Zachry Facility Reservation Request Form

Instructions for reserving event spaces, learning studios, and faculty/staff meeting rooms

Please fill out the request form below to submit a reservation request for an event space, learning studio, or faculty/staff meeting room in the Zachry building. You will receive a confirmation email with your request and the Engineering Events Team will contact you within 5 business days to confirm your reservation depending on priority and availability.

A prior notice of at least three days is required for reserving learning studios or faculty/staff meeting rooms.

Learning studios prioritize classes throughout the week and have limited availability during the normal class hours for meetings or other events.

Zachry Reservation Request Form

"*" indicates required fields

All room requests are subject to availability.
Each group is responsible for clean-up and leaving Zachry facilities in a clean and orderly fashion.
If you have specific IT/AV needs, please be sure to list these in the additional needs or requests section below.
This form is not for requesting individual or small group huddle/study rooms in Zachry. To reserve these rooms, please visit tx.ag/zachryems.
Students may NOT request faculty/staff meeting rooms.
Furniture layouts cannot be moved/rearranged in our learning studios or meeting rooms.
Please note, not all meeting rooms or learning studios have the same technology or capabilities.
There are absolutely NO food or drinks, including bottles of water, allowed in learning studios at any time.
Per University policies, Learning Studio requests will not be accepted until after the 12^th class day each semester. Please submit your requests after that date.
Please look over this form to ensure all information is correct before hitting submit. A confirmation of this request form submission will be sent to your email.

Please choose the category that best describes your reservation:*

New Reservation

Existing Reservation

For an existing reservation, required fields below are still required. Update non-required fields only with values that need to be changed below.

Existing Reservation ID

Only confirmed reservation requests will have a reservation ID number assigned. Please refer to your confirmation email and enter the six-digit Reservation ID (e.g. 345678) in the field below.

Contact Information

What is your Texas A&M University affiliation?*

Engineering faculty/staff

Engineering student

Non-engineering faculty/staff

Non-engineering student

Note: Zachry building reservation requests through this form are only available to faculty, staff and students in the College of Engineering.

Organization/Department Affiliation*

Primary Contact Name*

First Last

Primary Contact Email*

Enter Email Confirm Email

Primary Contact Phone*

Will you be the Point of Contact?*

There must be at least one point of contact present at the reserved space during the entire event.

Yes

Point of Contact

If the Primary Contact will not be present, please designate a Point of Contact who will be present at the reserved space during the entire event.

First Last

Point of Contact Email

This person must be present at the reserved space during the entire event.

Enter Email Confirm Email

Point of Contact Phone

This person must be present at the reserved space during the entire event.

Important information to read before continuing...

All reservation requests must be submitted no later than 2 weeks in advance.

Faculty and Staff: Reservation requests can be submitted one year in advance.

Students: Reservation requests can only be submitted by Engineering students, on or after the following submission dates:

Fall semester: Reservation requests can be made starting July 1st.
Spring semester: Reservation requests can be made starting December 1st.
Summer semester: Reservation requests can be made starting May 1st.

To check the availability of an event space in Zachry, please visit the Zachry Reservations Calendar. This calendar provides up-to-date information on space availability, allowing you to plan your event accordingly. If you receive an error message when opening the link, click the "?" in the top right corner of the page and sign-in with your TAMU email.

Also visit zachry.tamu.edu and consult the building hours to ensure that the building will be open. Please note that these hours may be limited based on staff availability.

Event Date/Time Information

Name of event*

Please be specific, and do not use acronyms for detailing the event.

Event date*

Event start time*

Include the time that the actual event itself will start.

Event end time*

Include the time that the actual event itself will end.

Are the date and times listed above flexible?*

NOTE: The requested date and times above may not be available, in which case you will need to include alternate date/times if the event schedule is flexible.

Yes

Alternate date(s) and time(s) for the event

Please include alternate dates and times (in order of preference) for the event in case the requested date and times are not available.

Event Setup Time

How much time do you need to enter the room to set up prior to your event?

