The University of Chicago

Student Centers

Room Lottery & Annual Processes

Student Centers Space Lottery

Student Centers Space Lottery

This form closes 11/25/2024 at 9AM. All submissions before that date will be given equal consideration.

Organization Information

Required, even if you don't anticipate charges
Organization Type
Specialty Groups (check only if this applies)

Booking Contact

Who is submitting this request?
Name
Name
First
Last
Role in Organization

Day Of Event Contact

Who will be onsite for these meetings/events/rehearsals?
Name
Name
First
Last

Meeting Information

Please provide your preferences for your meeting, rehearsal, or other regular gathering. Please only request the time you plan to use. Groups that hold space that they aren't using will be fined, and may be prohibited from booking future space.
Note that number of attendees impacts the spaces available to you. If you regularly have smaller meetings, put the usual number, and then book a larger space for single events as needed.
Preferred Meeting Frequency
*If you need to meet more than 3 times per week, additional time may be requested after the lottery is complete (pending availability).
Requested Meeting Duration
*If more than 2 hours is needed, additional time may be requested after the lottery is completed (pending availability).
Room preferences are recorded, but not guaranteed. If your preferred room is not available, we will do our best to assign an equivalent space.
Priority
Sunday
Sunday - Preferred Start Time
Sunday - Earliest Start Time
Sunday - Latest Start Time
Monday
Monday - Preferred Start Time
Monday - Earliest Start Time
Monday - Latest Start Time
Tuesday
Tuesday - Preferred Start Time
Tuesday - Earliest Start Time
Tuesday - Latest Start Time
Wednesday
Wednesday - Preferred Start Time
Wednesday - Earliest Start Time
Wednesday - Latest Start Time
Thursday
Thursday - Preferred Start Time
Thursday - Earliest Start Time
Thursday - Latest Start Time
Friday
Friday - Preferred Start Time
Friday - Earliest Start Time
Friday - Latest Start Time
Saturday
Saturday - Preferred Start Time
Saturday - Earliest Start Time
Saturday - Latest Start Time
Please note any specialty requests
AV Equipment may not be available in all spaces. In certain spaces, portable AV equipment may be available at a charge.

Terms and Conditions

In order to maximize space available to all groups, Student Centers are taking a stricter approach to no-shows. I understand that if we fail to cancel, my group will be charged a fee, and repeated no-show organizations will lose the ability to book spaces.
My RSO is only allowed to submit one request form. I understand Student Centers will prioritize ensuring that every group gets a timeslot, before allocating multiple timeslots to a single group.
I understand that all lottery bookings are valid Weeks 1-9 of each quarter, with exception for any conflicts booked into the schedule. Reading Period & Finals week are not included in lottery bookings.
I understand that I may not get my first choice of date or time, and that I may not get a room every week.
Student Centers Rates, Fees, and Policies

Frequently Asked Questions 

What is the Room Lottery?

In order to distribute rooms in the Reynolds Club, Bartlett Hall, Ida Noyes Hall, and classrooms in Harper and Stuart in a fair manner for regularly scheduled meetings and rehearsals, a lottery is held at the end of each quarter to schedule events for the upcoming quarter. Fall requests are submitted over the summer.

Which rooms are available in the Room Lottery?

This form may be used to request meetings in the following spaces:

  • Ida Noyes Hall: Dance Room, Library/Lounge, East Lounge, West Lounge, Third Floor Theater
  • Reynolds Club: South Lounge
  • Bartlett Hall: Bartlett Lounge
  • Harper: 102, 104, 130, 135, 140, 141, 145, 148, 150, 151
  • Stuart: 101, 102, 104, 105
What about performance groups?

You may use this form to request the Dance Room in Ida Noyes Hall.

For groups looking for other dance rehearsal space, TAPS has their own lottery process, which now includes BARS.  TAPS and Student Centers coordinate in awarding space.  If you submit via both processes, you may only be awarded space in one location.

Space requests for the FXK Theater and Mandel Hall follow a separate process, and can be submitted here each August for the entire year:  https://studentcenters.uchicago.edu/fxk/

How do I enter the Lottery?

Lottery for fall is held in August.  Lottery for Winter is held the 8th week of Fall quarter.  Lottery for Spring is held the 8th week of Winter quarter.  There is no lottery for Summer.

Be sure to read all instructions and details on the forms, including submission deadlines.  Please submit the form as completely as possible.

If you have any questions, contact studentcenters.sched@lists.uchicago.edu

What if I have multiple room requests?

Organizations may not have recurring meetings more than three times per week.  All requests should be included in a single submission.  Additional rooms may be reserved if available after the lottery period has ended.

What if I have a special once-a-year event that I'd like to book early?

If your organization is planning a special event that occurs only once a year, you don’t need to wait until lottery time to make a reservation: we take reservations for special events up to a year in advance. However, please note:

  • If your organization is having a once-a-year performance for which you need rehearsal space, we can reserve only the performance date – we cannot reserve your rehearsal dates before the lottery. You should enter your rehearsal requests into the lottery the quarter before you plan to start practicing.
  • We are unable to reserve several dates for a single event while you are deciding on a date. Please make reservations only if you plan to keep them. This helps us control the possible abuse of our year-in-advance reservation policy.
What if I miss the lottery window?

Spaces may still be available, but only after all lottery submission have been awarded.  You may submit a request using our regular EMS event request form.