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Room Reservation

 


Reserve a Room

Faculty and Staff Room Reservation Request

Student Organization Room Reservation Request

*You must use a campus computer in order to access the student request form

How to fill out the Student Organization Request Form


 

General Information

The Office of the University Registrar at Texas State University reserves general classroom space in academic buildings for academic departments and organizations.

List of the rooms available for reservation (excluding ALK 250 CENT 157, & LBJ 4-16.1).

Academic classes have priority scheduling over special events or meetings. Any classroom reservations occurring during the academic semester have the possibility of being relocated if the room is needed for an academic section. If this occurs, The Office of the University Registrar will make every effort to relocate your reservation to a comparable room if possible.

Room reservation requests are processed on first-come, first-served basis so we encourage departments and organizations to submit their requests as soon as possible. Any single weekday requests received for a future academic semester will be held in queue until the 1st day of classes. Any requests for semester long meetings or events will be held in queue until 12th day of class during long semesters and the 4th day for Summer I and Summer II semesters. Please note that semester long reservations do not include holidays, Reading Days, or the week of Final Exams.

If this room is being reserved for an event that involves minor children, please indicate in your advance communication relative to the event, that the event involves minor children and under Texas law, the carrying of a handgun may be prohibited. Visit the Texas Department of Public Safety FAQ page for more information.

Please email ClassSchedule@txstate.edu with any questions.

 

Student Organizations

The Office of the University Registrar at Texas State University can reserve general classroom space in academic buildings for student organizations. 

In order to reserve a room your student organization must be registered with the university. If the President or Advisor cannot log into our scheduling system to complete the request form, the organization is not registered and we cannot process your request. Visit Student Involvement @ LBJSC for the application to register your organization. If your organization is already registered with the university but you are having issues logging in, contact ClassSchedule@txstate.edu to resolve the issue.

Additionally, all student organizations are first required to contact the LBJ Student Center to request accommodations.  If the LBJ Student Center is unable to accommodate your request, they will provide written verification, known as the LBJ denial form. Please send an attachment of this form to ClassSchedule@txstate.edu. This attachment can be a scanned attachment, or a picture of the form, as long as it is readable.

Please use the Student Organization Room Reservation Request form to submit a request. Only the Advisor or President of the organization has access to submit a request. Please be aware that you are not guaranteed the room you choose in your request. If there is a room that better fits your event, we will assign the better option.

Any requests for semester long meetings or events will be held in queue until the 12th day of class during long semesters and the 4th day for Summer I and Summer II sessions.  A new request and denial from the LBJ Student Center is required for each event.   Please note that semester long reservations do not include holidays, Reading Days, or the week of Final Exams and will need to be resubmitted each semester.

 

Weekend & After Hour Reservations

All actives must end no later than 10:00 PM. You must make arrangements with Access Services to unlock or lock the building. The Office of the University Registrar Office will notify Access Services of any reservation occurring before 7:00 AM, after 9:00 PM, or on a weekend however, it is up to the requester to finalize these arrangements. To get access to the actual room outside of standard operating hours, the requester will also need to make arrangements with the room’s owner. A list of the room contacts is provided here.

Gaining Access to Classrooms

Events requiring access to rooms over a weekend or after normal business hours must arrange, a minimum of forty-eight hours in advance, for access through the academic department controlling the space. The department room contact will request a key for the event from Access Services.

First Call ownership can be viewed in Ad Astra, our scheduling software, or on the list of First Call Classrooms. If your department does not have access to Astra, you may contact our office by email at ClassSchedule@txstate.edu for information on who to secure a room key from.

 

Helpful Links

Listing of designated First Call Classrooms

First Call Room Contacts

Evans Auditorium, Music Bldg Recital Hall, Performing Arts Center – Reservation Services

JCK 11th Floor Meeting Rooms

LBJ Student Center - Conference Services for Student Organizations

Teaching Theater (ALK & CENT) Reservations

Teaching Theaters and Conference Room Contacts

Department Based Computer Labs

Astra Information