Simple Meetings are defined as gatherings of 24 people or less. Current students, faculty, and staff are the only type of attendees allowed (no external guests). Approval from the Office of Student Engagement is no longer necessary although be aware the meeting space you reserve is approved by the managing party. Please refer to the How to Plan an Event guide instead if you are planning a gathering of more than 24 people.
Recognized student organizations have the ability to gather for group activities on campus and use campus resources provided that they follow university policy, and stay true to their approved constitutions.
Simple meetings do not need to be registered on CardinalEngage, and do not require approval from the Office of Student Engagement. Simple meetings only require the approval of the venue/facility requested. Student Organization officers can view a list of available classrooms from the Registrar's Office.
Request classroom space through University Classroom Request Form at least 5 business days in advance. If space is available, the Registrar’s Office will approve the space request and send a confirmation message. Registrar scheduled classrooms are reserved for academic use during the first two weeks of each quarter. These classrooms are not available for reservation requests during that time frame. In subsequent weeks, reservation requests may be reassigned or denied due to high demand and scheduling constraints due to prioritization for academic use. For Fall 2024, reservation requests for the week of Monday, October 7th can be submitted starting on Monday, September 30th.
How to Book Registrar Scheduled Classrooms
Non-classroom Venues
Student organizations and university departments can book space and hold events on campus. Most space reservations need a minimum 7 days in advance. Large events require a minimum of three weeks and often much longer. Please see critical deadlines before you begin. For last minute suggestions, try a community center or residence, or come to OSE for other suggestions.
While there is no comprehensive listing of all campus event spaces, the Venue Guide table outlines some of the most frequently requested sites and how to reserve them. Questions about these venues should be directed to the reserving entity.
Work it, Run it!
During the waiting period for the venue approval, you can use the time to prepare for your Simple Meeting. You will want to communicate with your student organization members to hold the time and prepare the agenda for the meeting.
Once approved, you can confirm the details of the meeting such as the time and reveal the now confirmed location. If your meeting is canceled, you cannot hold a room without usage. It is also not for personal use outside of student organization gatherings.
On the day of the meeting, you can arrive early to prepare. For any Registrar Office scheduled classrooms requested with their form, rooms will open exactly 15 min before the scheduled time. After your meeting has concluded, all student organizations must leave the room as you received it. Food is not permitted unless specifically specified as an allowable amenity.
