- Visit USI.edu/space.
- Click “SIGN IN” and authenticate with Okta.
- To browse what is scheduled on campus, click “LOCATIONS” on the left navigation pane. NOTE: You can select a specific date or filter your view to specific locations using “ADD/REMOVE LOCATIONS”.
- To request or reserve space, click “CREATE A RESERVATION” on the left navigation pane, then click “BOOK NOW”.
- Select the date, the event start time and the event end time. You can add recurrence details, if applicable. NOTE: Your event coordinator will add pre-access and post-access time for the room, based on your needs. Communicate any extra time you may require for decorating or audio-visual checks to your event coordinator.
- Click “SEARCH” to see all rooms that are available to be reserved or requested on the date and time selected. NOTE: You can filter by room features (setup, type, capacity, etc.) or search by specific room on the left navigation pane.
- Click the “+” to the right of the room name to add that space to your request. NOTE: Clicking the room name (e.g., RFW 122) will show you room details including setup type, capacity, images, and allows you to click through availability of that specific space on a calendar.
- Enter the number of attendees anticipated. If you enter a number that exceeds the capacity of the space, the system will notify you to make a change. You can remove the space from your request by clicking the “-“.
- Click “NEXT STEP” and fill in the reservation details required, including the event name, event type, event description, and affiliation. Click the magnifying glass icon to the right of the Affiliation box and search for your department or organization name. Once the affiliation is added to the list of “Affiliations You Can Book For”, click "CLOSE". NOTE: If you are unable to find your department or organization, please select the most appropriate generic affiliation ("USI Department/Program" or "Registered Student Organization") and make a note in the event description area. Your assigned event coordinator can adjust the affiliation information.
- Select a default point of contact or provide the appropriate information for a temporary point of contact. The point of contact selected will receive all notifications and communications related to the booking.
- Enter the appropriate fund-org number for your department or organization. NOTE: If you are unsure what the correct number is, click the “?” to visit the USI Business Office Financial Managers page and reference the current Financial Manager spreadsheet.
- You may attach supporting or supplemental attachments, like an agenda, proposal, or sketch of a room layout.
- Review the Terms and Conditions regarding use of space and compliance with USI policies. Click the box to agree, and then click “CREATE A RESERVATION”.
Once a booking is created, users will be able to add the event to their calendar or edit the reservation. They will also receive an email summary. The assigned event coordinator will be noted in the right corner of the summary. Our team looks forward to working with you to ensure your event is a success!
All reservations for use of campus space are reviewed by USI Special Events and Scheduling to maximize resource, service and space utilization, and to ensure compliance with campus policies and procedures.
