Room Request Guide

Student Organizations: Room Request Instructions

Updated 9/29/2021:

You must schedule a student event at least 2 weeks prior to the event

Step 1: Check room availabilities.

  • Use the Astra calendar for this: After logging in with your UA credentials, look at the top left corner. Click calendar -> scheduling grids. From you here can browse specific dates and times to see what rooms are available.

Step 2: Fill out the event request form on Astra.

  • There is no longer a need to fill out a Special Events Request Form on a different website. Everything you need is now on Astra!

  • Google Chrome is the best browser to use for this.

  • This form can be found in the top left corner under Events -> Request event.

Step 3: Receive a submission receipt to your email.

The amazing Erik Garber also recorded a video tutorial for you all. It also includes some additional details about requesting funding for food and submitting your event to the weekly IG announcement list that is sent out every Sunday.

Questions specifically about room booking are best directed to Other questions about the process can be directed to the MSG Secretary (


Helpful links and contacts

Astra calendar

Event Submission

School’s Web Page for Special Events

School’s Special Event Toolkit

Aaron Sheet’s email:

Special Events Team email: