How to Submit an External Client Reservation Request

1. Navigate to the External Client Reservation Request link.
2. Click Begin to start the form.
3. Review any instructions provided on the opening page.

{Screenshot – Qualtrics Welcome Screen}

Provide the contact details for the person responsible for the event:

• Full Name
• Organization Name
• Email Address
• Phone Number
• Mailing Address (if requested)

Ensure all information is accurate, as this will be used for communication and contract documentation.

{Screenshot – Contact Information Section}

Complete all required event information:

• Event Title
• Event Type (conference, meeting, social event, performance, etc.)
• Detailed Event Description
• Estimated Attendance
• Intended Audience

Fields marked with an asterisk (*) are required.

{Screenshot – Event Details Section}

1. Enter your preferred event date.
2. Provide event start and end times.
3. If available, list alternate dates to improve availability options.

Submitting alternate dates may speed up the review process.

{Screenshot – Date & Time Section}

Indicate:

• Preferred building (if known)
• Preferred room type (auditorium, classroom, conference room, ballroom, etc.)
• Special space requirements (stage, dance floor, breakout rooms, etc.)

If you are unsure which space is best for your event, provide as much detail as possible about your needs.

{Screenshot – Space Preference Section}

Provide details regarding:

• Room setup style (theater, banquet, classroom, etc.)
• Audio/Visual needs (projector, microphones, sound system)
• Special equipment or technical support

Incomplete setup information may delay processing.

{Screenshot – Setup & AV Section}

Indicate whether you will:

• Request on-campus catering
• Require security
• Need custodial services beyond standard setup
• Require access outside normal building hours

Additional services may affect pricing and availability.

{Screenshot – Services Section}

1. Review all responses carefully.
2. Confirm contact details and event information are correct.
3. Click Submit.

You will receive an automated confirmation email once your request is successfully submitted.

Submitting this form does not confirm your event. All requests are subject to review, availability, and contract approval.

{Screenshot – Final Review / Submit Screen}