New Classroom Reservation Process for the 2024-25 Academic Year

1. Registrar Scheduled Classrooms
2. Introducing Simple Meetings
3. Definition of an Event

Registrar Scheduled Classrooms

The Registrar’s Office manages many classrooms on campus. VSOs can request Registrar scheduled classrooms for free (work orders may be required for larger rooms). CardinalEngage no longer has a “Book Rooms” feature to request a Registrar scheduled classroom. There is a new way for VSOs to request classrooms for simple meetings and events. 

Introducing Simple Meetings

What is a Simple Meeting?

A Simple Meeting must meet all criteria below:

• Less than 25 people
• Current Stanford students, faculty, or staff in attendance
• External guests not allowed

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.

Steps to Host a Simple Meeting in a Registrar Scheduled Classroom

1. Request classroom space through University Classroom Request Form at least 5 business days in advance.
2. If space is available, the Registrar’s Office will approve the space request and send a confirmation message.
3. Simple meetings do not need to be registered on CardinalEngage.

Definition of an Event

What is an Event?

An Event is characterized by any of the criteria listed below:

• Less than 100 people
• External guests allowed
• Requires OSE registration through CardinalEngage
• Contracts totaling up to $1000 or more

Events need to be registered on CardinalEngage, and require approval from the Office of Student Engagement. All event venue/facility requests are subject to approval from their respective management.

Steps to Host an Event in a Registrar Scheduled Classroom

1. Request classroom space through University Classroom Request Form at least 5 business days* in advance.
2. Register the event on CardinalEngage at least 5 business days in advance.
   1. Enter the same event name for both the Classroom Request Form and the CardinalEngage Event Form
   2. Enter your requested location in the “Where” section 
3. Requires approval from both OSE and the Registrar’s Office

*Major Events will require additional advising and a longer lead time.