Scheduling an Event at AUAF

AUAF event separates space requests into two categories: meeting rooms and event venues.

Step One: Consider at least three possible dates and times for your event. Check with the Registrar’s Office to see room availability before coordinating plans with speakers.

Step Two: You will need to identify an Overall-In-Charge (OIC) for your event, and the OIC will need to be present for the entire event, and be available for security or administration to contact him or her before, during, and after the event.  The OIC’s name, email, and phone number should be provided to Andrew Chew (achew@auaf.edu.af).

Meeting rooms:

With prior approval, classrooms can be used without the assistance of other departments and are used for internal meetings only. Classrooms capacities range from 6 to 70 people. For more information about meeting room space please contact AUAF Office of the Registrar. For small internal meetings and events (under 70 people) the Third Conference Rooms in Bayat is booked through Assadullah Saddiqyar (asaddiqyar@auaf.edu.af), the executive administrative assistant on the third floor of Bayat. If you prefer a classroom please contact the Office of the Registrar.

Should you reconfigure the meeting room set-up, restore the room to its ORIGINAL condition following your meeting. Please do not remove furniture from any meeting room. If the room is not in good, clean condition inform Facilities on the first floor of the Bayat.

Event Venue Scheduling:

To accommodate the maximum number of student organizations, each approved student group is permitted to make meeting room reservations as follows:

1.       LIBRARY REQUESTS: Any request for an event in the library must be approved through the administration. Requests for use of the library must start with Andrew Chew (achew@auaf.edu.af) and NOT the library staff.

2.       Meeting space should be booked at least three weeks prior to event (see ‘How to Plan Your Successful Event at AUAF’ below)

3.       Reservations cannot be made less than five business days in advance

4.       One student signatory from a recognized student group must be present to reserve a room for an event

5.       Events approval is required for confirmation of all reservations

There are certain university procedures, policies, and services related to hosting an event at AUAF which may influence your planning process and impact your budget. Depending on the event type, location, day, and time you may be required to pay for the following services:

  ·         Security
  ·         Janitorial Services
  ·         Facility set up
  ·         Rental of furnishings
  ·         Audio-Visual equipment
  ·         Catering

Using Classrooms for your Event:

Meetings exceeding room capacity as specified by AUAF are subject to cancellation.

Do not post materials to the walls or floors in any AUAF facility to advertise your event. Use the appropriate bulletin boards throughout campus for any announcements and contact Student Affairs for email help in contacting students and staff.

Inform Academic Affairs and the Office of the Registrar of all cancellations at least three business days in advance. Reserved rooms that are not used will result in a “No Show.” Email the Office of the Registrar and the event coordinator of any cancellations as early as possible.

Light refreshments, such as canned drinks, water and pre-packaged snacks, may be served in meeting rooms. All arrangements for other items, including sandwiches, tea or coffee, can be ordered through the AUAF Cafeteria.

Smoking and candles (any open flames) are strictly prohibited in all AUAF facilities.

Violation of Guidelines:

Violation of any university policy is assessed by AUAF and will result in penalties. You will not be allowed to reserve future meeting space at AUAF. Please be aware that violations in meeting rooms and event spaces are tracked.

For large events: PLAN AHEAD. AUAF needs three weeks notice to prepare for any type of big event.

Before planning a large event you will want to do the follow:

1.      LIBRARY REQUESTS:Any request for an event in the library must be approved through the administration. Requests for use of the library must start with Andrew Chew (achew@auaf.edu.af) and NOT the library staff.

2.      Consider at least three possible dates and times for your event. Check with the Registrar’s Office to see room availability before coordinating plans with speakers. You will need to identify an Overall-In-Charge (OIC) for your event, and the OIC will need to be present for the entire event, and be available for security or administration to contact him or her before, during, and after the event. The OIC’s name, email, and phone number should be provided to Andrew Chew.

3.      The Office of the Registrar will advise you if you need approval from AUAF Administration for your event.

4.      Upon approval of your event:

a.      Contact Campus Security to let them know the dates and times of your event and if any people from the outside will attending. The list of outside attendees will need to be approved at least three working days before your event.

b.      Contact the AUAF Communications Department to let them know when your event is being held and what will be covered. They can assist with advice on how to work with media and your event.

c.       Contact Student Affairs for advice on planning and advertising your event

d.      Contact Facilities for assistance on room setup and take down

e.      Contact Media Services (Copier Room on the first floor of the Bayat building) for any assistance with audio setup.

f.        Will your event need parking? Contact Campus Security to see if it is possible

g.      If you need catering please contact the AUAF Cafeteria at least eight days prior to the event so they can order and prepare the items. A requisition request will also need approval through Procurement.

h.      Leave the room as you find it. If you move furniture it will need to be moved back.

5.      If your event is in the AUAF gym, please contact Student Affairs at least two weeks in advance and follow the process as indicated on the supplemental Gym Reservation form. The reservation form can be found in the gym with the Sports Activities staff, Wahab or Masoumah.

6.      The use of the AUAF Library is limited, especially in the evenings and finals week as it is the only place on campus for students to congregate, study, etc. Administrative approval is required for use of the Library. Please contact Andrew Chew (achew@auaf.edu.af) about the possibility of reserving the Library. If your event is approved you will need to work with the Library staff for additional planning concerns.

About security:

AUAF reserves the right to assess the security needs associated with events based on the university's perception of risk and will make recommendations on the event venue.