Room Reservation Instructions
|Step 1||Go to astra.ohio.edu|
|Step 2|| In the middle of the page, there is a link to Request a Room Reservation
|Step 3||This will take you to the Event Request Wizard
|Step 4||Select one of the items from the drop down menu
Grover Center Atrium Request (used for anyone to request space in one of the Grover
Center atria; these requests are approved by the College of Health Sciences and
Student Organization Room Request (used for all student organization activities, even if
the advisor or staff member is making the request)
University Department Room Request
Complete the form by answering the questions
|Step 6||Terms of Usage: Check if you agree to the usage agreement
Note: If left unchecked, you will get an email back asking for the agreement. You are not
permitted to reserve a classroom without agreeing to the terms of usage.
|Step 7||Contact Information:
Organization: Department, school, academic unit, university, department, or student
organization (must be a registered student organization)
Contact Name: Your name
Contact Email: Your OHIO email
Contact Phone: Number you can be reached at
|Step 8||Event Information:
Event Name: Will populate from the first page
Event Description: Enter a brief description of the event so that an appropriate room can be
assigned (i.e., standing group meeting, play rehearsal, faculty presentation, etc.)
Private Event: For university department requests, indicate whether the event should be
marked as private. No events will be broadly advertised, but private event descriptions will
not show to people looking at the room calendars (the room will show as blocked only). For
example, a faculty candidate interview might be marked as private, but a department meeting
would have no need to be private.
Refreshments: Check if refreshments will be available
|Step 9||Event Meetings
Meeting Name: Type in the event name.
Meeting Type: Choose one of the items from the drop down menu
Max Attendance: Enter an approximate number of people who will be at the event/meeting. This will help to ensure an appropriately sized room is reserved
Requires Rooms: Is automatically checked
For a single meeting: Enter the start on and enter the ends on date and time. Click on the Create button.
Note: The date of request needs to be in the future, for rooms needed the day of the request,
student organizations MUST come into the Scheduling Office, Chubb Hall 112, Monday - Friday,
8:00 a.m. - 5:00 p.m. and complete the hand-written form.
For a recurring meeting:
Click on the Recurring Tab
Add the start and end times
Day Pattern: Daily (how many weeks), Weekly (day of the week), Monthly, Yearly
Date Range: Enter the date the event should start and choose the end date by checking on
the end date (not the end after feature)
After you have entered this information, click the Create button
|Step 10||All your requested days and time will show in a list under the Meetings section
|Step 11||At this point, you can choose two options from the buttons on the top of the page
Save: This will take you back to the main page where you completed the contact information, etc. Choose this option if you do not have a specfic room you would like to
Request Rooms: Check the dates of the event and click on Request Rooms.This will take you to a list of buildings that the Scheduling Office reserves. You can choose which room you would like to reserve. Click on the OK button.
|Step 12||Once you have completed the form, hit the Save button at the top of the page.
|Step 13||If you choose not to request rooms, the Scheduling staff will reserve any room on campus that accommodates the number of max attendance.
|Step 14||You will receive a confirmation that the Room Reservation Request has been completed. Please note that the reservation is not complete yet. You will receive an additional email once the room reservation has been approved and completed, or if additional information is required.