Room Reservations

By reserving a BSB room you are acknowledging that you have read and will follow the BSB building guidelines. For any questions or concerns, please contact bsb@baylor.edu or call 254-710-2402.


Room Reservations

  • All BSB room requests must go through Astra and contain all required information filled in (room number requested, dates, times, number of people, details/description of event, faculty member and department overseeing, a/v needs, etc.)
    • Request will be declined if information is missing.
    • Instructions on how to submit a request can be downloaded here.
  • Astra will not allow requests more than 16 weeks in advance or less than 72 hours in advance.
  • A confirmation email will be sent once the request is approved. Print and keep confirmation to present as validation of the reservation of the room.
  • Any changes or cancellations to requests must be emailed to bsb@baylor.eduPlease do not submit a new request for an existing reservation.
  • If the room requested is not available, an alternate room, based on availability, will be assigned or other recommendations made.
  • All rooms must be returned to their original setup.
  • Furniture and equipment may not be moved from one room to another.
  • The fountain area, back patio, and elevator landings of the BSB are available for reservations for events. The same process is followed to submit a request for these areas in Astra. When filling out the form, in the “Assign a Room” tab, select the area desired.
    • For any tables and chairs needed, a work order must be placed to Baylor Facility Services, select “Submit Service Request” on the webpage.
    • Requests must include setup and take down dates and times, instructions of the setup, and that the area used needs to be cleaned.
  • BSB Scheduling Priorities:
    1. BSB courses, exams, SI Sessions, & BSB Department requests
      • All class and labs are requested through the Registrar’s Office.
        • Any classroom or lab change requests must also go through the Registrar’s Office.
      • All Final Exams are scheduled by the Registrar’s Office.
        • Contact the Registrar’s Office if changes are desired.
      • Make-up exams must be put into Astra with the information of what department, professor, course, and student included.
      • Requests will not be reviewed until the second week of semester on a first come, first served basis.
    2. BSB student groups
      • First must get approval though Student Activities and fill out a BSB Usage Agreement form each semester. This must be turned in before putting requests into Astra.
      • Requests will not be reviewed and processed until the third week of semester on a first come, first served basis.
    3. Other BU departments
      • Requests will not be reviewed until the second week of semester on a first come, first served basis.
    4. Other student groups
      • Must get approval though Student Activities and fill out a BSB Usage Agreement form each semester. This must be turned in before putting requests into Astra.
      • Requests will not be reviewed until the third week of semester on a first come, first served basis.
    5. External Groups

Card Swipe Room Scheduling

To enable the use of card swipe access, the following rooms have been moved to CBORD scheduling. This will allow you to reserve online or walk up to see if the room is available should you want to use it. Please note that there may be a brief lag time of 1-2minutes when you walk up to the room and reserve before you swipe access activates. Rooms still fall under maximum capacity size, and we ask that you be considerate and not reserve a large room for a small group.

Rooms:

Second Floor: Departments; BU Colleges; Admin Group

E.201

E.234

Third Floor: Undergraduates; Admin Group

E.301

A.301

Fourth Floor: Graduates; Lab Groups; Admin Group

E.401

A.401

You have 6 schedule times slots available with a 2-hour limit per day.

Example:

Student A schedules all six of her time slots in a room over two weeks. Once the day and time has passed in one of the slots, it will open back up for use again.

Rooms are on a first come first serve basis. These rooms assigned a group level.

Groups are as follows:

Undergrad 

Admin Group 

Graduate Students 

Departments 

BU Others 

Lab Groups 

To reserve these rooms, you will need to follow the steps listed below:

  1. From a web browser (other than internet explorer) go to https://idcard.baylor.edu.
  1. Log in with your BearID and password.
  1. From the menu on the left, choose room reservation.
  1. Rooms are reserved on 15 minute increments with the minimum length of 15 minutes and maximum length of 2 hours.
  1. The original requester will need to add everyone in the group to their reservation so that they will have swipe access during that time.
101 Bagby Ave.
One Bear Place #97046
Waco, Tx 76798-7046