Instructional Space Reservations
The Office of Academic Scheduling and Instructional Space processes reservation requests for General Purpose Classrooms (GPCs) on the Rutgers—New Brunswick campuses.
While the primary purpose of instructional space is for courses and exams, Rutgers faculty, staff, and Rutgers-recognized student groups may submit requests to reserve classrooms when they are not in use.
Types of reservations include:
| University, School, and Departmental Activities | Course-Related Activities | Conferences | Public and Student Group Events |
|---|---|---|---|
| Trainings Orientations Workshops Department/Staff Meetings | Office Hours Study Sessions Midterm Exams Final Exams | Full-day Multi-day | Lectures Seminars Social Events Performances |
Available Space
To explore the complete list of classrooms managed by OASIS, please see the Find a Classroom page.
Please note:
- OASIS does not provide event consultation services.
- Food and beverages are prohibited in both classrooms and the surrounding hallways.
- Arts and crafts are prohibited.
- Currently, only Rutgers-affiliated clients may reserve space in General Purpose Classrooms. For more information, please email sched@echo.rutgers.edu.
- Reservations are not available for days when the university is closed.
When to Submit a Room Request
In general, OASIS processes room requests after the course schedule is finalized for a particular semester. Details vary by the type of reservation; please see below for additional information.
| University, School, and Departmental Activities | Request as early as: | ||
|---|---|---|---|
Including:
| Fall Semester | Weekdays | August of same year |
| Friday Nights and Weekends | Up to 18 months in advance | ||
| Reading Days | Up to 18 months in advance | ||
| Final Exam Period | No reservations permitted | ||
| January Intersession | Up to 18 months in advance | ||
| Spring Semester | Weekdays | Mid-October of prior year | |
| Friday Nights and Weekends | Up to 18 months in advance | ||
| Spring Break | Up to 18 months in advance | ||
| Reading Days | Up to 18 months in advance | ||
| Final Exam Period | No reservations permitted | ||
| May Intersession | Up to 18 months in advance | ||
| Summer Session | Up to 18 months in advance | ||
| August Intersession | Up to 18 months in advance | ||
Please scroll down to learn about how to submit your room request.
| Course-Related Activities | Request as early as: | |
|---|---|---|
Including:
| Fall Semester | August of same year |
| Spring Semester | Mid-October of prior year | |
| Summer Session | February of same year | |
- Please note that there is limited room availability during weekdays.
- * After final exam dates and rooms have been assigned by OASIS, additional space may be requested. OASIS does not provide double-capacity seating for exams, and additional space is not guaranteed. However, OASIS will review requests to determine if there is room availability.
Please scroll down to learn about how to submit your room request.
| Conferences | Request as early as: | ||
|---|---|---|---|
Including:
| Fall Semester | Weekdays | No reservations permitted |
| Friday Nights and Weekends | Up to 2 years in advance | ||
| Reading Days | Up to 2 years in advance | ||
| Final Exam Period | No reservations permitted | ||
| January Intersession | Up to 2 years in advance | ||
| Spring Semester | Weekdays | No reservations permitted | |
| Friday Nights and Weekends | Up to 2 years in advance | ||
| Spring Break | Up to 2 years in advance | ||
| Reading Days | Up to 2 years in advance | ||
| Final Exam Period | No reservations permitted | ||
| May Intersession | Up to 2 years in advance | ||
| Summer Session | Up to 2 years in advance | ||
| August Intersession | No reservations permitted | ||
- Notes about reserving conference space:
- OASIS manages the assignment of space only; we do not provide conference services like technology, rentals, or on-site management.
- Food and drink are prohibited in General Purpose Classrooms, including in the hallways outside of the classrooms. Conferences should work with campus partners, i.e. the Student Centers or Dining Services, to find a location for meals and refreshments.
- Depending on the size(s) of the room(s) needed, alternate locations may need to be considered.
