This form is for requesting a reservation in the Learning Commons Conference Rooms only.
Do not use this form to submit a reservation request for the following areas:
All events held in the Learning Commons Conference Rooms must have a sponsor that is affiliated with Old Dominion University, and falls into one of the following categories:
* Student organizations must be registered with the Office of Student Engagement & Traditions
Reservation requests are not granted for:
The conference rooms are not available for reservations by student organizations between the first and last day of final exams.
Reservation requests must be submitted at least two business days in advance.
While filling out the request form, please keep the following in mind:
Contact information listed in the form will be displayed on the public Learning Commons calendar at https://www.odu.edu/learningcommons/calendar/. As such, keep in mind these stipulations:
No more than four Activity Hour (i.e. Tuesdays and/or Thursdays 12:30 pm-1:30 pm during the fall and spring semester) reservation requests will be considered for the upcoming semester. For example, during the fall semester you can only submit four reservation requests for the spring semester. If you have more than four spring Activity Hour requests you will need to submit the remaining requests at the beginning of the spring semester.
If you want to cancel your reservation, please email firstname.lastname@example.org as soon as possible. The person who originally submitted the request will need to submit the cancellation email.
In the event that ODU announces that all university events are canceled (e.g. due to inclement weather), all events scheduled in the Learning Commons Conference Rooms will be canceled as well.
Events that do not take place will be considered no-shows if advance notice is not sent to email@example.com.
Reservations that do not start within 30 minutes of the requested start time will be considered canceled, and will be marked as no-shows, unless advance notice of the delay is given.
Note that even if advance notice is given, the event must still end at the time that was originally scheduled.
Three no-shows in one semester could result in the loss of conference room privileges for the rest of term.
Available setups are listed on the Conference Room Setups page of this guide. Please note that the Learning Commons only provides the tables, chairs, and equipment pictured in this guide
On occasion, scheduling conflicts will require a sponsoring group to either do their own room setup, or use the room as-is. In these cases, Learning Commons staff will inform the event’s contact as soon as possible.
Each conference room contains a computer connected to a projector. Instructions for operating this equipment are posted on each conference room podium. Staff at the Perry Library Help Desk can provide some technical support, but cannot remain in the conference rooms for the duration of an event.
Requests for equipment such as microphones and teleconferencing phones should be submitted to Classroom Central prior to the event. The Learning Commons will not be able to provide such equipment.
We highly recommend that all presentations (e.g. PowerPoint, Prezi) are saved to a flash drive, Google Drive, or emailed to the presenter. While the conference room computers each have an HDMI cable and a VGA cable to connect a personal laptop to the projectors, the Learning Commons is not guaranteed to have the needed cords or adapters for other video ports.
If a sponsoring group plans to show a copyrighted movie on the conference rooms' computers, a public performance license to show the film must be obtained or special permission from the owner of the copyright must been received and provided to Learning Commons staff prior to the event. For more information, please review the university's film screening policy at https://www.odu.edu/event-management/policies#tab210=4
If a sponsoring group plans to play a DVD or Blu-ray disc and they can not provide their own, the group will need to submit an Equipment Loan Exception Request Form (located on the Learning Commons' equipment loan page) at least a week prior to the event.
Conference Room Rules
Please be sure to abide by the following rules that apply to all events:
The following rules may be waived by the University Libraries Administration office (757-683-4141), if permission is received prior to the event:
Be prepared to provide the name of the Library Administration employee who granted you permission.
Important: The university's polices and protocols for event management applies to all events in the conference rooms. Please review the event management page at https://www.odu.edu/event-management/policies prior to requesting a conference room.
The link to the form is below. Please do not submit a Learning Commons Conference Room Request Form prior to reading the information above. By submitting this form, you are indicating that you have read and fully understand the terms of having an event in the Learning Commons Conference Rooms.
If you have more than three reservations requests, please email firstname.lastname@example.org. Please include the following information in email: