Reserve campus space

Campus space use requests begin in Astra.

ÖйúÌå²ÊÍø employees and approved student organizations should submit a space use request form in Astra for meetings, programs and events.

If you need help submitting your request, start with the Astra super user who supports your area of campus. Super users can help you navigate Astra, complete the form and understand next steps.

Submit a space use request form in Astra

View step-by-step Astra instructions

Find your Astra super user

Submitting a request does not confirm or authorize use of space. Your event is confirmed only after it is approved in Astra and you receive a reservation number.

Events confirmed in Astra take precedence over informal or unscheduled use of campus space.

External groups, camps and conference rentals

ÖйúÌå²ÊÍø ÖйúÌå²ÊÍø welcomes external groups looking to host conferences, camps, programs and events on campus.

External rentals and non-ÖйúÌå²ÊÍø groups require additional review before space can be confirmed. Rentals require a signed agreement and may also require a deposit, certificate of insurance and other documentation before the event may take place.

To inquire about renting space at ÖйúÌå²ÊÍø, contact rentals@augustana.edu.

How campus users submit a space use request

1. Check space availability in Astra

Use Astra to view available campus spaces

Tip: In Astra, select Calendars, then Scheduling Grid. You can filter specific rooms by using the magnifying glass in the upper-left corner. Select the rooms you want to view, click search and choose your desired date.

Availability in Astra does not guarantee approval. Some spaces have restrictions based on academic use, student learning, staffing, safety, equipment or institutional needs.

2. Submit your space use request form

Complete the Astra request form with as much detail as possible.

Before submitting, be ready to provide:

• Event title
• Sponsoring department, office or approved student organization
• Event date and start/end time
• Setup and teardown time, if needed
• Expected attendance
• Preferred location
• Food, catering, technology, furniture or equipment needs
• Whether the event includes minors, physical activity, outdoor space, alcohol, media or external guests

Complete information helps ÖйúÌå²ÊÍø reserve the appropriate space, identify service needs and avoid scheduling conflicts.

Submit a space use request form in Astra

Need help? Step by step instructions here (Google Doc).

3. Wait for your Astra confirmation

Your space is not reserved until you receive an Astra confirmation email with a reservation number.

Please do not advertise an event, invite guests or assume a room is available until your space has been confirmed in Astra.

4. Submit service requests after approval

Setup, technical support and catering are separate from the space use request.

Please submit service requests only after your event has been approved in Astra and you have received your reservation number.

Setup and technical support

After your event has been approved, submit your respective setup service request where appropriate - see two options below based on type of space. 

Service requests should be submitted at least five business days before the event. Requests submitted fewer than 48 hours before the event may not be accommodated.

Please include:

• Astra confirmation number
• Event title
• Event date and time
• Event location
• Time setup must be completed
• Setup needs, including tables, chairs, trash cans, staging or other equipment

Events in Centennial, Wallenberg, G?vle or Olin Auditorium

For technical or setup needs in Centennial, Wallenberg, G?vle or Olin Auditorium, complete the Performance Hall Technical and Setup Request Form.

Complete the Performance Hall Technical and Setup Request Form

Events in other campus spaces

For setup needs in all other campus spaces, complete a facilities work order.

Submit a facilities work order

Catering and food

To request catering for an event on campus, contact the catering manager at 309-794-7247.

If you prefer to purchase food from off campus, complete the Off-Campus Food Waiver Form.

Complete the Off-Campus Food Waiver Form

Need help?

Start with your Astra super user.

Super users support scheduling questions for their assigned areas of campus. They can help you use Astra, submit a complete space use request and identify the correct next step for setup, technical support or catering.

Super users do not replace the Astra request process. Campus users are responsible for submitting their requests through Astra.

If a scheduling conflict cannot be resolved by your area super user, the issue may be escalated for review.

Astra super user coverage areas