Reservation Procedure

Student Centers provide a wide range of spaces, equipment, and services to our clients to assist in hosting their best events in Student Centers Spaces. Furthermore, Student Centers accommodates many different organizations and types of events each and every day. As such, we strive to provide a clear and straightforward process by which organizations are able to reserve our spaces and set them up for a successful event.

The process to fully confirm an event will differ based on the scope and size of the event or meeting. However, the general process is outlined below.

Note that with so many events, this step of the process can take a little while to complete. Please review the below policies and procedures so that you know what to expect for your next reservation.

Requests to reserve Student Centers spaces are accepted beginning on the following dates:

  • March 10th: Reservations for large events are accepted for the upcoming academic school year 
  • August 10th: Reservations begin for meetings or small events for the Fall Semester
  • December 10th: Reservations begin for meetings or small events for the Spring Semester

See student organization recurring meeting policy below. 

Any particularly special events may be scheduled at any time, at the discretion of Student Centers staff. Please email studentcenters@case.edu if you feel there is a need to schedule prior to March 10th or further than 1 academic year in advance.

University Groups: 
Those with a CWRU ID can use the Spartan Reservation System to make a reservation online. 

External Groups: 
Those without a CWRU ID can contact studentcenters@case.edu or call 216.368.2600 to directly inquire about space availability.

Reservations for any large events, (i.e. banquets, receptions, etc.) in event spaces or in multiple spaces should be submitted a minimum of 10 business days prior to the date of the event. 

Due to the nature of staffing our satellite spaces, The Spot and Carlton Commons, these spaces should be reserved a minimum of 10 business days prior to the date of the event, regardless of size of the event.

Reservations for lounge spaces or meeting rooms for small events (movie nights, crafting events, etc.) should be submitted a minimum of 5 full business days prior to the date of the meeting. 

Reservations for meeting rooms for meetings should be submitted a minimum of 3 full business days prior to the date of the meeting.

Reservations for the North Residential Village Fire Pit should be made a minimum of 3 business days prior to the requested date.

A full list of each type of space can be found here.

Requests made after the deadline will be subject to the Late Reservation Requests policy.

  • Once a request for space has been submitted online or via email to studentcenters@case.edu Student Centers staff will confirm receipt of the room request and confirm if the space is available for use within 3 business days. 
  • Once the organization has received confirmation of the availability of the space, the room is considered reserved by the requesting organization, and all further planning can move forward and the event may be marketed as being held in the requested space. 
    • *If a room is being requested less than 3 business days prior to the event, you must call Student Centers Staff at 216.368.2660. Please see the Late Request Policy here.
  • While the room is reserved, the event may not yet be confirmed. All events and meetings occurring in Student Centers spaces require an Event Confirmation in addition to a Room Reservation.
  • Depending on the nature of the event, Student Centers staff may require additional information in order to provide an Event Confirmation. If the process to receive an Event Confirmation is not followed by event organizers, the room reservation may be subject to automatic cancellation by Student Centers staff. See details of this process below.
     

If the requested space is available, Student Centers staff will determine if more information is needed for an Event Confirmation. If so, the Room Reservation will include  follow up with a request for additional details, known as the Event Details Process.
Reasons for this may include but is not limited too:

  • Use of multiple spaces at once
  • Large catered events
  • Outside vendors being present at the event
  • Events that may have a higher risk associated with the activity
  • Required coordination of custodial, security, or other additional support as per Student Centers Space Usage Policy

Even if completion of the Event Details Process is deemed necessary prior to receiving an Event Confirmation, the room is already considered reserved, and all further planning can move forward and the event may be marketed as being held in the reserved space. 

However, if the Event Details Process is not followed the space may be Automatically Canceled by Student Centers staff following the given deadline, typically 16 business days prior to the event.
 

