Event questions

I'm not familiar with the spaces on campus. Can I find that information somewhere?
Yes. There are many resources available to you: You can view information on the most common event spaces on the Facility Use page, set up a time to view spaces with the Event Services Office, or view the location, maps, and take a self-guided tour of our campuses HERE.

How much will it cost to hold my event on campus?
Each event is different. Contact us today at or 269-488-4540 to discuss your event needs and develop an estimate.

My room isn't set up correctly? Who should I call?
Contact the Facility and Event Services office at 269-488-4540 during business hours.
If you cannot reach the on-call event staff please contact the Kalamazoo Valley Community College Public Safety office at 269-488-4575. They are available to assist at any time.

I need to postpone or cancel my event. What should I do?
Please contact the Event Services Office via email to notify us of any postponement or cancellation at .
Internal customers/affiliated groups should have their event reservation number on hand (located on the event summary) when requesting a postponement or cancellation.
Non-credit and community enrichment programs will require a cancellation form to be submitted.

Internal/Affiliated Groups

I've never used Astra Schedule or submitted an event request before. Do I need a new username or password?
No. Astra Schedule uses banner authentication so you will use your Kalamazoo Valley username and password to sign in.

If I submitted my event request in Astra does that mean that Marketing will promote it too?
No. The Event Services Office manages the scheduling, coordination, and approval of campus events in Astra. Once you receive event approval from the Event Services Office you will need to contact Marketing or submit a request in WorkZone to have your event promoted.

I don't see my event on the Kalamazoo Valley website events calendar. Is my event not scheduled?
Events posted on the Kalamazoo Valley website events calendar only include events when Marketing has been notified to promote it. Many events and activities scheduled on campus are not listed on the website's events calendar. Check with the Marketing Department if you think your event should be promoted. You can also view the Astra scheduling grid or contact the Event Services Office to verify that your event is scheduled.

What is the Astra scheduling grid and how do I check it?
The Astra Scheduling Grid is the college wide calendaring system. All spaces (with the exception of offices and office managed space like department break rooms) are scheduled and managed in Astra Schedule and viewable on the grid.

I'm unfamiliar with using Astra Schedule. Is there a training or additional tutorials I can access?
Yes! Additional tutorials are available on the Astra Schedule homepage in the "Tutorials and Policies" section. Our office also collaborates quarterly with other departments to offer a Campus Tools training. If you need more one-on-one training, though, we are happy to oblige. Simply email us at to request a personalized training session.

How far in advance can I schedule my event?
Most requests can only be submitted for up to a year in advance in order to prioritize the academic schedule. Exceptions are made on a case by case basis at the discretion of the Event Services Office in collaboration with the department head.

I submitted my request. How do I know it's scheduled?
Upon submitting any application you should receive an email notification that the request has been received. You will know that your event is approved and scheduled upon receiving an emailed event summary with the event status as scheduled.

I received an event summary with the event status as pending but I don't see my event on the Astra scheduling grid?
An event status that is pending typically means that something is still outstanding in the coordination of your event. When all details are finalized an event is moved to scheduled status pushing it to show on the scheduling grid. If you believe your event should be in scheduled status and you did not receive communication regarding a reason for holding the event in pending status please contact the Event Services Office at or 269-488-4540.

Event planning is not in my wheelhouse. Will the Event Services Office help plan my event?
We're always happy to help. Check out the resources on our site including the Event Planning Guidebook. Contact the Facility and Events Manager directly to inquire about planning team support or to schedule an event consultation at .