Scheduling for Faculty and Staff
**Note: University Event Scheduling (UES) is now accepting space requests for events occurring before May 8, 2011.**
Accessing the online space request form
To schedule a space on campus for your event, you must attend an Event Scheduling 101 training session.
All space requests for UES should be reserved using the online space request form. Space requests for most other campus locations can also be made using this form.
Online Forms
The online space request form can be found two ways.
1. Go to: http://r25.american.edu
OR
1. Go to: my.american.edu, click on the “Activities & Events.” Select “Space Request Form (faculty/staff)” from your personalized links.
2. Click on “My Requests” and enter your Novell Log in and password
Supplemental Forms (see Forms page for links to each form listed below)
Supplemental forms are required for:
- Requests for the MGC Tavern
- Requests for an Outdoor location
- Requests for amplified sound for outdoor events
- Requests that involve the viewing of movies
- Requests where something will be sold
Paper forms are also available for the following types of requests:
Confirmations are emailed. Please print out your confirmation and bring it to your event. Notes from UES regarding your event will be in the body of the email.
Helpful Tips
The R25 Events Site http://r25.american.edu includes a planning calendar that shows all events that are scheduled in spaces using the r25 scheduling software. Prior to submitting your space request, please utilize the “Events” and “Locations” tabs at the top of the page to view and determine space availability. This planning calendar is an excellent tool when trying to select dates for future events. Please keep in mind that events are processed in the order received and locations may have been requested ahead of you in queue.
The Room Set-up Styles & Capacities guide can be used to determine an appropriate location for your event based on your event's expected attendance, preferred room set-up style, and event type.
Changes
Any logistical changes to your event (attendance, room set-up, date/time) or event cancellations should be emailed to ues@american.edu at least three business days prior to your event. For any last minute changes/cancellations, please call the University Center main number, (202) 885-3939.
Note: University Event Scheduling cannot process requests for Instructional Space until after three (3) weeks into the Fall & Spring semesters (one (1) week into the Summer semester) to allow for course schedule adjustment by the Registrar's Office.
