Zachry Facility Reservation Request Form

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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 a 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 48-72 hours 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 (NEW)

"*" indicates required fields

All room requests are subject to availability.
If you need specific IT/AV needs please be sure to list these in the additional needs or requests section below.
Please note, not all meeting rooms or learning studios have the same technology or capabilities.
Furniture layouts cannot be moved/rearranged in our learning studios or meeting spaces.
Each group is responsible for clean-up and leaving Zachry facilities in a clean and orderly fashion.
There are absolutely NO food or drinks, including bottles of water, allowed in learning studios at any time.
Students may NOT request faculty/staff meeting spaces.
This form is not for requesting individual or small group huddle/study rooms in Zachry. To reserve these rooms, please visit tx.ag/zachryems.
“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

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?*

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

Engineering faculty/staff

Engineering student

Non-engineering faculty/staff/student

Non-engineering student

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.

Event Date/Time Information

Name of event*

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

For an existing reservation, only input updates for information that needs to be changed in non-required fields below.

Event date*

Please 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 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 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.

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. 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

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 request form here. (NEED URL)

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.

Table Space location request (optional)

Select all that apply.

Table Space 1

Table Space 2

Table Space 3

Table Space 4

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.

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.

Large Event Space location request (optional)

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

Applicable to Chevron Studios rooms only.

Yes

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

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 Room Setup Diagram options document for more details on room configurations. NOTE: Rudder may be required for certain configurations (e.g. clearing the room). LINK TO ROOM SETUP DIAGRAM HERE

Who will be configuring room(s)?

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

Custom Room Configuration Request(s) Upload

Using the provided blank 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.

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

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 will need A/V training to assist me with working technology during my event

Number of Handheld Microphones needed

Number of Lapel Microphones needed

Additional needs or requests here (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.

Event Custodial Needs

Even if you choose not to select these services, pending your event needs, we may require you to pay for this service. For more details, see tx.ag/zachagworks.

Acknowledgements

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

Name

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

Zachry Engineering Education Complex