Scheduling Information

There are various processes and restrictions that go along with scheduling a room or meeting space. Please see the information below to become familiar with them.

Scheduling Priorities

To protect the primary users of university facilities, the priorities described in this section are to be observed in approving reservations and scheduling the requested space. Scheduling of facilities for use by non-university individuals or groups shall be consistent with the education mission and initiatives of the university.

  • First priority is given to university activities necessary to the advancement of the educational mission of the university and co-curricular activities as determined by the academic calendar for example, Orientation, Candidates Days, Open Houses, Special Olympics, Homecoming, Parents Weekend, Reunion Weekend, St Thomas of Villanova Celebration, and Commencement Weekend.
  • Second priority is given to events sponsored by approved or recognized student organizations, faculty and staff, colleges, schools, departments, centers, and institutes that have the university community as the primary targeted market or directly support a major university initiative.
  • Third priority is given to events sponsored by civic, not-for-profit groups, and lastly for commercial groups.

Scheduling Restrictions

Except for first priority activities, no individual or organization will be allowed to schedule more than three events per week. Additionally, for other than first priority activities, the total number of hours any individual or organization may schedule will not exceed a total of ten hours per week. Requests for exception to either the number of events or the total hours scheduled per week must be submitted in writing to the Director of the Office of Events Management at least 30 days in advance of the time period for which the exception is requested. The request may be acted on by the Director or forwarded to the Major Events Group for a decision.

The University retains the right to cancel or reschedule an event due to unforeseen conflicts or other prudent reasons. When an event needs to be rescheduled or cancelled, the event sponsor will be given as much advance notice as possible.