To make sure your needs can be met, request your room reservation as soon as possible. It is strongly recommended that space for all public events be requested by midnight on Monday of the week prior to the week of the event. Please also read through the room usage policy for important guidelines.
To Plan A Public Event—Five Steps
- Make sure that you have access to a SERT account
SERT is the online room scheduling system at the GSD. If you have questions about your status, contact Building Services.
- Submit a request via SERT
Essential information we need to determine the feasibility of your event and put it on the schedule will be captured through this process. What dates are you aiming for? How many people are involved? Which room? Panel discussion or lecture? Which location is ideal? Do you need to use a projector? Have you budgeted for formal video recording (or, do you need recording at all?)? Most important: to ensure the timely review of your event, the “Event Proposal Form” must be completed in the course of requesting the room.
- Wait for a confirmation email.
A committee including representatives from Communications, Building Services, Media Services, and Student Services meets once weekly to review public event proposals from staff, faculty, and students. This is why it is strongly recommended to request space as early as possible—ideally two or three weeks in advance. Do not proceed with plans until you've received confirmation via SERT.
- Receive confirmation or an offer to select an alternate room/time
An email giving approval or recommending modification, and specifying any applicable fees, will be sent in the week following receipt of your request (the events committee currently meets on Wednesdays).
- Only then should you finalize preparations for the event, such as travel, catering, and other arrangements. To avoid confusion, please do not confirm dates, times, or locations with guests until after receiving confirmation.
If you have questions, please contact your department administrator or send a message to firstname.lastname@example.org
Student groups, please see the instructions for planning student events.