- Summer Conferences
- Annual conferences that occur on-campus at Rutgers every year are pre-scheduled based on the prior year’s reservation. Departments running annual conferences should confirm with OASIS that their conference is on the annual reservation list.
- One-time conferences should be scheduled as far in advance as possible, typically 1-2 years ahead of time.
- Summer session courses, as well as technology and facilities upgrades, are scheduled into General Purpose Classrooms every summer. The earlier we know about conference needs, the better.
Please scroll down to learn about how to submit your room request.
| Public Events (not run by student groups) | Request as early as: | ||
|---|---|---|---|
Including:
| Fall Semester | Weekdays | August of same year |
| Friday Nights and Weekends | Up to 18 months in advance | ||
| Reading Days | Up to 18 months in advance | ||
| Final Exam Period | No reservations permitted | ||
| January Intersession | Up to 18 months in advance | ||
| Spring Semester | Weekdays | Mid-October of prior year | |
| Friday Nights and Weekends | Up to 18 months in advance | ||
| Spring Break | Up to 18 months in advance | ||
| Reading Days | Up to 18 months in advance | ||
| Final Exam Period | No reservations permitted | ||
| May Intersession | Up to 18 months in advance | ||
| Summer Session | Up to 18 months in advance | ||
| August Intersession | Up to 18 months in advance | ||
Please scroll down to learn about how to submit your room request.
| Student-Run Events | Request as early as: | ||
|---|---|---|---|
Including:
| Fall Semester | Weekdays | No reservations permitted |
| Weeknights | August of same year | ||
| Weekends | August of same year | ||
| Reading Days | No reservations permitted | ||
| Final Exam Period | No reservations permitted | ||
| Spring Semester | Weekdays | No reservations permitted | |
| Weeknights | Mid-October of prior year | ||
| Weekends | Mid-October of prior year | ||
| Spring Break | No reservations permitted | ||
| Reading Days | No reservations permitted | ||
| Final Exam Period | No reservations permitted | ||
Please scroll down to learn about how to submit your room request.
How to Submit a Room Request
The process for requesting space in General Purpose Classrooms varies based on who is managing the event; please see below for details.
| Rutgers Faculty and Staff |
|---|
Faculty and staff from a Rutgers unit, department, or school may submit room reservation requests through the OASIS Room Request Form. All events, planned activities, conferences, and non-credit academic programs for 25 or more people hosted on university property will also require certification through the Event and Activity Certification System (EACS). Event Certification requests are processed by the Institutional Planning and Operations department. The request should be completed before submitting the OASIS Room Request Form above. The Event Certification number you receive will be needed to complete the room request form. Meetings, exams, faculty/staff interviews, office hours, and class lectures associated with business and/or administration of the university do not need to be submitted for certification. For more information, please visit ipo.rutgers.edu/events. |
| Rutgers Student Organizations |
|---|
Rutgers University Recognized Student Organizations may request classroom space on weekday evenings after classes conclude and on the weekends. The process is managed through the Student Centers Meetings and Events Office, which collects requests and forwards them to OASIS for processing. Students should not submit the general OASIS Room Request Form. |
| All Others (Rutgers Alumni, Governmental Agencies, External Groups/Community Partners) |
|---|
| Groups and individuals who are unaffiliated with Rutgers University require a Rutgers sponsor department to request space in General Purpose Classrooms. For questions, please contact OASIS at sched@echo.rutgers.edu. |
Event Related Resources
Listed below are links that may be helpful as you plan your event.
- Digital Classroom Services (DCS) – For technology related concerns or to request technical equipment for your event, please reach out to DCS.
- Institutional Planning and Operations – Event Services
- If you would like to request custodial services, chair or table rentals, please submit a Special Event Support Request.
- Student Centers and Activities
- If OASIS is not able to accommodate your event, the Student Centers and Activities may be able to host your event. Please refer to Student Centers and Activities website for more information.