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How to Request a Space in Ad Astra

Ad Astra has been selected as the new campus event management application and will replace EMS in the Summer of 2026. For more information about this transition, see the Ad Astra Project Information Page.

Ad Astra is Davidson's centralized event management software, used to book many spaces across campus.

Note: Ad Astra will not be available for campus use until July 6, 2026. Use EMS until June 26.

 

Access Ad Astra

  1. Log in to Ad Astra - Davidson College. Click Sign In with your SSO provider. 

  1. Once you have signed in, click on the Events icon on the left side to access the request portal. The icon looks like a small ticket with a star in it.   Ticket icon

    Note: If this is the first time you have logged in, it takes a few minutes for the system to apply permissions to your account. You may need to refresh your browser a few times before the request portal is displayed.

Start Your Request and Set Date, Time and Location

  1. Click Request an Event.
     
  2. Click Build your Request located in the upper right corner.
     
  3. Complete the form by adding the Event Name, Description (optional), Event Category, and Estimated Attendance.
     
  4. Click Add an Event.
     
  5. On the next screen, select the Date and Time of your event.  For recurring events, select Add Recurrence to enter the cadence of your event.
     
  6. Click Add Location to select from available spaces. Use the filters to narrow your search if desired.
     
  7. Click on a space to view the details and/or to change the configuration to meet your needs.
     
  8. Request the space:
  • If you have viewed the details, you can add the space to your event by clicking Add to Event located on the lower right corner.
  • If you did not yet view the room details, click the plus sign on the right side of the space description. Answer any questions presented about the space then click Add to Event.

Add Resources if Needed & Finalize Your Request

  1. Click Add a Resource to request catering, tables, chairs, etc. Scroll through the options and add the resources you need, or use the search tool to narrow your options. See more about Resources and Services.
     
  2. Click Finish Event in the upper right corner to continue your request.
     
  3. Review your request. If you need to request additional spaces for this event, select Add an Event.
     
  4. Click Finalize Event in the upper right corner to continue your request.
     
  5. Complete the General Questions section, then click Confirm Request in the upper right corner.

    Note: Selecting Confirm Request does not guarantee the space. In most cases, a space approver will need to see and respond to your request. Please allow 3 business days for request approval. 
     

About Resources and Services

  1. Resources are items such as chairs, tables, portable sound systems that help facilitate your event. This category also includes services from Tech Services and holds for Much Ado Catering. 
     
  2. Catering must be ordered directly from the Much Ado website. Adding catering to your Ad Astra event is placing a hold for your event on Much Ado's calendar.
     
  3. Some resources, such as microphones, are only available in specific rooms and require Tech Services approval and staffing.
     
  4. Physical resources such as chairs and tables are available both from the Union and Physical Plant, depending on type. Please choose Union resources when booking a room in the Union. The origin of physical resources are noted in the title of the resource.

Additional Resources

How to Request Resources Only in Ad Astra
How to Cancel a Booking in Ad Astra

 

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