How To
How To Reserve a Room
R25s:
- Go to this website: http://registrar.sas.cornell.edu/Sched/R25/
- Click “Student Organization Room Requests”
- Check the schedule to see if the room you would like is open. If not, decide on a new room. R25s cover WSH, Appel, RPCC, West Campus houses, Balch, etc. If you look on the room translator there is also Ho Plaza, RPCC lobby, Appel Lobby and the lobby of WSH if you’re planning to table.
- At the top right there is a “Room Translator” use this pdf file to find out the code for the room you would like to use.
- On the top left, click on “Requests”
- Fill in all the necessary information. The “Sponsoring Organization” will be Alpha Phi Omega. Be sure your expected head count isn’t more than the occupancy of the room (can be found in the room translator). Go through the checklist and read carefully to check off the most accurate information. Things like food and selling items will make the process more complicated, but still do-able!
- The next screen is a summary of what you’ve filled in. Review it and then hit “Submit Request"
- You will then receive emails regarding your request, and whether or not it can be fulfilled, and any further steps you need to take.
Other Reservations
Lecture halls and classrooms:
- Go to this website: http://registrar.sas.cornell.edu/Sched/roomres.html
- Click on the building where the room is located, for example Rockefeller
- You are then brought to a list of contact information. In this case it is univ_scheduling@cornell.edu
- Email this address with the request – either the name of a room, or a number of people you expect to attend. Also be sure to say you’re part of Alpha Phi Omega and what you plan to use the room for. They will email you back with any other steps.
- Mann Library is separate at this website: http://mannlib.cornell.edu/rooms-labs and Trillium is mrm47@cornell.edu
Use of University Property (UUPs)
UUPs need to be filled out if your event:
- Has food and/or alcohol.
- Takes place outdoors.
- Collects money (sales or fundraising).
- Is held in a venue with a capacity of 200 or more people.
- May be seen as controversial and/or high risk.
Steps for completing a successful UUP:
- Fill the UUP out ASAP – an organization can be fined it hasn’t filled it out 3 weeks ahead of time.
- Go to this website: http://www.activities.cornell.edu/EventReg/
- Click on “I am planning an event and would like to register the event”
- Read over the information on the next page, it is important Cornell knowledge!
- At the bottom of the page, click “CLICK HERE to continue UUP Form”
- Fill in the necessary information. Be consistent with the information on your room request. Read the questions carefully to make sure you are answering correctly, the rest of the UUP depends on the answers to the preliminary questions. If you do not click anything, they will all be answered with a default “yes".
- At the end of the first page, click “Click here to Continue with UUP
- Continue filling out the necessary information, be as descriptive as you can be.
- Click “Submit Your Event for Approval”
- After this, you will receive emails from each and every person on campus that must approve your event. This will be anywhere from 5 to 15 people, depending on how high-risk and involved your event is. Generally, the police, risk management, fire safety, and the administration of the building where your event takes place all must approve. This is not extremely difficult. Answer their questions and they will generally say yes.
- It may take up to a week to get full approval. Without full approval, you are technically not allowed to host this event. Be sure to submit your UUP with plenty of time!
- If you need to check on the status of your UUP go back to: http://www.activities.cornell.edu/EventReg/ but this time click on “I already submitted a UUP form, and would like to check the status.
- The password is always your full name. (Don’t abuse this).
- Once everything is approved, you’re all set, have fun!