sidebar menu toggle button Space scheduling

Allow time to plan an event. The earlier you start, the more likely you are to secure your preferred venue on a particular date and realize a successful event. Never set a final date and advertise location without securing the space first. Time allows questions and concerns to be properly resolved before the event.

 

Which classroom contains the features you need?

Check out the Smart Classroom Interactive Browser to see what features are present in each room.

Is the room available?

Check the live room usage calendars to see what is happening already in a particular room and building.

Alternate reservation space

Perhaps Wood Center does not have what you need in room. There is alternative reservation space available on campus.

Which form to use?

(Use for space in Wood Center and outdoor space)

If you have not received your room request confirmation from one of the above reservation forms in "Schedule your space", a confirmation from one of the alternative reservation spaces or have not yet scheduled your room space, do so before submitting your event.

Determining room arrangements through our office will be simplified if you plan in advance how you want the room to look. Include what elements you feel are necessary to achieve your event goals. Consider items such as food tables, staging, sound equipment, and dance floor, etc. We can guide you through this process.

See types of room layouts and pre-approved layouts.

The scheduling office schedules 42 classrooms and 2 outdoor spaces. We have rooms designed to hold from 16 up to 250 people.

Office hours are Monday through Friday 7:30 AM to 4:30 PM.

Normal turn around time Monday-Friday is within 48 hours (2 business days)

If you have not received your confirmation in 48 hours, please call the Scheduling Office at 474-6023, or e-mail us at:uaf-event-schedule@alaska.edu.

Finals Week:

We do not schedule classroom during finals week. The library may have rooms open or you can try to find a room that is not a classroom.

Classroom Space

Requesting hours outside normal operation may or may not be approved. Holding events during published business hours is the best way to ensure you get what you ask for.

For clubs, classrooms may be requested the start of the month prior to semester start. For instance fall classes starting in September may not be requested prior to August 1st. Any request received outside that time frame will not be honored. Requests will then be scheduled on a first come first serve basis. Within the first 2 to 3 weeks of a semester classrooms are subject to academic override and any club/org/department may be displaced if a class is moved there. You are warned of this when scheduling for the semester and we will work with any group to reschedule or relocate if possible.

Standard setups are available free of charge to UA affiliated departments/groups for all Wood Center rooms Monday - Friday. Upstairs conference rooms and the ballroom may require a 2HR setup/teardown charge for ALL users internal and external. Setups in the Mall, Multi-Level Lounge, or Exhibit area beyond a booth will incur charges.

Classroom space is free of charge and comes "as is" unless arrangements are made directly with Facilities Services.

Scheduling request for Wood Center may be made no more than one year in advance for any student club/organization. Departments may, upon approval, schedule more than a year in advance.

Meeting rooms available

Conference rooms CD

Conference rooms CD

Standard setup: meeting

  • Seating for 40
  • Space for catering/handouts in back
Conference Room EF

  Conference rooms EF upper level

Standard setup: classroom

  • Seating for 44
  • Tables for catering/handouts
  • Projector with VGA included
Carol Brown Ballroom

 Carol Brown Ballroom

Standard setup: empty

Ballroom and CDEF (largest space available)

Ballroom and CDEF (largest space available)

Example: Chinese New Year
Conference room A

Conference room A, lower level **NOT ADA accessible**

Standard setup: seats maximum of 10

  • Whiteboard and markers
  • Projector screen
  • Wifi available
  • Limited cell service
Conference room B

Conference room B, lower level **NOT ADA accessible**

Standard setup: seats maximum of 20

  • Wifi connection
  • Polycom/Teleconference availble for local and toll free calls only.
  • Limited cell service

 

Commercial booth space

Commercial booth space

Booth spaces are available for local businesses Tuesday through Thursday during the academic year.  Come in and promote your business! 

See Wood Center Scheduling for pricing.
Student booth space

 Student booth space

UAF student organizations are encouraged to have a booth space once a week for student club recruitment, event advertising, and fundraising. Booth spaces are available Tuesday through Thursday on a regular basis and can be schedule Mondays and Fridays for special events. See Wood Center Scheduling for details!
UAF department booth space

 UAF departments booth space

Wood Center Leadership Program use booths to promote and register for the 2008 Student Leadership Conference.

 

Student clubs and organizations that have completed their club recognition paperwork and have been approved, can schedule rooms for club meetings (Subject to reservation policies for specific facilities).

Please provide the Scheduling Office with a copy of your club's semiannual report approval form. For more information refer to the UAF Club Handbook.

Clubs/Orgs Probationary Period and Re-recognition:

Probationary Period: 
When a new group is forming they are permitted to schedule 2 meetings before the club is fully formed. Request such meetings as Club Organizational Meetings and know that those are the only meetings forming clubs are able to schedule until they are fully recognized. Pre-existing clubs, not currently recognized, are not afforded this liberty. They must get re-recognized in order to schedule anything.

Re-recognition
Clubs/Orgs must get re-recognized each fall semester. Therefore, annual reservations for large one-time events will be accepted throughout the year for no more than 1 year in advance. Furthermore, any reservation made for the next fall or spring is subject to cancelation and release of space if the club in question does not get re-recognized by the re-recognition deadline.

For more information on public use of facilities of university facilities, please refer to the Board of Regents Policy, P05.12.090. Public Use of Facilities.

For more information on UAF policy on campus access for non-commercial solicitation by private individuals or organizations.

 

Questions?

Contact Ryan Keele, Building Manager, at uaf-event-schedule@alaska.edu or 907-474-6023.

 


 The authorized use of university space by an organization does not imply endorsement by the university of the organization, or its views, goals or objectives. Rather, it reflects the university‚Äôs commitment to a campus environment supportive of free expression through reasoned discourse, or, in some cases, merely a rental of space at standard rates.