Winthrop University: Student Organizations - Steps to Reserve Space

Beginning in fall 2022, ALL requests for reserving campus spaces need to be made through the Coursedog events system.  Winthrop students can access the Coursedog system through the link in Wingspan. Use the video below to learn how to complete space reservations using Coursedog. 

As of fall 2020, all buildings with rooms in the space reservation system have been recalculated with a lower capacity rate.  Before submitting a space request, please check the new capacity rates to make sure the requested room will accommodate your needs.  

https://www.winthrop.edu/universityevents/event-and-meeting-venues.aspx

Steps to Reserve Space on Campus

Step 1: Get Organized

  • Your first step to requesting space is planning.  You will want to set a tentative date, time and location as well as have alternative times and dates
  • Your goal should be to plan far enough in advance and be flexible with your event's timeframe.
  • You should also take time to check the University Events Calendar to verify that your event does not conflict with other major university events.
  • All space requests require 10-day notice prior to the event for student organizations.

Step 2: Check Dates

  • After choosing your desired location, you may use the Student Event Request Form link in Wingspan to see if the space is available. This is done on the same form you would use to submit your space request.  The request form will only show spaces that are available and that have the room capacity to accommodate the anticipated attendance.

Step 3: Submit Request

Things to remember while you are filling out your space request:

  • Include your contact information; including full name, phone number and correct Winthrop University e-mail address as well as your Winthrop Faculty/Staff advisor's contact information and e-mail address. Please mark YES for send email notifications on the Contacts card for the primary contact.
  • Include time for set-up and break down.
  • Request for Campus Police to unlock and lock doors before and after the event, if applicable.
  • Requests can only be submitted online.
  • If your event is scheduled outside make sure that you have an alternate location in case of inclement weather.

 Step 4: Wait for a Response

  • The final step is the easiest, just wait.
  • Your request for space and activity will be considered by all approving parties
  • You will receive an email confirming approval or rejection.
  • Do not publicize the event until you receive an emailed confirmation.
  • Expect a response usually within a week.
  • You may be requested to provide additional information in order for approving parties to authorize your request.
  • If additional information is not submitted, the request may be denied. 

Last Updated: 8/11/22