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Student Engagement

Room Reservation

The Ad Astra room reservation system for the East Falls Campus of Jefferson (Philadelphia University + Thomas Jefferson University) is used for reserving an official space for your campus event. Reservations are not official until a confirmation email is received.

If appropriate, create an event listing on the University Calendar after your location is confirmed through Ad Astra. Ad Astra is for room reservations only. A guide for creating an event listing in the University Calendar can be found HERE.


Learn how to:


Make reservations by clicking the icon below:

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ROOM RESERVATION POLICIES AND PROCEDURES

The facilities of Jefferson- East Falls exist for the primary purpose of education and use of the University community. Priority for the use of academic facilities is given first to the University classroom needs and second to the programs and activities of University groups. University groups are defined as consisting almost entirely of students, clubs and organizations, faculty, administrators, staff or alumni of the University, whose primary activities are based at or directly related to the University. This also includes offices, departments and/or schools at Philadelphia University.

The decision to permit or restrict the use of facilities by University groups will be based first on prior academic classroom commitment, then prior reservation. Reservations requested by University groups are taken on a first come first serve basis.

All groups using University facilities must comply with University standards and policies. It is the responsibility of the University Reservationist, Assistant Dean of Students Director of the Campus Center and Student Activities and the sponsoring group, to make sure those standards are being met. Those groups failing to meet the standards or comply with regulations may be denied future use of University facilities. Those groups causing damages to University facilities may be charged accordingly.



For requests less than 2 days or more than 120 days away, please email reservations@philau.edu the following:

  • Event Name
  • Space Requested
  • Available in Astra (y/n: If no, please request another room available)
  • Date
  • Times (Start and End)
  • Relevant Details


Troubleshooting and More Information

Click topics below to drop down to more information. If you have questions that are not answered here, please contact the Campus Events Reservationist at phone extension x5346 or at reservations@philau.edu.



Space Reservations for the University Community 

The facilities of Philadelphia University exist for the primary purpose of education and use of the University community.

Requests for spaces considered academic spaces cannot be approved until academic calendars and schedules are confirmed. Top priority for academic facilities is given to the class needs, followed by the programs and activities of University groups.

We will send a confirmation email through the system once your reservation is confirmed. Please be aware that specific setup requirements may not be available due to the last minute nature of the request, but you should still submit all of your work orders as usual. Please work with Physical Plant with any setup issues.



Space Rental for Outside Groups 

The University will reserve facilities to organizations outside of the University community. Approval of the reservations may depend upon the appropriateness and/or fit of the event with the larger mission of the University. Use of the space will be handled as a rental and accompanied by fees and appropriate charges. If you are a group or organization outside of the Philadelphia University community and wish to reserve a facility on campus please contact James Reilly at reillyj@philau.edu



Scheduling for Classes 

Class scheduling is arranged through the registrar’s office, not Ad Astra. Faculty who are seeking computer labs, change of room requests for their sections or room requests for review sessions are advised to contact Tim Smalarz at smalarzt@philau.edu.



Campus Spaces 

Any space classified as a classroom, lab and/or design space can be reserved through the campus reservationist if the request is outside regularly scheduled classes.

Kanbar Campus Center events must be approved by the Associate Dean. Find more information HERE.



Clubs and Organizations 

The Associate Dean must approve all events sponsored by student clubs or organizations. A meeting or conversation to clarify event details may be required prior to event approval.

Campus-wide social programming is strongly discouraged for clubs and organizations during reading days and the final exams period at the end of each semester.



Outdoor Events 

Location, time, city ordinance and the proximity of the event to community neighbors, classes and offices, noise control, etc. may affect the ability to schedule outdoor events.



Event Cost 

Utilization of campus facilities for the Philadelphia University community is free when used for University business. Special setups and unusual cleanups are subject to charges.



Event Set-up 

It is the responsibility of the sponsoring organization to make specific arrangements for services with Physical Plant.

A Work Order must be placed in order to have the room set for your event. All Physical Plant information as well as information on placing Work Orders can be found at http://www.philau.edu/plant/.

When reserving a space please allow for an appropriate amount of time for set-up and break down (at least a half-hour for each).



Event Catering 

It is the responsibility of the sponsoring organization to make specific arrangements with Dining Services.

All Dining Services information as well as information on placing Catering Requests can be found at http://www.philau.edu/dining/.

When reserving a space please allow for an appropriate amount of time for catering set-up and clean up (at least a half-hour for each).



Media Services 

All Media Services requests, including equipment rental and support inquiries can be made through the Help Desk by phone at x4648 or by email at helpdesk@philau.edu



Event Cancellations or Changes 

If an event is canceled, postponed, the time is changed and/or the location of the event is moved please contact the Campus Reservationist at phone extension x5346 or at reservations@philau.edu immediately so that this space can be made available for other users.

It is also common courtesy to do the same for any special service requests that have been placed with Physical Plant, Dining Services and/or Media Services.



Space Conflicts 

Priority will always be given to the group who has the reservation confirmed and at “Scheduled” status. This should be reflected in the email to the requestor, which can be printed out.

Please contact the Campus Reservationist at phone extension x5346 or at reservations@philau.edu with further questions.


 

Browser Issues 

The following browsers can be used for the reservation system:

  • Internet Explorer 6.0, 7.0 and 8.0
    • If experiencing issues while using Internet Explorer, please call OIR Help Desk at x4648
  • Mozilla Firefox 2.0+
  • Safari 2.0+ except in the calendars area.

*Google Chrome does NOT Support Ad Astra.