Step 2: Request your Space and Support
If your preferred space is open, please reserve it for the time(s) needed using the form below:
Click here to request space and support
Room Reservations
- A request form needs to be completed for the shared campus spaces listed below:
- Rubenstein Commons (all meeting rooms, Living Room, Bar, Gallery spaces)
- Wolfensohn Hall
- Simons Hall Dining Room, Coffee Lounge and the Dilworth Room
- White/Levy Room (unavailable after May 1, 2025)
- Marquand House (as a conference/meeting/workshop space)
- School administration will continue to manage room reservations in their respective buildings.
- Early reservations are encouraged
- You will be asked to provide your room space choices. Please indicate your spaces in order of preference.
- In addition, you will be asked if you require the following support/services for your request: A/V, Badges/Lanyards, Catering (Dining Services and/or outside catering), Event Staffing, Facilities (Event Set Up), Honorarium(s) for speakers, Housing, Promotional Poster, and Transportation.
- Room reservations for Conferences and Workshops also require a Request Form. Please provide organizer contact information and general information about your conference/workshop.
- Deadline for priority requests for upcoming Academic Year is January 15. After this date, requests will be filled based on availability. Late requests will be considered and recommendations made based on other campus activity(s), numbers of expected attendees, and space availability.
- Recurring seminars or meetings will be approved conditionally, and may be relocated to alternate spaces when meeting rooms are needed for multi-day conferences. If spaces need to be reallocated, Events staff will contact you 2 weeks in advance and offer a alternate space(s).
- Potential space conflicts will be communicated by the Events staff and recommended adjustments in timing and/or alternative spaces will be offered.
- Meeting rooms and housing requests will be confirmed by Events. After housing confirmation, you will be asked to reserve your visitor housing in P3.
- Production Plans for your conference and workshop should be sent to eventsteam@ias.edu and will be attached to your reservation on the FS Direct calendar. If changes are made prior to the event date, please email the changes in your Production Plan with the changes highlighted. We will communicate the changes to the departments.