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 at least one month prior to your desired event date. 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 is needed to determine the feasibility of your event and whether or not it can be scheduled at your desired time will be captured through this process. The Events Committee, which reviews these requests, must know your desired dates (1st and 2nd choices), desired location(s), event format (lecture, panel, symposium, etc.), media services needs, and who the event participants will be (names and brief descriptions). Please note that some requests have associated custodial or media charges. To ensure the timely review of your event, you must fully complete the questions posed by the SERT request system.
- Wait for a confirmation email.
The Events Committee, which includes representatives from Communications, Building Services, Media Services, and Student Services, meets once per week 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 a month in advance. Do not proceed with plans (travel arrangements, advertisement) until you've received confirmation via SERT. In the event that the Committee is not able to confirm a request (due to room availability, conflicts with the academic or public programs calendar, etc.), the Committee will work with the requester to find an alternative solution. Please be sure to review the room usage policy to be sure your request follows the proper steps.
- Receive confirmation or an offer to select an alternate room/time
An email giving approval or recommending modifications will be sent within 2 weeks of the receipt of your request. The events committee currently meets on Tuesdays.
- Finalize your event OR revise your request and resubmit
Only after receiving a confirmation should you finalize preparations for the event, such as travel, catering, and other arrangements. To avoid confusion, please do not give your guests final dates, time, or location info until you have received the confirmation email.
Questions about reserving space should be directed to firstname.lastname@example.org.
If you have questions about this process, please contact your department administrator.
Student groups, please see the instructions for planning student events.