The Classroom Reservation Form should be used to submit reservation requests for Registered Student Organizations (RSOs), UCF departments and thesis defense students who wish to reserve general-purpose classrooms.
Reservation Process
Requests for the upcoming semester can be submitted anytime during the current semester but will not be processed until the first business day after the semester’s add/drop deadline.
Our number one priority is to ensure academic classes have adequate classroom space. Academic class schedules are not finalized until the add/drop deadline.
Reservations are processed in the order that they are received, starting with the earliest submissions in the queue.
Once processing begins, general-purpose space reservations are prioritized in the following order:
- Academic Classes
- Testing Center
- Admissions
- Orientation Requests
- Departmental Requests
- RSOs
*Since RSO meeting and event scheduling is processed after all other priorities, the first RSO requests in the queue are typically not scheduled until the second week of classes or later. Most requests are addressed after this timeframe. Requests submitted by faculty or staff members on behalf of an RSO will be processed with the same priority as those submitted by the RSO directly.
Before processing an RSO event request, we must take steps to confirm the following:
- The RSO is in good standing with OSI.
- The RSO’s advisor has approved events for the semester.
- The person requesting the event is an authorized officer approved by OSI to make requests on behalf of the organization.
- Duplicate submissions for the same event are cross-checked to avoid double bookings. Sending in multiple requests for the same event will slow down the processing time.
Restricted Periods
- Events cannot be scheduled during the first week of classes, during final exams week, or during campus closures.
- During college football season, we are unable to reserve classrooms on UCF home game days. Campus will close to all other events. Please check the UCF Football Schedule for game dates.
Important Notes
- We cannot accept rush, telephone, or walk-in requests.
- Due to the volume of requests, we cannot provide an estimated response time for submitted requests.
- Reservations are completed on a semester basis.
- To reserve a classroom for an event on the weekend (Friday after 5:00 PM through Sunday), the request must be submitted by 12:00 PM on the preceding Thursday.
- A 10-minute window is provided between all scheduled events and classes to allow for the smooth transition of participants.
- By submitting this form you acknowledge the regulation regarding Potentially Hazardous Events and agree to fill out a SAFE form if required.
- The Registrar’s Office reserves the right to decline room requests when demand for available space exceeds capacity.
- Submission of a Classroom Request Form does not guarantee a reservation.
General Purpose Classroom Space Usage Policies
The following policies apply to all departments, RSOs and groups reserving general-purpose classrooms for events or meetings:
- To occupy a general-purpose classroom for any meeting or event, all individuals or groups must have a confirmed reservation. Squatting in an unreserved, unoccupied space is a violation of UCF policy. The individual or authorized representative of the group must be able to provide proof of reservation upon request.
- Reservation transfers between individuals or groups are prohibited. The original reserving party will be held responsible for any damage or issues that occur during their reservation period.
- The number of attendees of all meetings and/or events must not exceed the stated room capacity listed on your confirmation email, or the number of attendees you initially requested.
- Furniture and desks in the room may not be moved. Do not bring desks or chairs from the common area or another classroom.
- Food and beverages are not allowed in classrooms.
- Candles, incense, or flammable items are strictly prohibited in classrooms.
- Disturbance of academic classes (e.g., loud music, congregating in common areas) will not be tolerated.
- Do not unplug, disassemble, move, or remove any multimedia equipment in the classroom.
- All classrooms are provided “as is”. Organizations are responsible for providing additional equipment needed for their event. Classroom Reservations cannot provide recommendations or information regarding equipment rentals.
- Signs may not be posted on doors, walls, or in the grass outside the building. Approval of the building liaison is required prior to posting signs on bulletin boards.
- Ensure that trash is properly disposed of and that rooms are left in good condition. Do not leave trash overflowing in wastebaskets or throughout the room or common areas. Take excess trash with you.
- Please turn off all multimedia equipment and return the room to its original condition and layout.
Failure to comply may result in disciplinary action and the loss of scheduling privileges.
Agreement to the full list of policies contained in the request form is required.