Your browser is unsupported

We recommend using the latest version of IE11, Edge, Chrome, Firefox or Safari.

Planning an Event

In-Person Event Proposal

(Adapted from Student Organizations Room Reservation Procedures)

Student organizations are allowed to reserve rooms up to three months in advance in order to plan ahead for special speakers, regularly scheduled meetings, etc.

Email the Office of Curricular Affairs listserv at and include the following information:

  1. STUDENT ORGANIZATION must be typed in the subject line
  2. Organization Name
  3. Contact First & Last Name
  4. Contact Cell Phone Number
  5. Requested Date(s)
  6. Anticipated number of attendees
  7. Preferred room/location
  8. Requested Beginning and End Time
  9. Alternate Date(s)
  10. Alternate Beginning and End Time
  11. Will food be served?
  12. Specific room requirements (AV, microphones, etc.)
  13. Any advanced set-up

If more than 100 participants are expected, a COVID Safety Plan is required.  Please complete the form found here then send a copy to College Committee on Education Reopening (CCER) at  for final approval.  CCER will review your request and reply with approval or other recommendations, if needed.  Please forward this approval to  Once CCER approval is received, the room reservation will be confirmed by OCA.

If College of Medicine Informational Resources (COM IR)/IT support is needed for the event, must be notified at least two weeks in advance. COM IR staff will follow up to schedule a time during business hours to provide instruction.

If special room set-up or materials are needed, please contact at least two weeks in advance

For certain events, extra garbage cans may be needed as well as extra housekeeping, electricity (for outside events), etc.  Please include this information in your initial request at least  2 weeks in advance of your event.

If any additional concerns arise regarding your student organization or if you have questions about a student event not related to room availability, IT support, or room set up, please contact OSA at .

Students who reserve a room are expected to occupy the room during the allotted hours. If plans change, please notify the Office of Curricular Affairs at or 312-996-9030 as soon as possible.

Use of the Learning Center rooms requires an understanding that users will return the room to an orderly condition. Tables must not be moved from their original position, and chairs should not leave the room. Tables should be wiped clean and all trash should be disposed of in the receptacles located outside of the room. Users should notify the Office of Curricular Affairs of rooms that are found in a disorderly state.  Failure to follow these requirements may result in the loss of privileges for the student organization.

Note: Changing the configuration of a room requires prior approval from the Office of Curricular Affairs.

For more information on up to date COVID-19 guidelines, visit the VCHA website.


Advertising Your Events

Add the event to the CMSC Calendar (check for conflicts and try to avoid days that other organizations are already hosting events).
If your student group is interested in posting content to the CMWT and COMRB public corridor monitors, you can submit the content to When submitting, please copy the Assistant Dean of Student Affairs, Mark Urosev ( for approval.  Typically flyers are submitted in the form of a Powerpoint (PPT) slide or PDF, typically in a wide format. Please include the runtime (date range) for which you would like the flyer to be displayed. If you have any questions, feel free to reach out.