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 with the Student Center 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 generally be booked for Engineering spaces during finals weeks (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.
• Please wait to submit your request until you have all information needed.

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.
• Concerns about audiovisual systems in classrooms need to be directed to VUIT, specifically to 615-343-9999 or this link. There is a button on the control panel in each classroom to summon AV system help.
  For a/v assistance in VUSE spaces, you may also 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.