Events in Academic Affairs Division Spaces

Academic Affairs Division managed spaces include office spaces, meeting spaces, teaching laboratories and classrooms. Meeting spaces or classrooms may be reserved for events based on the nature of the event and availability. Most events are scheduled in event spaces managed by the Student Union Event Services or Facilities Development & Operations for special and outdoor events.

SJSU employees must access the Events in Academic Spaces Resource Hub to review processes and timelines to reserve spaces.

Policies & Guidelines

Classrooms users must adhere to the CSU Free Expression and Time, Place and Manner Policy and classroom use guidelines and priorities.

Classroom User Guidelines
- Food, Snacks, or Drinks. Food, snacks, or drinks are not allowed under any circumstances in classrooms, laboratories, auditoriums, and gymnasiums. These spaces do not always receive immediate custodial services to ensure sanitation standards.
  
  Furniture & Equipment. All furniture, instructional equipment, and all other items that are in the room(s) (i.e., tables, chairs, TV, VCR, Overhead Projector, Podium, etc.) must be returned to their original configuration and must not be moved/removed out of the room to ensure that the room(s) will be ready for the next user.
  
  Noise Levels. Noise levels must remain at appropriate levels as defined by the space specific guidelines for the entire duration of the event and space reservation, including set up and clean up. Extraordinary care must be taken to avoid disturbing nearby classes at all times. In any lecture classroom, singing, playing loud music, or musical instruments are prohibited at all times, except in the Music Building.
  
  Reserved Space Adjacent or Outdoor Spaces. Without Facilities Development & Operations prior written approval, any outdoor, hallways, lobbies, and atrium's, or exterior areas adjacent to classrooms may not be used to stage any event components, including food/drinks, welcome tables, or registration.
  
  Non-Event Spaces. Teaching/research laboratories and department/faculty offices are never appropriate for any events unless authorized by the Provost, Academic Dean or Associate Dean, or designee.
Scheduling Priority in Classrooms
- Classes always have priority over events in any classroom, and confirmed reservations are subject to change based on the needs of academic classes.
  
  Regular scheduled classes, specifically those classes with meetings on approved meeting times/days, meeting patterns, and grids have priority. Regular scheduled classes are defined as classes with more than eight in-person meetings in a regular 16 week semester or 50% of meetings per class weeks using the same meeting pattern.
  
  A limited number of University Lecture Rooms are made available to the Student Union Event Services and University Housing conference teams.

Users must also refer to the various university resources and guidelines managed by other administrative offices regarding utilizing campus spaces as appropriate.