Reservation Procedures

Reservations are granted to university groups and individuals on a first-come, first-served basis as often as needed and upon confirmation. Student organizations may schedule a series of dates for one semester at a time.

Every effort is made to match you with your first choice. However, Thwing Center reserves the right to adjust space so that as many organizations as possible can be accommodated.

Reservation Submissions

Reservations for standard meeting rooms should be submitted at least two full business days prior to the date of the event.

Reservations for the Excelsior Ballroom or 201 for banquets, receptions, or dinners should be submitted at least 10 business days prior to the date of the event. Please note, however, that a 10-day notice may not allow you to make sufficient arrangements for special meeting services and setups. To ensure availability of services, information should be received well in advance.

All reservations must be made online. You can visit our room setup page for a visual view of our rooms and facilities prior to placing your reservation.

Reservations completed after 3 p.m. requesting space for the same day or the following day will not be posted on Thwing Center's door signs, Atrium directory, or online calendar. To gain entrance to space reserved after 3 p.m., please contact Thwing Center's Administrative Office at 216.368.2660 or 216.368.2654 before 5:30 p.m. After 5:30 p.m., you may also call the night manager at 440.915.2557 for assistance.

Reservation Confirmations

After you submit the online request form, you will receive an email message stating that your request has been received. This does not mean your reservation has been approved! You will be contacted within three (3) working days with a confirmation or a request for additional information.

Organizations recognized by Case Western Reserve University are permitted to reserve space for special events one year in advance. Priority access for reservations is given to regular university and/or Thwing Center functions based on the university calendar (Orientation, Homecoming, Undergraduate Admissions, Family Weekend, Alumni Reunion, etc.). All other requests will be accepted in the order in which they are received.

Any group of students requesting status as a recognized student group shall have the use of the meeting rooms for organizational purposes. These reservations are limited to three and are subject to availability.

Student organizations and university departments are not allowed to make reservations in their name for use by non-recognized or off-campus groups/organizations.

Rooms in Thwing Center cannot be reserved for regular classroom use.

All groups or individuals (other than recognized student organizations and university departments) must pay one-third (1/3) of the total charges when confirming a reservation. This is a non-refundable deposit. The remaining balance is due two weeks prior to the event.

A PeopleSoft speedtype and account is required of all university departments when making a reservation.