Using Ad Astra to Rent Space
We recommend Firefox or Chrome for best performance.
You must be on an IU Secure Network or be logged into a VPN in order to access Ad Astra.
1. Click on the link to the form you wish to complete. You may need to CAS-authenticate.
*Note: If your first time CAS-authenticating is with Ad Astra, once you log in do not log in again. Click the IU trident in the top left corner of the page.
In the navigation below the trident, go to EVENTS > “Events request” and select if you are a student organization or IU department.
2. Read the instructions at the top.
3. Enter the information into the fields requested going from the top to the bottom of the form. Fields with an “*” are required.
4. If your Department or Organization is not listed in the drop down menu, please contact the Nancy Cross-Harris at ncrossha@indiana.edu or 812-856-7469.
5. In the Events Meetings section, Meeting Name will already populate with your Event Name. Please select the meeting type. Please do not attempt to edit any other fields in this section.
6. In the “Meeting Recurrence” box, please select the there are several options with the tabs:
- Single meeting – this option is best for one meeting or for meetings that are not at regular days and time.
- Select start and end times (please include set up and tear down times).
- Select which day your event(s) will be on. When they are selected they will be highlighted in blue.
- Click Create button.
- Recurring meeting – this option is best for more than one meeting that occurs at the same time at a regular period (every day, every week, every month).
- Select start and end times (please include set up and tear down times).
- Select the day pattern your meeting will be on.
- Select how often the meeting will occur.
- Select the date range of your meetings.
- Click Create button.
- Spanning meeting – this is a meeting whose times cross over midnight. We do not recommend this option, unless you have been instructed specifically to choose this.
7. Once an event(s) has been created, click on the box to the left of the meeting(s) you wish to assign a room. Click in the top header to select all of them.
8. Click on the Assign Rooms button.
9. Select the room by clicking “Available” in the row of the room you wish to reserve. It should turn green once it is selected. Rooms in red are not available to be reserved. If you have multiple meetings you may choose multiple rooms for the meetings if you wish. Once you are done, click OK.
10. Please review the information in the entire Event Request form to verify this information and click on the Submit button. Your screen should change to a confirmation page.