if the club in question does not get re-recognized by the re-recognition deadline.

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.

 

Questions?

Contact Ryan Keele, Building Manager, at uaf-event-schedule@alaska.edu or 907-474-6023.

 


 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.