2020 Fall and 2021 Spring Scheduling Period
In an effort to give students better long-term planning and availability for scheduling special events and weekly meetings, Scheduling & Events Services will now allow students to schedule their special events and weekly meetings for the upcoming fall and spring semesters. Scheduling period for all registered student organization weekly meetings and special events will open on April 20, 2020. Any requests submitted before April 20 will not be accepted or processed and will need to be resubmitted. To schedule your event beginning April 20, please complete the regular on-line scheduling form.
Organizations may submit up to five special events per semester. Please complete and select multiple preferences for dates to allow more scheduling options. If the person completing the form is not the person who Scheduling & Events will be communicating with, please make sure to include that person’s contact information. Please note, all events must be registered with Hopkins Groups 10 business days prior to the event date. Events not approved in Hopkins Group will be canceled by Scheduling & Events. We recommend registering your event in Hopkins Group for approval at the same time as submitting your space reservation.
Weekly meetings scheduled in Mattin, Levering and Shriver for the 2020 fall semester will be automatically rolled over to the same days, times and locations for the 2021 spring semester. Any weekly meetings being held in general pool classroom spaces for 2020 fall semester will be rescheduled with the same time and day of the week for the 2021 spring semester however, the location may change. Weekly meeting confirmations for fall and spring will begin to be distributed, 1 week prior to the semester. If you need to change your spring semester weekly meeting, you MUST do so after November 1. When submitting your change request, please enter “Weekly Meeting Change Request” into the Event Description/Purpose field. Please note there may be limited availability for weekly meetings to be rescheduled. There is no guarantee you will get a specific day and time of the week. These requests will need to be submitted via the on-line scheduling site at least 10 business days prior to the first meeting. Please also note, all meetings must be registered with Hopkins Groups 10 business days prior to the event date and this includes weekly meetings.
General pool classroom confirmations will be sent starting the week prior to the beginning of the fall and spring semesters. Confirmations will be sent based on first come first serve basis and event date. As a reminder, food and beverages are not permitted in general pool classroom spaces. If you rearrange the furniture, you must return the space to the classroom setup prior to vacating the space. Any rooms not reset may jeopardize keeping your reservation.
The following spaces are used for weekly meetings during specified time slots, (ie, 6:00pm-7:30pm, 7:45pm-9:15pm, and 9:30-11:00 pm):
- Levering Hall Conference Room A (conference square for 16)
- Shriver 104 (Classroom seating 35)
- Shriver 001 (Conference seating 20)
- Mattin 160 (Lecture for 50)
- Mattin 161 (Hollow Square 15)
- Mattin 162 (Classroom 27)
- Shaffer 303 (Classroom 100)
All student space requests must be submitted no later than 10 business days prior to the event for space with Scheduling & Events and the Registrar’s Office. This deadline coincides with the Student Leadership & Involvement event registration timeline in Hopkins Group. Please note scheduling a space and registering your event are two separate on-line form submissions through each office.
If you have any questions, please contact Scheduling & Events at 410-516-8209.