The Office of Facilities Scheduling & Conference Services schedules meeting and event space in the Hoke University Union as well as academic classrooms, the McKenzie Theater and Athletic facilities. Other space arrangements can be considered depending on the use of the facility for the specified event.
The Office of Facilities Scheduling & Conference Services is available to coordinate your event from 8 a.m. to 12 p.m. and 1 p.m. to 5 p.m. during the weekdays. The office is located on the second level of the Hoke University Union (Room 213) behind the Information Desk.
Various considerations should be considered before requesting a space for an event or meeting. The following information is vital to getting your event scheduled: preferred date of the event and possible alternate date, time and duration of the event, expected number of individuals attending, if other services are requested and/or required (parking, security, audio visual equipment, food service, etc.) and set-up needs.
The dates on which reservations will be accepted are set each term. Reservations are accepted as follows: Fall Term - May 1st; Winter Term - August 1st; Spring Term - November 1st; Summer Term - February 1st. Reoccuring annual events and/or special events may be accepted and approved at the discretion of the Office of Facilities Scheduling & Conference Services.
Inquires about space availability can be made by checking the onine space reservation calendar (Ad Astra ) or by e-mailing the Office of Facilities Scheduling & Conference Services.
Reservations for meeting rooms are advised to be made at least 1 week in advance, but must be made 48 hours in advance. Some approvals may require more than 1 week advance notice (i.e., events requiring major setups). A request does not quarantee a space, even if available at the time of request. Groups should not make any arrangements or do any advertising of the event until a confirmation of the reservation is received from the Office of Facilities Scheduling & Conference Services. Room rental charges for use of space will be incurred depending upon the nature of the event and identity of sponsoring groups.
Final room setups are due in the Office of Facilities Scheduling & Conference Services at least five (5) business days prior to the event. All setup and equipment requirements should be included in request as the room will be set up by the staff according to these instructions. Failure to meet this deadline could result in cancellation of your event or implementation of a surcharge.
Heather Rapp
Student Union & Facilities Scheduling Manager
Facilities Scheduling and Conference Services
Voice: (541) 962-3575
Fax: (541) 962-3843
hrapp@eou.edu
Eastern Oregon University - One University Boulevard - La Grande, OR 97850-2899 - Phone: 541-962-3378