Meetings, Events and Conference Services

Coursedog Event Space Reservations

Event Reservations & Resources

Our campus has a variety of venues available for events, meetings, and other activities. To make a reservation, view instructions on reserving a space below. Once you've selected a space, you can check availability on the calendar and complete the online request form to submit your reservation. Outside of Tier Scheduling, be sure to submit requests as early as possible, as spaces are available on a first-come, first-served basis.

Faculty & Staff

As an employee, you can request to reserve a variety of venues across campus for departmental meetings, events, conferences, and more. To submit a reservation request, first determine the date, time, and general space needs for your event. Consider expected attendance and any technology/equipment needs.

Complete the online request form to submit your reservation. Be sure to indicate your department and provide details about the event and space requirements. If you need to cancel your event, you can reach out directly to the scheduling@stmarys-ca.edu to request the event be cancelled.

Please review the event reservation policies before requesting a venue.

Reserve Space for Campus Event Reserve a Classroom or Conference Room

Available Spaces

Saint Mary's College has a variety of venues available for students, faculty, and staff to reserve for departmental or organizational meetings, events, and other activities that align with the institution’s educational and research mission. Certain spaces are also available to non-affiliated users for rental.

Browse some of our larger spaces below and submit a reservation request online, based on your user type, for your preferred date and location. A complete list of all available spaces will be available during the reservation process.

Soda Activity Center

How to Fill Out Reservation Form

In order to process your space reservation request, it is important that you fill out our online reservation form completely and accurately. Please take the time to provide all required information and details. This will help ensure your request is processed smoothly and avoid any delays.

The reservation form can be accessed using the button above or through MySMC (faculty, staff, & students only) by choosing the Coursedog quick link on your Apps dashboard.

When navigating through the reservation form, navigate to “Create an Event” on the bottom right corner of the page and select an event type from the dropdown. The fields you are asked to fill out on the form will vary depending on the Event Type you selected.

Required Fields – Anything marked with a red “required” flag must be completed in order to be able to submit the form successfully.

Meetings & Location Card

Select “+ Add New Meeting” to complete this card.
Click into any field to edit it.
You must add at least one meeting in order to submit your request.
Your event can have multiple meetings if you require multiple rooms or the event is spread across time (i.e. a recurring meeting)

Event Information

Please fill in all required fields and provide as many details about the event as possible.
Please make sure to give your Event a unique name. This will help us look up your event if you have questions about it.

Meetings & Locations Fields

Check the “All day” box if your event spans the entire day.
Input the Start Date and End Date of your Event.
Input the Start Time and End Time of your Event.
If your event will repeat, you can click into the “Repeat" box and define its recurrence pattern.
- Please Note: Spaces can only be reserved up to the end of the current semester. In order to ensure your multi-day event is accurately displayed on the calendar we recommend users create a new meeting for each day of the event. This is because events will only display on the calendar if their meeting start date is within the date range of the month, week, or day calendar view.
- If you use the “Repeat” field or use “+ Add Meeting” option to add additional meetings, and if any of those meetings will not work, and the approver rejects the request, it will reject the whole request, not just the meeting that was unavailable

Choose “Select Room” to select your room. You can filter by Room features, or you can search for a specific room.

Rooms that would result in a double-booking conflict will not show up in the available room list, if you select your dates and times first. If you select your room first, then enter your date and time, you will not be warned of a double booking till you try to submit your event. If there is a double booking for the space you have requested then you will not be able to submit your event. You will need to pick another space or another date and time.
Search for available rooms, and this will filter out your options based on the date and time range you requested.
By default, Coursedog will filter out rooms with “Capacity” less than “How many will be attending”.

Choose “Add Resources” field to request equipment or services for your event.

Resources are Equipment or services needed for the event. (i.e. Chairs, tables, etc.) If these items are needed this field must be completed.
If Resources are not needed no action is required.

Event Diagram

This is where you will upload a diagram of how you would like to your space setup.

Contacts Card

The Contacts card indicates who will need to be notified about the progress of the Event request.
The person submitting the form will automatically be added as a contact, but you can change that and/or add an additional contact by selecting “+Add New Contact”.
You can toggle “Send Email Notifications” to yes, if you would like for the contact to receive email notifications pertaining to this request.

Policy Acknowledgement

Make sure to read all of the Internal Event Policies that are linked in this card before acknowledging.

When you have finished filling out the form click “Submit".
A confirmation email will be sent from no-reply@coursedog.com.

Still have Questions?

Meetings Events & Conferences will follow up on the request and schedule the set-up, take-down, moving, and custodial services requested.

MECS Office Hours:

Monday through Friday: 8:00 a.m. - 4:00 p.m.
Saturday: 10:00 a.m. - 2:00 p.m.
Sunday: Closed

(925) 631-4156 or x4156