Room Reservations

FIRST THINGS FIRST, please read over the building guidelines.

You can view room availability and submit room requests online.

**Please email changes to prior requests to bsb@baylor.edu. Do NOT submit a new request.**

To view request instructions click here and to submit a room request via Astra click here. Please note:

• Astra is not available off campus.
• Your session will time out if left inactive. Click logout at the top right to logout of guest and start over.
• The system will not allow requests more than 6 months in advance or less than 7 days in advance.

• All scheduling requests for BSB departments, other Baylor departments/offices, and student organizations are made through Astra. To view request instructions click here. For more information, contact bsb@baylor.edu or call 254-710-1579.

• Requests from BSB departments/centers/institutes (BSB units) for academic functions will be scheduled before other requests. If a scheduling conflict occurs, requests from BSB units take precedence. BSB science affiliated student groups will have priority over other Baylor departments/offices.

• If the room you have requested is not available, an alternate room, based on availability, will be assigned or other recommendations will be made

• The atrium is a commons area for students, faculty, and staff and may not be reserved for meetings. However, if space is needed for registration tables, bake sales, etc., a request form must be submitted to avoid conflicts between groups.

BSB and all other BAYLOR DEPARTMENTS/OFFICES

BSB forms required to complete your reservation:

1. Submit a room request form via Astra.

   • Changes to requests need to be emailed to bsb@baylor.edu

   • Please email bsb@baylor.edu to request tables.

2. An e-mail confirming the event will be sent.

   • Print and keep this confirmation when attending your scheduled event to present as validation of your completed reservation.

STUDENT ORGANIZATIONS

Room Requests:

• Requests from Student Groups will not be reviewed until the 3rd week of class. BSB science affiliated student groups will have priority over other Baylor departments/offices. Requests from all other Student Groups will be considered upon availability of rooms.

• Only normal meeting formats that do not include other programs or activities as part of the meeting will be allowed.

• Each semester a new reservation must be made but student group requests will NOT be considered until the completion of academic scheduling of classes, review sessions, SI sessions, exams, etc.

BSB forms required to complete your reservation:

1. Student Activities approval email

   • All Student Organizations must have events/meetings approved by Student Activities. Use the Application for Organization Event form located at http://www.baylor.edu/studentactivities/index.php?id=69729.

   • Approval of an event by Student Activities does not guarantee space in the BSB. Final approval is subject to availability and event activities scheduled in the building each day.

2. BSB Request form

   • Submit a room request via Astra for scheduling along with your student activities approval to bsb@baylor.edu no later than 7 days prior to the event. Requests will be processed in the order received for forms that are complete with student activities approval. Requests will NOT be processed until student activities approval has been received. If the event includes solicitation, that approval must also be included with the request.

3. Usage Agreement form (once each semester)

   • Return the signed BSB Usage Agreement Form which the group leader/advisor must sign stating the building guidelines have been read and will be followed. The form must be returned 3 days before the first meeting or the event will not be scheduled.

4. Solicitation approval form (if applicable)


5. Confirmation Email

   • Once the signed usage agreement form and Student Activities approval have been received by the BSB Director's Office, an e-mail will be sent confirming the event. Print and keep this confirmation when attending your scheduled event to present as validation of your completed reservation.

Table Requests:

1. Student Activities approval email dropped off in E128 or emailed to bsb@baylor.edu.
2. Solicitation approval form also needs to be submitted to E128 if required by Student Activities.
3. Email number of tables and chairs to bsb@baylor.edu as well as the days and times needed.
4. Student group is responsible for picking up the tables and chairs in E128 for setup. We do not set them up.
5. Student group is responsible for returning the tables and chairs by 4:45 pm each day. Please stop by E128 when you are ready to put them away.

Collection Boxes:

1. Student Activities approval email dropped off in E128 or emailed to bsb@baylor.edu.
2. Email contact information and dates for collection to bsb@baylor.edu.
3. Student group is responsible for collecting goods periodically so there is not an overflow.
4. Student group is responsible for discarding the box after collection ends.

External Groups

• All external groups wanting to hold an event on campus must make their request through the Conference and Event Management office. Please contact a representative at 254-710-4105 for details and policies or visit the CEM website. All groups are subject to the Facilities Use and Campus Solicitation Policy and the guidelines of the Sciences Building.

Reservation Changes, Cancellations, No-Show Procedure—

• Any reservation changes or cancellations should be submitted promptly to the BSB Scheduling and Classroom Technology Office, 254-710-1579, as well as to the Student Activities office, 254-710-2371 (for student organizations).

• If written cancellation is not received (a no-show violation), a group may lose its privileges for reserving space in the BSB. A cancellation notice can be sent through email to bsb@baylor.edu.