What is an event? What is a meeting?
For internal users of Astra Schedule, an event is classified as the high-level event information. For example, Homecoming and a staff meeting are events. A meeting is a specific occurrence of the event with a specific date, time, and place. An example of a meeting is registration from 9-10 a.m. or a staff meeting on Thursdays at 1 p.m. in the Hornet Hive. An event can have more than one meeting.
How far out can I reserve space on campus?
  • Faculty and staff can submit event requests up to 180 days in advance.
  • Students and student organizations can submit event requests up to 90 days in advance.
  • External clients can work with the Office of Conferences, Events, and Support Services to request events up to 24 months in advance. All requests must be submitted at least one day before the event.
What is the cancellation policy?
  • External clients: Cancellation details are specified in your Facilities and Use Agreement under Section 2.
  • Faculty/Staff/Students: In the event of cancellation, it is your responsibility to notify the Office of Conferences, Events, and Support Services as soon as the decision is made to cancel the event. Events with special setup and/or catering canceled less than 48 hours before the event may be subject to all estimated charges.
When will I know whether my event has been approved?
Once an event request is submitted, it will be reviewed by the Office of Conferences, Events, and Support Services. We try to approve or deny the majority of event requests within 72 hours of the time of submission (excluding officially recognized breaks when the University is closed). Please note that requests for academic spaces on weekdays will not be approved until after the first two weeks of each semester.
What happens after submitting an event?
After you submit an event request through Astra Schedule, you will receive a confirmation email that your event has been submitted along with a PDF file that summarizes the request. Once the request has been reviewed, you will receive a second confirmation or rejection email. When inquiring about your event, please reference the event’s name and date.
What are my payment options?
  • Internal events will be billed monthly through department transfer.
  • Payment terms for external events are outlined in the Facilities Use and Services Agreement under Section 2. Contact our office for more information.
Can I have a food truck at my event?
Yes, approved food trucks are allowed. Please visit the food trucks/vendors section on our planning tools page for additional information.
Can I have alcohol at my event?
Yes. The location requested must be a self-contained area not open to the public and without public access. Insurance will also be required.

For more information, please view the University of Lynchburg’s policies.