Ohio University

Room Reservation Instructions

  1. Go to astra.ohio.edu (DO NOT LOG IN)
  2. Go to link to Request an Event
    Request an Event link
  3. This will take you to Event Request Wizard
    Event Request Wizard
  4. Select one of the items from the drop-down menu
    1. Student Organization Room Request (used for all student organization activities, even if the advisor or staff member is making the request)
    2. University Department Room Request
  5. Complete the form by answering the questions
    Complete the Form
    1. Terms of Usage
      1. Check if you agree to the usage agreement
      2. 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.
    2. Contact Information
      1. Organization
        1. Department, school, academic unit, university department, or student organization (must be a registered student organization)
      2. Contact Name: Your Name
      3. Contact Email: Your OHIO Email
      4. Contact Phone: Number you can be reached at
    3. Event Information
      1. Event Name
        1. Will populate from the first page
      2. Event Description
        1. Enter a brief description of the event so that an appropriate room can be assigned (i.e., standing group meeting, play rehearsal, faculty presentations, etc.)
      3. Private Event
        1. 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 look at room calendars (the room will show as blocked only). For example, a faculty candidate interview might be marked as private, but a departmental meeting would have no need to be private.
      4. Refreshments
        1. Check if refreshments will be available
      5. Next click on the green box "Add Meeting" (This will take you to "Create Meeting(s))
        Add Meeting
        1. Click on Single or Recurring Meeting (Choose recurring meeting if meeting multiple days/weeks and add your days.times from the drop-down menus and calendars
        2. Add Meeting Name
        3. Meeting Type
          1. Choose one of the items from the drop-down menu
        4. Max Attendance
          1. Enter an approximate number of people who will be at the event/meeting. This will help to ensure an appropriately sized room is reserved
        5. Requires Room(s)
          1. Is automatically checked (be sure this is checked, or you will not see any rooms)
        6. Click on Add Meeting
          Create Meetings
        7. All your requested days and times will show up in the box and you are ready to request rooms
          Request Rooms
        8. At this point, check your days and times are correct and hit Request Rooms
          1. Request Room (listed on the Meetings list)
            1. This will take you to a list of the rooms available based upon the max class size
            2. You can choose which room you would like to reserve. If you click in the white box area this will put all the rooms in alphabetical order. There is no way to filter to a specific building or room.
              Alphabetize List
            3. Once you have chosen your room(s), click OK and this will take you back to your event request.
            4. Next click Submit
              Click Submit
        9. If you choose not to request rooms, the Scheduling staff will reserve any room on campus that accommodates the number of max attendance
        10. You will receive a confirmation the Events Request has been completed. Please note 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.
          Confirmation
        11. Click Done.