Iowa State University
Room Scheduling
Iowa State University
Business and Finance Division
Facilities Planning and Management

Room Scheduling: Policies and Rules

Regularly scheduled classes and exams have priority over special event scheduling

No Food and Beverages Policy

  • No food or beverages are allowed in our classrooms or auditoriums. If this policy is violated, there will be a room charge and the group may face room use restrictions.

Classroom Media Technology Use

  • Most general university classrooms/auditorium have media technology available for special events. For more information regarding equipment, contact ITS Classroom Technology at 294-8026 or roomhelp@iastate.edu.

Student Organizations

  • Student organizations must submit new room requests at the beginning of each semester. Room reservations are not carried forward from one semester to the next.
  • Student organizations who want to hold an event must complete a room request form. Please see the Special Event Policy noted below regarding event rules and regulations. For further information regarding student organizations visit the Student Activities Center web site.
  • All student organizations must first be registered through the Student Activities Center.

Special Events Policies

  • Special Events Requiring Room Rental Fee
    A group has the option of going to the Memorial Union where the facilities are free to recognized University organizations, or going to the Scheman Building where the rental fees will be determined by the staff working with the group.
  • General university auditorium rental starts at $220 ($280 for all day - any events more than 4 hours), and smaller classrooms start at $70 ($100 for all day - any events more than 4 hours) for University organizations and special event groups. Only as a last resort will closed buildings be opened and rental rates will apply. The rates listed are as of January 2010 and are subject to change. Rental rates for campus facilities cover costs for room maintenance.
  • Custodial and ITS charges are determined by these units and groups will be billed by them for services provided.
  • If a registered organization is conducting a meeting, educational seminar or a performing arts event where no admission will be charged, the event will be placed in an open room that meets their specific event needs. If the rooms that are usually open are unavailable, the group will be placed in an alternate room based upon the event and room needs.
  • If a registered organization is conducting a meeting, educational seminar or a performing arts event where admission will be charged, a room rental fee would be applied, even if the room is usually open for evening scheduling. An intramural needs to be signed by the Auditor and then by Room Scheduling to complete the room reservation.
  • Groups will be held responsible for the actions of their guests. If there are damages to the facilities, the group will be held responsible for the expenses for repair or cleanup. The group will not be held responsible if the Department of Public Safety investigation finds no evidence to charge the group. When using a facility, the group is also responsible for the hallways, entrance and exit areas, bathrooms, windows and doors of that building.
  • It is the policy of Iowa State University to permit solicitation in university buildings and on university property only by registered university organizations. For more detailed information please refer to the Student Information Handbook.
  • Groups wanting to use media and needing technical support or training in the classrooms or auditoriums need to contact ITS Classroom Support, 294-8026 or roomhelp@iastate.edu. Media equipment users may not disconnect or alter any media equipment wiring. The group will be held responsible for the expenses for maintenance, repair, or rewiring equipment resulting from such activity.

Other Special Events Room Options

Rooms may be available to schedule through the Memorial Union, Iowa State Center, Recreation Services, Residence Halls and Departmental Offices. To make arrangements to use these facilities contact the following scheduling offices:

  • Memorial Union, 294-1437
  • Iowa State Center, 294-3347
  • Recreation Services, 294-4980
  • Residence Halls, (must be a recognized Residence Hall Organization) scheduled by each complex
  • Individual departments must be contacted directly to schedule conference rooms.

Scheduling policies for special events room requests are available at the various scheduling offices.