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Submitting an External Room Request

Updated: Andrew Tat Edited:

Overview

Some institutions accept space requests from people outside their organization, like community members, vendors, alumni, or other external groups, through a public request form. No account or login is required to submit a request.

This article is for anyone submitting a space request through an institution’s public External Request Form.

Step by Step Instructions

  1. Open the request form (via the link or embedded page provided by the institution).

  2. Enter contact information: first name, last name, and email. Phone number may also be requested.

  3. Enter the event name, expected number of guests, and a description of the event.

  4. Add one or more requested dates and times. Multiple dates can be added if the event happens more than once.

  5. Answer any additional questions the institution has added to the form. Some may be required before the form can be submitted, and some may ask for an uploaded file (e.g., an event flyer or supporting document).

  6. Submit the form.

After submitting:

  • A confirmation message appears on screen right away, along with any additional instructions the institution has provided.

  • A confirmation email arrives shortly after, summarizing the request.

  • Once the institution reviews the request, an approval email (with full reservation details) or a rejection email (with a reason, if the institution provided one) follows.

Common Variations or Use Cases

  • Requesting multiple dates or times for the same event. Add each date/time as a separate instance on the form. All of them are reviewed together as part of the same request.

  • Uploading a supporting file. If the form includes a file upload question, accepted file types and size limits are shown at the time of upload. If the upload fails, check the file type and size and try again.

Troubleshooting

  • Didn’t receive the confirmation email. Check spam/junk folders first. If it still hasn’t arrived, contact the institution directly. This form doesn’t include a way to check request status without an email.

  • Need to change or cancel a submitted request. There’s no way to self-edit a request after submitting. Reach out to the institution directly, referencing the event name and submitted dates.

  • Form won’t submit / shows a validation error. Double check that every required field is filled in, including at least one requested date and time.

Related Articles

  • Managing External Requests - The Request Queue