Space Reservations

Space Reservation and Use Policies

Access to Space for Events* Clarifies and governs room reservations for non-class events during the weekends, breaks, and the summer session. 

* Formally known as the Advanced Scheduling Procedure and the Summer Scheduling Policy.

Access to classroom and event space is provided to support mission-driven activities of the institution. This policy is designed to promote understanding of the conditions
under which an internal Cornell group or unit may reserve space on campus for non-class activities.

During the fall and spring terms, on weekdays:

  • Academic classes, preliminary and final exams have scheduling priority for classrooms, meeting rooms, and other general-purpose type spaces in accordance with the Policy on Scheduling.
  • Requestable spaces may be reserved for non-class events after the first week of classes.

At all other times, requestable spaces may be reserved in advance by group size.

This policy:

  • Provides guidelines to requesters to reserve rooms for non-class events.
  • Promotes the availability of all classroom and assembly spaces on a first-come, first-serve basis, based on group size, and in accordance with other applicable policies.
  • Aligns with the Instructional Space Scheduling Policy in promoting stewardship of institutional resources, including facilities, equipment, technical support staff, and administrative staff associated with room scheduling activities.
  • Aligns with the Use of Central Scheduling Tools policy which defines requestable spaces.

Use of Central Scheduling Tools - Clarifies the Central Scheduling Tool (currently anticipated to be 25Live) that, once in place, will provide all users with a consistent end user experience, improve efficiency in workflow across the University, reduce the number of scheduling conflicts, enable a wider variety of rooms to be made available to academic and event schedulers, and obviate the need for the UUP form for planning events.

The Instructional Space Scheduling Policy - Formalizes class scheduling practices for the benefit of the university-wide greater good, reducing room conflicts, and optimizing stewardship of those room. This policy has three main goals:

  1. To require adherence to faculty-endorsed standard meeting days and times originally established in 1950, but updated in 1981.
  2. Distribute classes evenly throughout the instructional day to reduce demand during peak hours (10AM-2PM).
  3. Promote appropriate seat utilization in classrooms.

Space Reservation Contact Information -

Please include all of the following information when submitting a space request:

  • Name of sponsoring department or registered student organization
  • Contact person and Cornell NetID
  • Brief description of event
  • Number of people expected to attend
  • Preferred campus location or general area
  • Any equipment needs, including audio/visual equipment
  • Date(s)
  • Start time (please include set-up time)
  • End time (please include cleanup time)
  • Alternate dates or locations if first choice is not available