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Requesting an Event

Requesting an Event

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To access Ad Astra go to GCSCNet and click on AdAstra Room Scheduler on the left-hand side.

If you have been given a username and password use that to login. If you do not have a username and password then you can still access the system to submit requests as a guest.

To request an event, please click on the Request Event button. This button is located on the Astra Home page or the Calendars page (see next page). You can also click on the Request an Event Link on the Astra Home Page or the Event Request on the Events Tab. Click Here Click Here

Arrow pointing to Request and Event, and green button Request Event

Request Event Button on Calendars Tab

Calendars tab and pointing to Request Event

Once you click on a Request Event button you will be taken to the Event Request Wizard.

Welcome to the Event Request Wizard

Type in the name of your event. Then select an Event Request Form. The default request form is for the Main Campus Event Form. Additional Room Request Forms are available by clicking on the arrow on the event form drop down box. The Event Request Forms determine what rooms are available for you to reserve and determines who your request is sent to. It is important that you select the correct form in order to complete your request with the correct room. See the next page for a list of the forms and what rooms they control.

After you type in the name of your event and select the Event Request Form Click Next.

1. Click on the arrow to bring up acvailable event requesr forms. 2. Click Next

 Name of Request Form   Rooms   Approver(s) 
 Main Campus Event Form   Most rooms on main campus except those listed below   W. Maddox, K. Hooks
 Tyndall Event   Rooms at Tyndall   S. Remedies
 North Bay Center   Rooms at NBC   E. Kelly, B. Wall, N. Rivera, L. Miller
 Gulf/Franklin Center   Rooms at GFC   P. Strayer, L. Costin
 CE Coordinator Room   Continuing Ed use only   K. Hooks
 Conf Room Admin Bldg   Administration 238   W Maddox, E. Wilkes
 Conf Room Admissions Bldg   Admissions 0017   
 Conf Room Athletics   WB 126   
 Conf Room Business Bldg   BS 205, 206, 206B, 206G   N. Berdanier
Conf Room Health Sciences HS 201  D. Brown
Conf Room LA Bldg LA 0012  M. Barnett, J. Chrencik
Conf Room Math SU 270  S. Spencer
Conf Room Natural Sciences NS-A 0122  F. Ellis, B. Collins
Conf Room Off-Campus & Community SUW 81, 301  L. Lindman, C. Brewer
Conf Room Social Sciences SS 108  T. Vrabel
Conf Room Visual & Performing Arts AC 152, AC 115  T. Fraioli
Library Computer Lab LB 311  C. Head, W. Dover
Library Media Services Labs LB 103, 104, 105, 107  K. Krutchek, T. Hughes
PDC Room Request PD 101, 107, 108  L. Syfrett
Library Conference Room LB 232 T. Cassani

Fill in the information requested on the Room Request Form. To select the date, time, and location of the event please click on the Add/Remove Meetings button.

Click the Add/Remove Meetings Button to input date, time, and location

Create Meetings Page

Click the dropdown arrow to select the Meeting Type.

For a Single Date Event

Enter Event Date and times under Meeting Times and then click on Add Meeting. If an event is more than one day then see page 13 for Recurring meetings or page 21 for multiple meeting times no recurring pattern.

Enter event Date and times. Then click add meeting

1. Verify that Meeting information is correct and then click Request Rooms Button above. 2. Click here to select room.

Click where it says available or click on the specific room to select it. You may choose more than one room for the same event.

Click on Available or on the room name to select the room.

Once selected you should see a green highlighted box that says selected. If you need to remove that room, click selected and it will change back to available. After you have the room or rooms selected, click on the Save and Update Request button at the top of the page.

Click on Save and Update Request

Enter information in room needs or comments if needed. Then Click on submit request. Information in room needs is helpful in case the room you selected is not available when the request is approved. That way we can go ahead and assign a different room to your request that meets your needs.

Click Submit Request

Event Request Completed Confirmation. Please note that rooms are not guaranteed until you receive an approval notification by email.

Event Request Completed

Room Request for Recurring meeting

Click Add Recurring MeetingsPlease select times and setup recurring pattern then click ok.

Set up Recurring pattern and then Click OK

Confirm meeting dates and times and click on the Request Rooms button. If you need to delete a meeting date, click the delete button beside the meeting you which to delete. Please delete out dates that you will not be using the room. This includes deleting out holiday dates.

Confirm meeting dates and times and click Request Rooms

Click on available or click on the specific room to select it. You may choose more than one room for the same event.

Click on Available or on the room name to select the room

You may select more than one room or different rooms for different dates.

Click on Available or on the room name to select the room. Different room(s) may be selected for different dates.

Once selected you should see a green highlighted box that says selected. If you need to remove that room, click selected and it will change back to available. After you have the room or rooms selected, click on the Save and Update Request button at the top of the page.

After the room is selected, click the Save and Update Request button

Verify that meeting dates, times, and locations are correct, add room needs and comments if needed than click on the Submit Request button

1. Verify dates, times and location, then complete the rest of the form. 2. Click on Submit Request Button.

Event Request Completed Confirmation. Please note that rooms are not guaranteed until you receive an approval notification by email.

Event Request Completed

Multiple meeting times no recurring pattern. Enter First meeting of event date and times under Meeting Times and then click on Add Meeting

Enter Data and times of first meeting. Then click add meeting.

Enter second meeting of event date and times under Meeting Times and then click on Add Meeting

Enter Date and times second meeting. Then click add meeting.

Verify that meeting information is correct and then click Request Rooms Button.

1. Verify that Meeting information is correct and then click Request Rooms Button above

Click on available or click on the specific room to select it. You may choose more than one room for the same event. Once selected you should see a green highlighted box that says selected. If you need to remove that room, click selected and it will change back to available. After you have the room or rooms selected, click on the Save and Update Request button at the top of the page.

1. Click on Available or on the room name to select the room. 2. Click on Save and Update Request

Verify that meeting dates, times, and locations are correct. Enter information in room needs or comments if needed. Then Click on submit request. Information in room needs is helpful in case the room you selected is not available when the request is approved. That way we can go ahead and assign a different room to your request that meets your needs.

1. Verify dates, times and location, then complete the rest of the form.

Event Request Completed Confirmation. Please note that rooms are not guaranteed until you receive an approval notification by email.

Event Request Complete

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