Room Reservation and Use Policy

The College of Engineering has multimedia classrooms and conference rooms that UA employees and registered student organizations can reserve. Please review room reservation form and room use policy to learn more.

Event Requests for College of Engineering (COE) Spaces

To schedule an event in COE, please complete the DocuSign Event Request Form.

Note: This form is for event reservations only; it does not apply to class scheduling.

Reserving in ASTRA:

• Go to schedule.ua.edu
• Select “Request an Event” on the left side of the page.
• Select “Engineering Request Form” from the drop-down menu.
• Fill out the form.
  • Student organizations will need to provide the name of their faculty or staff adviser along with their contact information.
• Under “Meeting Recurrence,” please select the date and time for your event(s), and then click the “Create” button in the right-hand corner of the form.
• When requesting a room, select the box next to the meeting name and click “Request Rooms.” Here you can review the rooms available or unavailable, which are highlighted in red. Select the room and click “OK.”
• Click the “Submit” button in the upper left-hand corner.

Submitting a request does not guarantee a room reservation. You will be contacted by staff in the College of Engineering upon review of your request, which should be within two business days.

Important Reminders

• Always reserve a room/space before use and be sure to reserve enough time for setup and cleanup. The room will open at the set start time and lock at the set end time. It is important to begin and end at the prearranged times.
• Room reservations are granted based on availability and on a first-come, first-served basis.
• Leave the room/space neat and as clean as you found it.
• Equipment used during the event should be turned off at the end of the session.
• Do not remove items from the room/space without permission and put furniture, rentals and supplies back in their designated places.
• Engineering event staff are not responsible for the setup, breakdown or management of event rentals.
• Rented linens will be laundered for $7 per linen and charged to the FOAP on the request form.
• Remove all food, drinks and/or materials and take out all trash to the Bevill dumpster.

Student Organization Guidelines

• There is a limit of four active events per student group at any time.
• Faculty adviser are required to attend all after hours events.

For assistance or questions regarding event requests, please contact the College of Engineering’s event staff at coe-events@ua.edu. Report any maintenance issues to support@eng.ua.edu.

This process is separate from announcing an event on the University or COE event calendars. To publicize an event on the campus-wide calendar, submit it to the UA Events Calendar.