YSA and LMS Frequently Asked Questions - BYUH University Scheduling Skip to main content
University Scheduling

YSA and LMS Frequently Asked Questions

  • The facilities are available to the Laie YSA and LMS wards and stakes. Wards and stakes from the community, must use the community scheduling process.
  • A member of the bishopric or stake presidency can submit requests for ward/stake meetings and activities. They may also designate others as an authorized requester by sending an email to scheduling@byuh.edu.
  • The Sunday 2-hour block meeting schedule is coordinated by the stake executive secretaries. Each stake then submits a compiled listing of ward meeting times and locations University Scheduling. All other Sunday meetings are coordinated by the bishopric or stake presidency.
  • Use the Event Planning Checklist to help identify your objectives and needs for your ward activity.
  • One of the easiest ways to find an available room is to use the "Location" option at scheduling.byuh.edu under “Browse” on the top left.

    • Use the "Date" and "Add/Remove Locations" filters to narrow your search to a specific day building.
    • Room information is available by clicking on the name of the room. Information includes pictures of the room, feature details, and a floor plan showing its location
    • If a room needs additional items such as podium access, tables, or chairs, add these when you submit your request.
    • Keep in mind that wards are responsible to setup and take down tables and chairs requested for their activities.
  • How soon should you submit your requests depends on the event's complexity and whether you only need a room or if you need additional support and a larger or more spaces. The minimum lead time is two business days in advance for a room without any additional setup items.
  • Scheduling a room can be requested by visiting the University Scheduling website. Requests must be sent by bishopric or stake presidency members. Establish one contact person to handle arrangements throughout your event date; be prepared to give information on the Event Planning Checklist.
  • BYU–Hawaii has centralized scheduling. The availability of the needed resources is just as critical to scheduling as finding open space. You should submit your request for custodial setups, audio/visual support, catering, dance music and DJ, etc. at the same time as you request your room. All campus dances must be coordinated through Seasider Sports & Activities. (If catering is involved, you will work directly with Food Services for selections.)
  • Yes, in most cases. However, food is not permitted in rooms that are otherwise specified or have fixed seating (e.g. Auditorium, HGB 273/275 and the Stake Center). When serving food, please remember to cleanup thoroughly after your event. Dispose of all trash to the nearest dumpster. A cleaning fee will be assessed for failure to follow rules listed on your reservation confirmation.
  • An event coordinator will counsel with you through your event planning. Changes can be made if there are available resources (manpower and space). Changes must be made three or more business days in advance to enable support staff to make appropriate adjustments to their workload. Thinking critically while planning your event will help mitigate late changes.
  • You can use our Ward Event Request form found at the bottom of the Ward Events page.
  • Please refer to our Thanksgiving Gathering page.
  • The private events listed below have been approved to be held on campus for Laie YSA and LMS ward members:
    • YSA bridal showers
    • YSA wedding receptions (no ceremonies)
    • LMS baby showers
    • LMS baby/child birthdays
    YSA wedding receptions may be submitted 90 days in advance; no earlier. All other events may be submitted 30 days in advance.
    The honoree must be a member of the Laie YSA or LMS stakes. A member of the bishopric must interview the ward member to review the guidelines and designated spaces for these events. After the interview, he can complete and submit the request form listed below the guidelines. We will verify the submission and then work with the ward member directly there after.
  • Please refer to the BYU–Hawaii Academic Calendar.
  • Gospel forums: Stake and ward events may not take place on the third Sunday of each month after 6 pm as it is reserved for club gospel forums.

    University reading days: Stake and ward events may only take place in the Stake Center and HGB on reading days.

    Finals: During finals, stake/ward events may be scheduled after the last final is given for that day.

    University holidays: Stake and ward events can be scheduled. Set up is the responsibility of the ward/stake. The David O. McKay Classroom Building and fields are available locations on holidays.