• Academic classrooms will need to be scheduled through Ad Astra.
  • Please plan ahead and add set-up and take-down times to your event scheduling.
• An Event Confirmation Summary email will be sent to the requester with information regarding access into the classroom and the classroom guidelines.
• Please remember that access is granted to rooms that have an email confirmation sent by Ad Astra for the times and dates scheduled. 
  • Access is not automatic, please be sure to read your event summary.

• • Room access will not be granted if your event has not been scheduled.
  • To ensure double booking or interruptions for other events do not happen, extra time is not added for access.
• All events scheduled through Ad Astra will be on Utilities schedule for heating & air.
• Exterior doors are scheduled based on Ad Astra scheduling (see Non-Academic Buildings Weekend Requests for exceptions).
  • Weekdays: Custodial and Transportation & Parking
  • Weekends: TTU Police Department

All event requests are processed in the order they are received. Please be mindful and
allow 1-2 business days for your event to be reviewed. Most departments require you to contact them with a minimum of three business days notice for room access. 

• How Do I Reserve an Academic space?
  • Please visit Ad Astra Scheduling, click on the "Events" tab and then click on “Request Event.” For detailed instructions please see below:
    • Detailed instructions on how to request an event can be found here: Video AA and Printed versions.
• How to Use the Calendar Features please select, Ad Astra Calendar Instructions.
• Ad Astra  How to Check Your Scheduled Event. 

Who can schedule in Ad Astra

• Full-time TTU faculty or staff can schedule a room in Ad Astra.
• They must have an active eraider to sign in to Ad Astra.

Instructional Programs have first priority.

Second priority is given to programs sponsored and conducted by:

• University Academic
• Administrative Departments
• Active Registered Student Organizations

Please do not advertise for your event until approval is granted and you have received
confirmation from our office.

Please review OP 61:41: Classroom & Facilities for Events for detailed guidelines.

• Events scheduled in Ad Astra will automatically be added to the Weekend Report for exterior door access granted by TTU Police Department and Utilities scheduling the heating & air for the rooms.
  • There is no need to contact Operations Events, TTU Police Department or Utilities to request access or to schedule heating & air.

To ensure accurate weekend reports for buildings and rooms not scheduled in Ad Astra (such as conference rooms scheduled through Outlook calendars), we need the following information sent to filled out in the online form  no later thanThursday morning, as the report is finalized early Friday mornings.

• Please submit the following online form for weekend dates only which will need the following information:
  • Building Name
  • Date(s) requested (weekend only)
  • Start and end times for access/HVAC
  • Exterior door(s) to be unlocked
  • Room number(s) (HVAC units are associated with each room number)
  • AC unit(s) (Matador Information Portal - MIP)

Please note that some buildings, such as the Dairy Barn and McClellan Hall, manage their own air and access and do not appear on the weekend report. Doak has continuous air but still require access scheduling, so we’ll need those times as well. Drane will need to be scheduled using the request form. If you are meeting in offices we will need each individual office number.