Most events that require additional information, will require the filing of an Event Brief, sent to the organization at the time of confirmation of their room reservation. These must be returned to Student Centers by the provided deadline, typically 16 days prior to the event. Following receipt of the Event Brief, the form will be reviewed and any necessary follow-up will be done by Student Centers staff. Note that this process usually does not occur until after the given deadline for return of the event brief. If you wish to discuss the details of your event prior to the deadline, please email studentcenters@case.edu

Some large events will instead require a meeting of the main organization contact / Event Organizer with the Assistant Director of Engagement and Event Services to discuss the details of the event and a discussion of all relevant Student Centers policies. Multiple meetings may be needed in order to receive a final event confirmation. The first meeting must be scheduled prior to the provided deadline. All attempts are made to hold the event meeting more than 16 days in advance of the event, however if the meeting does not occur prior to the 16 days in advance of the event, or follow-up meetings are required, the Event Confirmation will be subsequently delayed, but the cancellation policy will remain in effect. View the Cancellation Policy here.

Once all event details have been compiled, Student Centers staff will send along a final Event Confirmation via email. This confirmation includes all finalized details, room layouts, furniture equipment rentals and all relevant Student Center policies. 

  • Event Organizers will have 2 business days to review and indicate if there are any errors with the final event confirmation. 
  • Any issues with the final event confirmation should be communicated back to Student Center staff and as needed, adjustments will be made to the Event Confirmation. 
  • Once a new Event Confirmation is received, event organizers will have another two (2) business days to review. 
  • Any changes made to the event details that strays from the Event Confirmation after the courtesy review window, will be subject to the Late Changes Event Policy.

In order to assist our patrons in hosting their best events in our spaces, Students Centers staff provide services and assistance ensuring equipment is in the correct space. 

While we understand that events may change in scope and size in the planning process, any requests to change the event details beyond the two (2) business day courtesy period following receipt of the event confirmation may be subject to a late change fee depending on the scope of the request.
Examples of late requests may include but is not limited too:

  • Attendance difference of more than 20% of original estimate
  • Addition of or change to A/V equipment in the space
  • Addition of or change to another space to the reservation

See above for details about the event confirmation process. 

If changes to the event are requested after the two (2) business day complimentary event confirmation review:

  • At least ten (10) business days prior to the event –  organization may be liable for up to  25% of the late request fee shown on our website plus any applicable additional room rates and equipment rental fees
  • At least six (6) business days prior to the event –  organization may be liable for up to  50% of the late request fee shown on our website plus any applicable additional room rates and equipment rental fees
  • At least two (2) business days prior to the event –  organization may be liable for up to  75% of the late request fee shown on our website plus any applicable additional room rates and equipment rental fees
  • Less than two (2) business days prior to the event –  organization may be liable for up to  100% of the late request fee shown on our website plus any applicable additional room rates and equipment rental fees
     

Requests for any Student Centers Space made later than the expected deadline are possible but are subject to approval by Student Centers staff. The following guidelines apply, but Student Centers staff reserves the right to approve or deny any late requests based on staffing ability.

  • Reservation Requests for space outside of normal operating hours should not be made less than fifteen (15) days prior to the event.
  • Reservation Requests for The Spot and Carlton Commons, should not be made less than ten (10) days business days prior to the event.
  • Reservation Requests which require additional equipment or audio/visual needs, should not be made less than five (5) business days prior to the intended event date. 
  • Reservations cannot be made for event spaces less than three (3) business days prior to the event
  • If approved, the reservation details process should be completed as soon as possible, and done prior to the deadline given by Student Centers staff, typically within 24 or 48 hours.
  • Should the Event Details Process not be completed in a timely manner the event will be automatically canceled and a $25 fee will apply. 
  • If the Event Details Process is completed but the event is canceled prior to receiving an event confirmation, no cancellation fee will apply
  • If the event is canceled after the event confirmation is received, the organization is liable for 100% of the rental fee

When a late request is received additional assistance in hosting the event is very unlikely to be available, and organizations are likely only able to use the space “as is”. As a result, Student Centers discourages making late reservations whenever possible.