Step 2: Request your Space and Support

If your preferred event space is open, please reserve it for the time(s) needed using the form below:

 

Click here to request space and support 

 

Room Reservations

  • Starting April 15, room reservations for the following shared campus spaces will be requested through a request form: 
    • 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
    • Marquand House (as a conference/meeting/workshop space)
  • School administration will continue to manage room reservations in their respective buildings
  • Room reservations will be requested using a Conference and Workshop Support Request Form (reservations will no longer go through FS Direct). You will be required to provide organizer contact information and general information about your conference/workshop. 
  • You will be asked to provide a first and second room space choices. You will be able to view the FS Direct Calendar to see what rooms are available.
  • In addition to room requests, you will be asked if you require the following support/services for your conference/workshop: In addition to room requests, you will be asked if you require the following for your meeting, seminar, event: A/V, Facilities Event Set Up, Custodial Clean Up, Transportation, Events Support (promotional posters, badges), Events Support (staffing), Honorarium(s) for speakers
  • Deadline for priority requests for upcoming Academic Year is April 15; After this date requests will be filled based on availability. Late requests will be considered and recommendations made based on other campus activity, numbers of expected attendees, and space availability.
  • Potential space conflicts will be communicated by the Events staff and recommended adjustments in timing or alternative spaces will be offered
  • Meeting rooms and housing requests will be confirmed by Events; After this you will be asked to reserve your visitor housing in P3.
  • Recurring seminars or meetings will be approved conditionally, any will be relocated to alternate spaces when meeting rooms are needed for multi-day conferences. If spaces need to reallocated, this will be communicated by the Events staff 2 weeks in advance and a recommendation for a new space will be offered.
  • Early reservations are encouraged
  • Production Plans for your conference and workshop should be sent to events@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.