Additional Setup Time Required

Please be specific in how much setup time you need for your meeting or event (e.g. the afternoon before, 12pm-6pm, etc.).

Event Breakdown Time

How much time do you need to clean-up and vacate the room after your event?

Additional Breakdown Time Required

Please be specific in how much breakdown or cleanup time you need for your meeting or event (e.g. the morning following, 8am-12pm, etc.).

Is this a multi-day reservation?*

Yes

Briefly list your reservation schedule for all event days.

Include start and end times for all dates included in the requested reservation, including setup and cleanup.

Please provide the estimated number of attendees for the event/meeting.*

Please submit the maximum estimated number of attendees to ensure the room can fit your needs (e.g. 100).

What is the purpose of this event?*

What activities will take place during your event? Please be specific.

Will you be supplying your guest(s) with any type of food or beverages during your event?*

Yes

What type of meals will be provided?

Select all that apply.

Breakfast

Lunch

Dinner

Reception

Snacks

Beverages only

Catering Information (if applicable)

Please provide the names of all caterer(s), the catering phone number, and expected arrival time for catering.
NOTE: Catering information may not be known at the time of request. This information is due no less than three (3) weeks prior to the event.

Catering Confirmation Upload

Please upload all catering confirmation documents.

Drop files here or

Accepted file types: jpg, jpeg, gif, png, pdf, doc, docx, xls, xlsx, csv, txt, Max. file size: 10 MB, Max. files: 10.

Will you be seeking approval to have alcohol at your event?

Yes

Will minors be present during your event?

All youth or children’s groups must always be supervised by responsible adults provided by the event sponsor. The event sponsor is responsible for the conduct of any youth, adult, or member of its organization and shall ensure that such persons have knowledge of and will comply with all applicable policies and procedures of the College. Please note that any persons brought to College facilities and premises by an event sponsor may be asked to leave if such persons violate College policies or procedures or cause in any way a disruption to the educational environment of the College. Any event involving minors must provide documentation to zachevents@tamu.edu of completed requirements per Texas A&M University Youth Programs. Once requirements have been completed and documents received, the Zachry Events and Reservations office will move forward with the approval process. These documents must be received no less than 4 weeks prior to the event date.

Yes

Will you be showing a movie or film during your event?

You will be required to send us proof that you have obtained the licenses for any movies or content that you will be showing during your event no later than 10 business days prior to the start of the event. You can visit a licensing agent, such as swank.com, to purchase these licenses if you do not already have them. Please submit documentation to zachevents@tamu.edu. Failure to obtain the necessary documentation could result in the cancellation of your event.

Yes

Event Space Information

What type of space are you requesting a reservation for (Engineering faculty/staff)?

E-Quad Tabling space

Meeting room

Learning studio

Large Event space

What type of space are you requesting a reservation for (Engineering student)?

Learning studios CANNOT be used for individual or group study space. Access to learning studios is only granted to engineering faculty, staff, and accredited/recognized student organizations for scheduled events.

E-Quad Tabling space

Learning studio

Large Event space

Study/Huddle space

E-Quad Tabling Space location request (optional)

Please select only the space(s) essential for accommodating your event. If your requested space is unavailable and there is an alternative, we will let you know. Select all that apply.

Table Space 1

Table Space 2

Table Space 3

Table Space 4

NOTE: E-Quad Tabling space is NOT the same as requesting the E-Quad for an event. If needing to host an event in the E-Quad, please select "Large Event Space" above. You may table outside so long as you follow all TAMU and StuAct guidelines. These can be found on the StuAct website. If requesting to sell concessions or distribute food/beverages, you can fill out the proper Concessions Permit request form here.

As for the building, we ask that you:

Stay well away from the doors (50’) so crowds can easily exit in case of emergency.
Do not impede or restrict the flow of vehicular or pedestrian traffic on the sidewalk.
Do not put tables, signage or any other items in flower beds.
Please help us keep our campus beautiful. If you see people dropping flyers or any other items they get from you, please pick them up or put them in the trash.

