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Planning a Campus Event

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Are you looking to hold an event or meeting on East Stroudsburg University’s campus and are not sure how to go about making all the arrangements?

The list below provides the basic information needed to start planning any event.

  1. Name of Event
  2. Purpose of Event
  3. Best Date(s) of event
  4. Start time and end time of event
  5. Location
  6. Type (ex: student group meeting, conference, performance, etc)
  7. How many are expected to attend?
  8. Is it open to the public?
  9. Estimated cost/budget
  10. Do you want to advertise for this event?

Other important factors to consider are

  • Does this location require a set up (Lower Dansbury, Keystone, Innovation Center, etc)
  • Will there be catering?
  • Do we need any specific AV equipment?
  • How do we intend to let people know about the event?
  • If our first location/date choice is not available, what are backups?

Event Spaces

There are many spaces available on the ESU campus to hold events – classrooms, multipurpose spaces and conference rooms to name a few. Please be aware - not all spaces are reserved by the Office of Conference Services. Many spaces are reserved by different departments/campus personnel around ESU.

Click here to find out who is responsible for what locations around campus. This list only references people who book spaces for events. For academic/section room change requests (ex – move MGT 200 from Stroud 102 to Beers), please contact Erica Brilhart (2873) in Enrollment Services.

If you are still unsure about which location would best suit your event or do not see it listed – please feel free to call (570-422-3061) or email (

Space Availability

ESU uses an online based reservation system called “Ad Astra” to schedule events and classes across campus. In order to see if a space is available go to this website\events and click on “Calendars” tab in the top left hand corner.

There are several calendars already set up in order to show campus room availability.

When using the site for checking space availability, it should be used as a guide with the understanding that the space may not be available. All requests are on a first come first served basis.

Events Calendar

If you would like to advertise your events on the ESU Insider Calendar, you will need to let us know when you book your event. This is especially important if the event space is not one reserved by Conference Services. In order to publicize the event much of the same information that is required when booking an event is needed.

In addition to the information above a two sentence (minimum) description is required.