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Space Utilization & Event Scheduling

Centralized process for requesting Haskell classrooms, meeting rooms, and event venues for students, staff, and approved partners.

Space Utilization Request Form – submit at least two weeks before your event start date

Who should use this page?

  • Student organizations planning meetings, socials, and cultural events
  • Academic and administrative departments hosting programs or trainings
  • Approved external partners requesting use of Haskell facilities

Upcoming Events & Key Dates

The university has many events throughout the academic year that are reserved for campus activities only, below are blackout dates where space will not be availbe for outside organizations use:

  • Fall/Spring student arrival week – August 2nd week/January 3rd week
  • Commencement (Fall/Spring) – December 1st week/May 1st week
  • Welcome back Pow-Wow (Fall/Spring) – September/February

Space Request Forms

All events and space uses begin with the Space Utilization Request Form, submitted at least two weeks prior to the event start date. Additional forms support building access and post-event cleanup.

Space Utilization Request Form Key & Building Access Request Area Clean-Up Checklist
Used by student organizations, departments, and approved external groups for each event or space request.

  • Must be submitted at least two weeks prior to the event start date.
  • Captures organization information, staff/faculty sponsor, and contact details.
  • Includes event name, dates, times (with setup/cleanup), and expected attendance.
  • Identifies requested building, room/space, and whether food/beverages will be served.
  • Flags additional needs: Curtis Hall catering, extra cleaning, waste receptacles, moving tables/bleachers, and facilities support.
  • Requires a separate request for each additional space used.
  • Non-Haskell entities are subject to rental fees and pay through the Bursar’s Office.

 Required if your event needs access to indoor spaces after 5:00 p.m. or special electronic lock settings.

  • For temporary keys or electronic lock changes tied to scheduled events.
  • Used to document the building, room numbers, and justification for access.
  • Submitted to the Space Utilization Coordinator for processing.

 

 

 

 

 

 Used after the event to ensure the space is cleaned, secured, and restored to its original condition.

  • Confirms removal of trash, food, and recyclables; tables and chairs reset to layout.
  • Checks kitchen/food service areas, AV/electrical equipment, and HVAC settings.
  • Verifies doors and windows are closed/locked and keys/cards are returned.
  • Requires signatures from the student/group leader and Staff/Faculty Sponsor.
  • Facilities/Security may sign for verification when applicable.

 

 

 

 

Space Utilization Process Flow

Every event follows three stages: pre-event request and review, event support & access, and post-event cleanup and sign-off. The Vice President of University Operations provides final approval after all conflict and service checks are complete.

Before the Event:

1 Submit Space Utilization Request Form
The requesting organization, department, or external group completes the Space Utilization Request Form at least two weeks prior to the event start date, including sponsor information, dates, times, locations, and all additional needs.

2 Conflict & Services Review
The Space Utilization Coordinator reviews the request for schedule conflicts, building capacity, and service needs (Curtis Hall catering, Facilities Maintenance, IT/AV, security coverage, and fee structure for external/non-affiliated groups).

3 Building & Points of Contact Coordination
Building points of contact and service areas are consulted as needed (e.g., Curtis Hall, Stidham Union, Coffin Complex, Tecumseh Hall, Navarre Hall, Stadium, Softball Fields) and any required key/access requests are initiated.

4 Final Approval – Vice President of Operations
After conflicts and service needs are addressed, the Vice President of University Operations provides final approval and signature on the request, authorizing the event to be scheduled and supported.

During & After the Event:

Access & Setup
Approved events use the scheduled building/room and any authorized key or electronic access. The requestor is responsible for setup and ensuring no restricted equipment is used without permission.

Compliance & Conduct
All participants must follow Haskell policies and federal regulations, including prohibitions on alcohol/controlled substances and adherence to traffic/parking rules.

Damage & Liability
The requestor is responsible for any damage to facilities, grounds, or equipment and may be billed for repair or replacement. External organizations must provide proof of liability insurance and hold Haskell harmless.

Clean-Up Checklist
At the end of the event, the student/group leader completes the Area Clean-Up Checklist with the Staff/Faculty Sponsor, confirming trash removal, furniture reset, AV shutdown, and doors locked.

Final Close-Out
Keys/cards are returned the next workday, any issues are reported to Facilities, and the signed checklists/forms are retained per campus procedures. Failure to comply may result in additional fees or denial of future space use.

Frequently Asked Questions

Click on a question below to expand or collapse the answer.

How far in advance do I need to submit a space request?
Space Utilization Request Forms must be submitted at least two weeks before the start date of your event to allow time for conflict checks, service coordination, and final approval.
Do I submit one form per year or per event?
Requests are handled on a per-event basis. You must submit a Space Utilization Request Form for each event, and a separate form is required for each additional space or venue used.
Who has final authority to approve an event?
After conflict checks and service reviews are completed by the Space Utilization Coordinator and relevant points of contact, the Vice President of University Operations provides final approval and signature on the request.
What are my responsibilities for cleanup?
The requestor is responsible for restoring the space to its original condition, including removing trash, food, decorations, and returning furniture to its layout. The Area Clean-Up Checklist must be completed and signed by the student/group leader and Staff/Faculty Sponsor. Failure to clean the space adequately may result in additional charges and denial of future requests.
How are fees and payments handled?
Non-affiliated entities and some events may be charged rental and cleanup fees based on the facility used (e.g., Stidham Union, Coffin Complex, stadium, fields). Payment or payment arrangements must be made through the Bursar’s Office before the scheduled use. The Space Utilization Request Form and fee schedule provide details for each facility.
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