University Event Scheduling

University Event Scheduling (UES) schedules select American University spaces, including academic areas, the Mary Graydon Center, the Butler Boardroom and Butler Conference room, the Friedheim Quadrangle, the Woods-Brown Amphitheatre, SIS Lounge, and other non-academic spaces for event purposes.

  1. Space reservation requests can be submitted by faculty, full-time staff, and the executive officers of a recognized student organization.
  2. All requests are reviewed on a first come, first serve basis.
  3. UES requires at least three (3) business days to schedule an event requiring little or no support service. Reservations for more complex events should be requested at least seven (7) business days in advance.
  4. Telephone reservations are not accepted.
  5. Charges may be levied for services and equipment related to the use of the space.
  6. Confirmations are sent by email.

To schedule a space on campus for your event, use the following guidelines:

Faculty/Staff:

*Prior to submitting your Space Request, review the AU Events listing to view and determine space availability.
Use the my.american.edu Portal to submit your space request online. Log into my.american.edu, go to Activities and Events, and click on UES Space Request.

Student Organizations:

*Prior to submitting your Space Request, review the AU Events listing to view and determine space availability.
Current executive officers of recognized student organizations may submit a Space Request after it has been approved by the required Advisor.

  1. Pick up a Space Request at the Office of Student Activities (MGC 271), the Office of Greek Life (408A Butler Pavilion), or the University Center (MGC 274).
  2. Fill out the form in its entirety.
  3. Have the form approved and signed by your organizational advisor:
    1. Sororities/Fraternities - Greek Life advisor
    2. Honor Societies - Assistant Dean of Students
    3. Recognized Student Organizations/Clubs - Student Activities advisor
    4. Academic Department clubs - Academic advisor
    5. Club sports groups - Recreational/Intramural Sports advisor
  4. The form is then returned to the University Center, MGC 274.

Off-campus organizations:

American University hosts visiting guests only during the summer months (mid May-mid August). The Summer Conference Program is managed by Housing and Dining Programs. Email Chris Moody with Housing and Dining Programs, moody@american.edu, to learn more about AU's summer meeting and conference services.

During the academic year, the university accommodates only external clients who have a university host to sponsor and coordinate their activity. Campus space is limited, and our first priority is to meet the facility needs of our own community.

To be considered for space, your activity must have a campus host. Your campus host may contact us at (202) 885-3939 to discuss your event requirements. Hosted external activities are subject to facility and other service charges.

Copies of all of the following documents are available for download, or can be picked up at the University Center, MGC 274.

Note: All Documents are in Adobe Acrobat format which can be saved or downloaded by clicking on each link below:

Forms:

Event Space or Instructional Space

Outdoor Space*
(Friedheim Quadrangle, Leonard Picnic Area, Woods-Brown Amphitheater, McKinley Green, Letts-Anderson Quad)
Outdoor Space Request
Amplified Sound Application
All outdoor events using amplification must be approved through the University Center. Organizations and Departments must submit this form at least two (2) weeks prior to the event.

Mary Graydon Center Tavern*
MGC Tavern Request

Mary Graydon Center Display Cases & Tabling
MGC Display Cases & Tabling Request

*Requests must be accompanied with an Event Checklist

University Event Scheduling requires at least three (3) business days to schedule an event requiring little or no support service. Reservations for more complex events should be requested at least seven (7) business days in advance.

Kay Spiritual Life Center
Kay Spiritual Life Center (KSLC) is scheduled exclusively by the KSLC Operations Administrator. Please review the following priorities and provisions for scheduling Kay Spiritual Life Center, and submit a Reservation Form to the KSLC Operations Administrator.
KSLC Scheduling Priorities
KSLC Usage Policy - General Provisions
KSLC Reservation Form General
KSLC Reservation Form Services
Kay Spiritual Life Center Contact Information:
Phone Number: (202) 885-3320
Fax Number: (202) 885-3317
Email: kslc@american.edu

 

Policies and Procedures: Event Planning Resources:
Event Scheduling Policy Room Set-up Styles & Capacities
Alcohol Policy UC Event Checklist
Food Service Policy Support Service Request Guidelines
AU Posting Guidelines Catering by Bon Appetit (AU Catering)
Electronic Display Guidelines Special Events Office Major Annual Events
  Off-Campus Vendors
Maps and Floor Plans: Disability Access Guide
Event Space Floor Plans Flag Placement
Instructional Space Floor Plans Titles and Forms Address
MGC Display Cases & Tabling Locations  
AU Campus Map  
AU Campus Vicinity Map  
   


 


University Event Scheduling (UES)
American University - MGC 274
Telephone: (202) 885-3939
Fax: (202) 885-1534
Email: UES@american.edu

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