As part of the University of Notre Dame’s Event Management Program, a set of booking rules were developed to govern and standardize space reservations. These rules were developed following the campus-wide data collection from space stewards.
Event Management System User Types
Everyday Users – Notre Dame Faculty and Staff who can only book spaces using scheduling.nd.edu
Level 1 – Those who manage the spaces (“space steward”) and are able to book (reserve) these spaces without approval.
Level 2 – Those who are able to book (reserve) assigned spaces directly, without approval.
Level 3 – Everyday users who may request to book space(s) from the space steward.
If approval is required to make a space reservation, the space steward or delegate must respond with a decision within 3 business days (M-F).
Users will use the standard reservation time frames to indicate the earliest a space can be reserved for use under the guidance of the space steward.
- 1 year + in advance
- 6 months in advance
- 3 months in advance
- 2 months in advance
- 1 month in advance
- Semester/Academic term driven
- Athletic schedule-driven
Reservation Override Rules
Reservation Override – Act of moving a reservation to a different space (i.e., bumping an existing reservation).
- Academic Classroom and Exam Scheduling Priority
- A reservation cannot be overridden without the following actions:
- Notify current occupant
- Find another space that meets the requirements of the event
- The initiator of the change will be responsible for any costs due to changing the reservation:
- All resources must be considered (e.g., catering, setup/teardown, AV, etc.)
- If a reservation must be relocated due to unexpected room maintenance or repair (e.g., leaky ceiling tiles, drain overflow), this is considered a cancellation and the initiator of the cancellation will not be responsible for any relocation fees.
- Reservations for back up spaces with the intention of canceling those is not behavior consistent with the guiding principles of sharing space.
- Reservations/requests must be appropriate for the space:
- Requestor and approver must consider the appropriateness of the size of space being requested (e.g., 20 participants do not belong in a space with capacity for 100+).
- Requestor and approver must consider the appropriateness of the type of space being requested (e.g., staff meeting with food in a lab space; political discussion in sacred space).
- Requestor and approver must consider other events happening within/around that space that may impact the event (e.g., donor/Dean event in Club Naimoli and basketball practice happening at the same time)
- The individual(s) using the space must arrange the space back to original setup prior to leaving the space.
- The individual(s) using the space must clean up any mess left in the space, especially if food was provided.
- It is the responsibility of the requestor to review, and adhere to, the “Terms and Conditions” for the space being booked.