Room Reservations

Room Reservations FAQ

How to request a room?

  • Looking for something between 0800 – 1830?
    • Review the Academics  calendar, located under the ship life tab, for the daytime calendar for available spaces.
  • Looking for something between 0600-0800, 1830 – 1900 or 2000 – 2300?
  • All Room reservation requests can be submitted using the Room Reservations Form located under the ship life tab on homeport or can be picked up at the left side of the reception desk.

When can I submit requests?

  • Requests must be submitted by 1600 at least 3 ship days prior to the day of your requested event.
    • Events received after 1600 will be treated as having been submitted the following sea day.
  • Requests may be submitted up to 14 calendar days in advance (additional days may be released if port times hinder this; see calendar for details).
  • Requests submitted for dates outside of the above timeline will be denied.

Other items of note:

  • Org and Club Meetings are generally open to the shipboard community; meetings may be limited to 1 hour to provide opportunities for other orgs and clubs.

What rooms can I reserve?

  • Rooms can be reserved for days the ship is at sea only.
  • Room reservations are not accepted for days in-port.
  • Rooms available for reservation include:
    • Adlon (cap 36)
    • Conference Room (Cap 12)
    • Four Seasons/Vierjahres (Cap. 30) (Until 1830 Daily or after 2100 by reservation only)
    • Kino Theater (Cap 79)
    • Lido Terrace (Cap. 91)
    • Union – Port Aft (Cap. 25)
    • Union – Port Forward (Cap. 25)
    • Union – Stage Only (Cap. 30)
    • Union – Starboard Aft (Cap. 25)
    • Union – Starboard Forward (Cap. 25)
    • Union – Full (Cap. 400)

What happens once I submit a room request?

  • Electronic Room reservation requests are forwarded to the Resident Director in charge of room reservations. Paper forms are picked up daily by the resident director.
  • Room reservations will typically be confirmed within 2-3 sea days following your submission; room requests are not reviewed while in port.
  • Room confirmations will be communicated only by SeaMail.

I received a room reservation confirmation. Now what?

  • The Resident Director will provide information about AV requests and inclusion in the Dean’s Memo in the confirmation communication.
  • On your marks, get set, go! You may begin advertising via email, word of mouth, etc.

How often can I reserve a room? For how long?

  • While there is no hard and fast number, spaces on the ship for meetings and programs are limited. In order to ensure spaces are available to the multitude of clubs, orgs, and community members:
    • Voyagers need to be flexible and will need to share spaces or limit the number of events/meetings that take place in locations.
    • Club & Org meetings are limited to 1 hour; special events will be reviewed for additional time, but are not guaranteed.

What if a room is not reserved? Can I use it?

  • Rooms that are typically used with a reservation on the ship are indeed available for informal gatherings unless otherwise reserved. For instance, Lido restaurant is available for group study all day outside of meal times and is a good place to meet for informal gatherings or clubs that need tables (like board games or cards).
  • Rooms that are not reserved are shared spaces.
  • If folks are there prior to your arrival (also without a reservation) it would be up to you and the other party to communicate and proceed in a way that is respectful and comfortable to all. Keep in mind that community spaces such as the pool deck and dining halls are always available for pop-up meetings as well assuming that they too are respectful to the space, quiet hours, and those others using the space.