Scheduling Facilities

Scheduling Facilities

Recognized WPI student organizations are permitted to use WPI facilities for official meetings and programs. There is no charge for utilizing WPI facilities, however, the organization is responsible for costs associated with custodial services, police coverage and/or dining services, and for assuring room cleanliness after use.

Reserving Meeting, Conference, and Function Rooms

To reserve a meeting room, conference room, or function room for any time of the day or night, you should go to scheduling.wpi.edu to request space, or if your have a special request, contact the Events Office at extension 5613. The Events Office can advise you as to what rooms are available and help you match a room with your organization's particular needs. The Events Office will assist you with any auxiliary service requests (e.g., dining service, plant service, audio-visual) you may have. Please remember to schedule early, as meeting space is limited.

Reserving Classrooms and Lecture Halls

The reservation of academic classrooms and lecture halls is handled through scheduling.wpi.edu to request space or contact the Registrar's Office at extension 5211. This office will only reserve a room for the organization and any dining service, plant service, audio-visual or police requests must be handled directly between the organization and the appropriate department. No reservation is considered final unless an e-mail confirmation is made by the scheduler. If card-access is needed for off-time reservations, confirmation from WPI Police must also be made by e-mailing your request to campuscardaccess@wpi.edu. Requests will be honored on a first-come, first-served basis. If the intended use is cancelled, the space-reservation must also be cancelled by e-mail notification to the scheduler. Failure to cancel a reservation is grounds for denial of future requests.

Reserving Athletic Facilities

Athletic Fields and facilities are reserved directly with the Physical Education and Athletics Department. More information can be found here

Helpful Hints When Scheduling Any WPI Facility

Plan ahead. Meetings should be scheduled at least three (3) days in advance; events should be scheduled at least two (2) weeks in advance. This will allow you time to advertise your event or to notify your membership of a meeting. It will also allow the appropriate auxiliary services to be notified of your event.

Be flexible. Think about what the needs of your organization are versus booking the same room "because we've always used this room." Another facility on campus may better accommodate your organization than the room you've always used.

Ask about costs when you reserve a room. Almost any reservation will incur some cost, such as a custodian to open and close the facility as well as to provide services during your meeting/event. Ask the Events Office for a reasonable estimate of costs in writing when you schedule a room.

Request a written confirmation of your reservation from the Events Office. This will avoid any confusion, confirm reservations, and provide for event authorization.

 
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