Faculty & Staff Room Reservation Procedures

In order to ensure that your meeting or event goes as smoothly as possible, please follow the steps below:

Steps for Reserving a Room

Review the Room Priorities List
Review the Room Use List
Review Room availability through Outlook
Receive approval from your department head
Request for approval by completing this form is required for UICOMP-sponsored events that meet any of the following conditions:
- Event brings together individuals outside of their primary job responsibilities or duties
- Event attendance that meets or exceeds 100 individuals.
- Event that will include participants who are not UICOMP faculty, staff, residents/fellows and/or students.
After approval:
- Schedule Room in Outlook
- Submit Event Setup/Support Helpdesk Ticket for IT support if needed
- Submit Facilities Work Request for special room setup or room rearranging

Organizer/Department
Responsible Party/Department Head/Chair
Group name
Event title
Description of the event
Date of the event (and recurrence)
Beginning and ending time of the event
Expected number of attendees (HR approval needed for minors)
Who to contact in case of emergency
Room or area requested
Is this a hybrid event (virtual and in-person)?
Involves CIS (AV, microphone, computers)?
Responsible party for room cleaning (name and email address)
- This individual assumes responsibility for ensuring that University protocol is followed regarding sanitation/cleaning of the room. This includes but is not limited to wiping down work surfaces and high-touch areas prior to use and after use.
- View cleaning guidelines
Any special requests

Note: Changing the configuration of a room requires prior approval.