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Frequently Asked Questions

Q. Is there someone that can assist me if I’m unsure how to use Ad Astra or the event request process?
A. Of course. We have training documents available on the Ad Astra homepage and on the Campus Event Services website. You are also welcome to give us a call at 865-974-9941 or email us at campusevents@utk.edu with your questions. Periodic training sessions for Space Approvers are held and can be requested on an as-needed basis by contacting Campus Events.

Q. Do all meetings and/or events have to be scheduled using Ad Astra?
A. Yes. This system exists to ensure all campus space is being utilized efficiently and to assist in allocating personnel and resources.

Q. What’s the difference between a meeting and an event?
A. A meeting is normally a small gathering of individuals to discuss a specific topic. An event normally consists of several individuals and/or groups in support of a particular activity. Events will typically require more than just a space to meet in. Each will have different form types and associated workflows for approvals and notifications.

Q. Is there a minimum requirement for submitting event requests?
A. Yes, the Office of Campus Event Services requires event submissions at least 7 days prior to the start date. This ensures the University can accommodate the operational and logistical needs of each request.

Q. Can I place a hold on multiple dates and/or spaces for an upcoming meeting or event?
A. In order to ensure all campus space is being utilized efficiently, we has that holds be requested directly with the scheduling staff of that particular area. All dates that will not be used for an event/meeting should be released ASAP by contacting Campus Event Services.

Q. My name does not show up as a contact in Ad Astra, what do I do?

A. If you are submitting a meeting or event request form, please select the “Unlisted in System” contact name and “Unlisted” department. Then use the fields that say “Unlisted Only – Contact Name” and “Unlisted Only – UT Department” to type in your information. Campus Event Services will then add you to the system and you should be able to find your contact information next time you submit.

Q. What does an incomplete status mean?

A. An incomplete status typically means that the approver of the requested space has not yet approved or declined your request. In a few instances, it may mean there is a missing piece of information on the request.

Q. What happens if my event or meeting request is not approved?
A. Unfortunately, the Ad Astra system does not automatically notify requestors when a space in declined. Please pay attention to the status of your request by looking at the scheduling grid or contacting Campus Event Services.

Q. Is there a space usage fee and who is required to pay?
A. Yes, the university does have a fee schedule for the use of campus space. Only external users are assessed a space usage fee. The Office of Campus Event Services will inform you where to direct payment.

Q. Can I receive a notification when a conference room or space has been scheduled in my area?
A. Yes, if you have been identified by your department head to hold the role of a scheduler or approver, you will receive a notification directly in Ad Astra. If you would like to receive an email notification as well, please follow the directions which can be found under ‘Training Documents’ for Space Approvers.

Q. How do I change my information if I move to a different department?

A. Please submit an email to campusevents@utk.edu letting us know you need your contact information changed in Ad Astra.

Q. How do I request a specific user role for the Ad Astra scheduling system?
A. Please have your department head submit an email to campusevents@utk.edu to confirm what space(s) and scheduling/approving access level needed.

Q. How does an external organization submit an event request?
A. Through the external organization event request form. Events by non-affiliated groups are required to have an on-campus sponsor that will help organize the event and will also be in attendance.

Q. If the space I’m interested in reserving is already booked can someone assist me in identifying an alternate location?
A. Absolutely! You can contact the Office of Campus Event Services at 865-974-9941 or campusevents@utk.edu.

Q. If I’m interested in holding an event in an Athletics space do I need to submit a request through the Office of Campus Event Services?
A. Yes. Upon approval, your event request will be routed to the appropriate area within Athletics who will assist with final booking and setup arrangements.