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Announcements

COVID-19

Johns Hopkins University’s highest priority is the safety and well-being of our faculty, staff, students, trainees and visitors. Consistent with expert public health guidance related to the spread of COVID-19, all events are canceled or postponed until further notice. As we receive updates from the University, we will communicate the status of your event request and any necessary timeline adjustments. Any questions, please contact Scheduling & Events Services 410-516-8209

Fall and Spring Scheduling Period

New for the upcoming academic year, student organizations are now able to schedule for the fall and spring semesters to allow more advanced planning and flexibility with dates and spaces. There are no longer two separate fall and spring scheduling periods. Scheduling will open for all registered student organization weekly meetings and special events on April 20, 2020 for the entire upcoming academic year. Any requests submitted before April 20th for Fall 2020 and Spring 2021 semesters will not be accepted or processed and will need to be resubmitted. Beginning April 20, please complete the regular on-line scheduling form to schedule your organization’s fall and spring events. Please visit our Scheduling & Event’s webpage for more information. Please note scheduling a space and registering your event in Hopkins Groups are two separate on-line form submissions through two separate offices. We recommend you register your event in Hopkins Group AND submit your space request with Scheduling & Events simultaneously. However, both requests must be submitted no later than 10 business days prior to your event date. If you have any questions, please contact Scheduling & Events via email HWscheduleevents@jhu.edu or 410-516-8209.

AV Requests - New Policy

All AV request should be submitted ten business days prior to the event date to allow for staffing and processing. Any request received less than 10 business days prior, cannot be guaranteed and may incur a surcharge. For events with multi-room set-ups, we reserve the right to charge a set up fee of $50 per room as it may require more than one technician to complete in the allotted time. Any cancellation received less than two business days prior to the event, will incur a $50.00 cancellation fee. Any no shows or same day cancellations, will be charged a cancellation fee, plus any equipment or service charges which were scheduled.

Student Organization Events

All student organizations must submit all event requests to Hopkins Groups, as well as submit requests for meeting/classroom space 10 business days prior to the event date. Please keep in mind registering your event with Hopkins Groups and scheduling an event/classroom space are two separate processes. You must register your event through Hopkins Groups https://johnshopkins.campuslabs.com/engage/admin/events and request an event or classroom space through Scheduling and Event Services https://eventscheduling.jhu.edu/Client/FindASpace/Index. Any request submitted less than 10 business days prior to the event date will denied. If you have any questions, please call 410-516-8209

JHU Department Online Request Submission

Online requests must be submitted at least FOUR BUSINESS days prior to event date for spaces that do not require AV equipment or technical support. Spaces that do need AV equipment and technical support must be made more than 10 business days prior to event date. Please call 410-516-8209 if requesting a space less than four days out. Meeting space cannot be requested less than two business days in advance starting spring semester 2017.

Academic Classroom Reservations

For Non-JHU Homewood affiliates, academic general pool classroom space cannot be reserved less than two business days in advance. Requests for academic classrooms will be reviewed and processed after room assignments for classes have been completed. (Tentatively two weeks before the start of the semester.) Inquiries are processed by the date of the event and by the date the request was received by the Office of the Registrar. Processing time may vary depending on volume of requests. You will receive confirmation if the Office of the Registrar is able to accommodate your request or informed of available options if your inquiry cannot be fulfilled as requested. FOOD AND DRINKS ARE NOT PERMITTED IN ACADEMIC CLASSROOMS.

Residence Hall Space Reservations

Residential spaces may be reserved no earlier than 30 days in advance. These spaces can only be reserved for four hours or less by registered undergraduate student organizations.

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