Room Scheduler Policies

Covid-19 Room Scheduling Policy Changes

To further promote a safe environment on campus, all meetings and events during the Spring 2021 semester will have the following guidelines and restrictions:

  • LSU encourages meetings and events to be held virtually.
  • If an in-person meeting or event must take place, outdoor venues are encouraged.
    • All meetings and events will be limited by the Louisiana Governor’s guidance that is in place at the time the event form is submitted and reviewed by the Emergency Operations Center (EOC), not to exceed 75 in-person attendees for indoor meetings and events; and 150 in-person attendees for outdoor meetings and events. Should the guidelines change between the time of approval and the date of the event, a review for reconsideration may be submitted.
    • Additionally, indoor meetings and events will be limited to 25 percent capacity of the room or meeting location.
    • All in-person attendees will be required to follow CDC guidelines for physical distancing and personal hygiene.
    • Face coverings are required.
  • All meetings and events over ten (10) in-person attendees will require EOC written approval. Registered Student Organizations will obtain that approval through the existing TigerLink event approval process. Departments and off-campus organizations will have a separate EOC approval form.
  • If groups are unable to find appropriate space, the meeting or event will need to be held in a virtual or hybrid environment.
  • Contingency plans should be developed.

Location Specific Guidelines 

  • All meetings and events in academic buildings will need to end by 9:00 p.m. on weekdays (Monday-Friday) and by 6:00 p.m. on weekends (Saturday-Sunday).
  • All meetings and events in academic buildings will need to have EOC approval five days in advance of the meeting or event.
  • All meetings and events in the LSU Student Union will need to have EOC approval by 9:00 a.m. two business days in advance of the meeting or event.

Event requests MUST be submitted in TigerLink and approved in order to take place. 

NOTE: YOU MUST HAVE A TENTATIVE CONFIRMATION FROM YOUR EVENT LOCATIONWILL RESULT IN A DELAY IN THE APPROVAL PROCESS. THE ORGANIZATION EVENT WILL BE DENIED. MAKE SURE TO HAVE THE NECESSARY DOCUMENTATION TO UPLOAD. 

EOC Requires 10 day lead time to review event. 

Deadlines for event request(s) are listed below:

  • 5 business days prior to the event date (i.e. general organization meetings, promoting table sits, workshops, informational meetings, etc.) 
  • 10 business days are required for big scale events (i.e. fundraising events, events with LSU licensed vendors/inflatables, stages, Greek Chapter House Tailgating etc.) 
  • 14 business days for events that include a blood drive

Off-campus events do not require approval or registration, unless the event is philanthropic in nature and hosted by Interfraternity Council or Panhellenic Council (Greek Life).

University Departments/Offices may use this form to promote departmental/office events that are of service/benefit to LSU students.

Parade Ground Use must be approved by Event Management and Facility Services.

Refer to http://ldh.la.gov/coronavirus/  and https://lsu.edu/roadmap/campus/events.php for the most up to date information

Who Can Schedule a Room?

LSU SVM Faculty, Staff, and Students can schedule rooms for events, lectures, meetings, office parties, training or courses. 

The Fine Print

Although room reservations are taken on a first-come, first-served basis, SVM core curriculum courses take precedence over all other reservations whether or not there is a reservation in place. Every attempt will be made to place a standing invitation into a new location when possible.

Club meetings will only be honored by clubs who fill out the appropriate club registration information.

Always check the scheduler before using a room!

Event Calendar

Reserving a room does not automatically place an event on the official Event Calendar. Having a complete Event Calendar ensures that we do not double-book for events and cause our faculty, staff, and student to have to choose. Also, LSU requires that all events with large groups or outside visitors be placed on the LSU calendar in case of emergencies so that the LSU Police Department has this information in case we need to evacuate buildings. To add your event to the Event Calendar, please email details to Ginger Guttner, Communications Manager, at ginger@lsu.edu.  

Need a Room?

While most SVM class, conference and meeting rooms are scheduled through the room scheduler; some rooms are managed by other departments. Here is a listing of rooms that can be scheduled through Student Affairs. Capacity numbers are based on COVID policies to maintain social distancing.

First Floor

Library Conference Room 1 (4 max)

Equipment: Single Laptop Plug-in with TV Monitor

Library Conference Room 2 (9 max)

Equipment: Projector/Glassboard

Library Conference Room 3 (7 max)

Equipment: Projector/Glassboard

Library Conference Room 4 (4 max)

Equipment: Mediascape, TV

Library Conference Room 5 (4 max)

Equipment: Mediascape, TV

1007: Testing/Study room

1205: 3rd Year Classroom (50 max)

Equipment: Smart Podium, Computer, Projector, Panopto, Camera, Microphone

1211: Auditorium (119 max)

Equipment: Smart Podium, Computer, Projector, Panopto, Camera, Microphone

1212 B (10 max)

Equipment: Projector, Smart Podium, Computer

1212 C (20 max)

Equipment: Projector, Smart Podium, Computer, Camera

Second Floor 

2101: 2nd Year Classroom (45 max)

Equipment: Smart Podium, Projector, Computer, Audio, Panopto

2102: Small Classroom (15 max)

Equipment: Smart Podium, Projector, Computer

2103: 1st Year Classroom (45 max)

Equipment: Smart Podium, Projector, Computer, Audio, Panopto,

2104: PBL 2nd Floor Lab (37 max)

Equipment: Computer Workstation (x8), Mediascape (TV) (x8)

2105: 2nd Floor Histo Lab (50 max)

Equipment: T.V. Monitors Mounted (x6), Projector, Smart Board, Computer

Large Animal ISO (6 max) 

VCS Conference Rooms and Lab that are not are not scheduled through the Student Affairs Office.

Rooms 1840 and 2313 are coordinated by Kevin Oubre at koubre2@lsu.edu.

Room 1301 B is coordinated by Sarah Keeton at sorlik1@lsu.edu.

PBL Computer Lab

Student Affairs now also manages the reservations of the PBL Lab (Computer Lab) on the 2nd floor (for course related reservations only) when the majority of the lab will be in use. Such reservations can only be requested by Faculty/Staff. No student, club, or individual reservations will be honored. When the rooms or computer stations are not scheduled they are open on a first come; first serve basis. 

Room Scheduler