Wagner College Space Reservation

Room Request Procedures

1. Complete request at https://schedule.wagner.edu using steps below. All requests require 48 hour notice.
2. Await confirmation.
3. Follow up with Media Services, Central Services, Dining Services, Housekeeping, etc. for any other support related to event.


Viewing room availability prior to requesting event:

If you would like to view the availability of a room prior to requesting an event please review our AdAstra Update Document for tips on how to navigate the scheduling grid.

Requesting an Event

Follow the steps listed below or view the YouTube Tutorial for directions on requesting an event.

To access the scheduling system visit: https://schedule.wagner.edu
Login in using your same All Access Pass used to login to your Wagner email.

Make sure you are at the Astra Home section and click on Request an Event. A page will load that looks like this:
Select the type of form you are filling out:
Admin/Staff/Faculty – Any Wagner event not being held or sponsored by a student organization will be filtered through Lifelong Learning.
Registered Student Organizations – All student organization events will be filtered through Co-Curricular Programs.

Fill out all meeting details that are indicated as required by the asterisk.
Here is what this page will look like:
step3 w web info highlighted

If you wish to have your event published on the Wagner Calendar of Events site please pay special attention to the area highlighted in red in the image above.

Select the time of your event. If this is a single date use the first tab, if is a recurring date use the second tab, and if it spanning a 24-hour plus period of time use the third tab. Hit create. See image below Step 5.

Note: Meeting Time and Uploading Event to the Wagner Newsroom Calendar
If you are planning on listing your event on the Wagner Newsroom calendar it is best that your primary meeting reflects the actual start and end time of the event for which you are expecting attendance. For example, if your event is from 7pm – 9pm, your initial meeting time should reflect that time as well. If you anticipate needing time to set-up for your event or break-down afterwards then create separate meetings using the Meeting Type “Event Set-up” or “Event Break-down”. Meetings coded as set-up or break-down will not appear on the Newsroom calendar.

Select the meeting date you wish to assign a room for. Hit assign rooms.

Date Restrictions:
1. Events being requested with less than 48 hours notice will not be permitted by the system.
2. Event requests during a future semester can not be fulfilled until the credit schedule has been uploaded.
The screen for step 4 & 5 should appear as it does below:
step4 updated

A list will pop up with your schedule at the top and the list of rooms available or unavailable (marked in red). To sort rooms alphabetically click on the word room at the top of the column.

Scroll through the list of rooms until you find your preferred room. Keep in mind there may be multiple pages, so be sure to click next page to scroll through entire room inventory.

Select the room(s) you wish to book and click ok.

If you have entered multiple dates a window will pop up with any conflicts. You can choose to book in your preferred space for all dates that there are no conflicts, or find another room.

The room list will appear as follows on your screen:

Hit submit at the top left hand corner of the form.

Ad Astra Tutorial for Requesters

Watch Ad Astra Tutorial for Requesters
Video thumbnail 2 Ad Astra Tutorial for Requesters