If you are having any difficulty using this website, please contact the Help Desk at Help@nullHofstra.edu or 516-463-7777 or Student Access Services at SAS@nullhofstra.edu or 516-463-7075. Please identify the webpage address or URL and the specific problems you have encountered and we will address the issue.

Event Management at Hofstra University

Contact Us

  • Office of Event Management
    200 Hofstra University
    112 Student Center
    Hempstead, New York 11549
    Telephone: (516) 463-6631
    Fax: (516) 463-6520

Room Reservation Request Form for Hofstra Student Organizations

Please make yourself familiar with the Scheduling Guidelines for Student Organizations before requesting space.

* Required Field

Organization Information











  1. All request and event updates will be sent to this email address

Event Information





Requested Date
  1. Check room availability at: Hofstra University's Event Calendar

    Please note that rooms are available on a first come first serve basis. A room may appear available, however there may already be a request for this space that was not processed yet.




  2. Weekly
    Every Other Week
Requested Time
  1. Time you would like to enter room to prepare for your event.

  2. Time you expect to be done removing materials after your event.

Anticipated Attendance








  1. Including presenters and event organizers

Location Preference






Space Setup

* Room Layout

CHOOSE ONE ROOM LAYOUT

  1. Clear Room: Room is set with little or no furniture.
    Row:
    Room is set with chairs only set side by side, facing front of room. Podium or table included at front.
    Round Table:
    Room is set with round tables. Each table can accommodate between 8 & 10 chairs comfortably.
    Conference:
    Existing table or a combination of tables used to form a solid conference table. Good for small group business meetings.
    Classroom:
    Room set to include seats with writing surface for all guests. In most cases, 6ft rectangle tables or a desk provide the writing surface.
    Circle:
    Room set with chairs only in a full circle configuration. Good for icebreaker activity or discussion.
    Semi-Circle:
    Room set with chairs only in semi circle configuration.
    U-Shape:
    Room set with tables to provide an open U shape conference table with chairs around the perimeter. Good for group activity including a discussion.
    Hollow Square Conference:
    Room set with tables to provide an open center complete square/rectangle shape conference table with chairs around the perimeter.
    Other:
    The general set up does not fall into one of the layout categories. Please describe setup below.
Furnishings

CHOOSE QUANTITY FOR EACH ITEM

  1. (also for food if needed)

    (for 6' Tables)

      

    (for Round Tables)

      

      

      

      

    (6FT x 8FT, 24" High)

    (list specifics below)

    (list specifics below)

      

  2. * Set Up Instructions:
Audio/Visual Equipment

CHOOSE QUANTITY FOR EACH ITEM

  1.   

      

      

    Not available in all locations

      

    Not available in all locations

      

      

      

     
  2. No Yes

    Extra charge may apply

    No Yes

    Extra charge may apply

    No Yes

    Extra charge may apply

  3. * A/V Set Up Instructions:
Special Event Requirements
  1. No Yes
  2. If so, please describe their involvement:

  3. If 'No' was selected, please note that it is the organization's responsibity to notify Event Management if any High Profile Guests are added at a later date.


  4. No Yes

  5. No Yes
  6. If Yes, select a quantity of Tables for Food Service in the Furnishings section above.

  7. No Yes
  8. Possible if approved. Service only to be provided by Campus Dining Services.

    Please contact Campus Dining Services for all food and beverage services at least one week prior to the event. Campus Dining Services can be reached at x3-5395. The use of other caterers is not permitted without written approval from the Campus Dining Administrator.


  9. No Yes


  10. If 'Yes', please describe the room(s), times, setup(s), and AV needed for the additional rooms:


REQUESTING ANY OF THE FOLLOWING WILL REQUIRE APPROVAL SIGNATURES FROM THE APPROPRIATE OFFICES. THE APPROVALS CAN BE OBTAINED ONCE YOU HAVE RECEIVED THE STUDENT TENTATIVE CONFIRMATION FORM.

  • Events in Hofstra USA
    • Student Leadership and Activities
    • Public Safety
    • Campus Programming Office
  • Events with Admission Fees, Off-campus Speakers, External Entertainment, Outdoor Spaces and/or Open to the Public
    • Campus Department Program Office
    • Public Safety
WEB POSTING INFORMATION
Please consider posting my event to the Hofstra.edu/events web calendar when it is confirmed.
* If so, please provide the exact description of your event as you would like it to be posted online for potential guests:

If requesting to have your event considered for posting to the Hofstra.edu web calendar, please make sure to fill in the Event Description & Intent box above. (For help with your description, download the Event Description guide [PDF].) You will be held responsible for the content of your calendar posting, so make sure your information is correct and that you adhere to the Code of Community Standards. The office of Event Management offers this option solely as a convenience to the Hofstra Community and makes no offers or guarantees connected to it. If you have questions, e-mail the Office of Interactive Media.

Required Signature
  1. * I UNDERSTAND THAT THIS IS A REQUEST ONLY AND DOES NOT GUARANTEE AN APPROVED RESERVATION. I AM AWARE OF THE CANCELLATION POLICY. I WILL OBTAIN THE REQUIRED SIGNATURES IF NEEDED AND RETURN A COMPLETED STUDENT TENTATIVE CONFIRMATION FORM TO EVENT MANAGEMENT AT LEAST ONE WEEK PRIOR TO THE EVENT. FAILURE TO RETURN A COMPLETED FORM WILL RESULT IN CANCELLATION OF YOUR EVENT REQUEST. THE STATUS OF MY REQUEST WILL BE SENT TO THE EMAIL ADDRESS LISTED ABOVE WITHIN THREE BUSINESS DAYS.

Please be sure that you have received a confirmation notice before planning your event.

REMINDER: COMPLETING THIS FORM DOES NOT GUARANTEE A RESERVATION.


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Contact Us

  • Office of Event Management
    200 Hofstra University
    112 Student Center
    Hempstead, New York 11549
    Telephone: (516) 463-6631
    Fax: (516) 463-6520

Hofstra Events

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If you are having any difficulty using this website, please contact the ITS Service Desk at Help@nullHofstra.edu or by calling 516-463-7777. Please identify the webpage address or URL and the specific problems you have encountered and we will address the issue. If you have a disability-related question regarding accessing the website, contact Student Access Services at SAS@nullhofstra.edu or call 516-463-7075.

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