Meeting room location request (optional)

Students may NOT request faculty/staff meeting spaces. Access to faculty/staff meeting spaces is only granted to engineering faculty and staff. Please select only the space(s) essential for accommodating your event. If your requested space is unavailable and there is an alternative, we will let you know. Select all that apply.

Is your office in the Zachry building?

Yes

Learning studio type request (optional)

NOTE: Learning studios CANNOT be used for individual or group study space. Access to learning studios is only granted to engineering faculty, staff, and accredited/recognized student organizations for scheduled events. Huddle rooms/Study spaces are available for bookings up to two weeks out for students by visiting tx.ag/zachryems. Please select only the space(s) essential for accommodating your event. If your requested space is unavailable and there is an alternative, we will let you know. Select all that apply.

Small learning studio (capacity: 48)

Large learning studio (capacity: 100)

ZACH fifth floor learning studio (capacity: 24)

ZACH 590 (capacity: 34)

No preference

Large Event Space location request (optional)

Classroom style capacity is listed as the smallest capacity, where the largest available capacity is available with tables removed. Please select only the space(s) essential for accommodating your event. If your requested space is unavailable and there is an alternative, we will let you know. Select all that apply.

We recommend if selecting an outdoor space, that you also reserve an indoor location as a weather contingency plan.

During your event, is there a time you will need the room separated into smaller rooms (Chevron Studios rooms)?

Applicable to combination Chevron Studios rooms only.

Yes

Please provide the time(s) you will need the wall movement (Chevron Studios rooms):

Applicable to multiple Chevron Studios rooms only. Please be specific and note that wall movement requests are based off staff availability.

How will you be configuring the room(s) (Chevron Studios rooms)?

Applicable to Chevron Studios rooms only. Please refer to the Chevron Studios room layout information for more details on room configurations. NOTE: Rudder may be required for certain configurations (e.g. clearing the room).

Custom Room Configuration Request(s) Upload (Chevron Studios rooms)

Applicable to Chevron Studios rooms only. Using the provided blank configuration diagram, please draw and upload your desired room set up.

Drop files here or

Accepted file types: jpg, jpeg, gif, png, pdf, Max. file size: 10 MB, Max. files: 5.

Who will be configuring room(s)?

Applicable to Chevron Studios rooms only. Please note that the Chevron rooms are self-service for setup. If you require additional assistance, please contact Rudder at a-rogers@dsa.tamu.edu.

My group will be responsible for configuring the room

I will contact Rudder for configuration

Large Event Space Audio/Visual Amenities

Please select the items you will need for your Large Event space event. Select all that apply.

Projector

Hand-held Microphone(s)

Podium with Microphone

Lapel Microphone(s)

Audience Speaker

Two-Way Zoom capabilities

I have never used this space before, so I will need A/V training to assist me with working technology during my event

At what time do you need IT Services to arrive for Large Event Space A/V setup?

Please choose a time within the window of your reservation start time and the beginning of your event. Should you choose a time outside of this window or fail to enter a time, we will schedule IT to be present either at your reservation start time or 15 minutes prior to the start of your event.

Number of Handheld Microphones needed

Number of Lapel Microphones needed

To proceed with a reservation for a Study/Huddle Space please visit https://tamuengr.emscloudservice.com/web/.

Event Custodial Needs

All reservations are required to clean up debris and spills and take out the trash. You can do this on your own or hire custodial services. The Zachry Reservations Team may require large events to hire custodial services, depending on the details of the event. For more details, see the Work Order Request Form.

Additional Needs or Requests

Additional needs or requests (technical assistance, etc.):

Please provide details of any additional needs or requests you have for your event (including A/V), what technical assistance you will need, etc. during your event.

Acknowledgements

Questions?

After submitting, you will receive an immediate copy of your responses. Our Zachry Reservations team will carefully review your submission and, upon approval, provide a confirmation. Should you not receive the form copy, please ensure all necessary information has been correctly entered before resubmitting the form.

For questions regarding reservations and events, please email zachevents@tamu.edu.

Phone

This field is for validation purposes and should be left unchanged.

Zachry Engineering Education Complex