Booking Procedures
All use of IML studios and labs by faculty and staff requires advance coordination and approval to ensure equitable access, appropriate staffing, and safe operation of facilities. Booking requests for class use must be submitted using the Interactive Media Lab booking form located on the IML “Booking Spaces” page on myCIA.
All bookings are reviewed and confirmed by IML Staff and are processed on a first-come, first-served basis. Submission of booking request does not guarantee approval.
Some spaces may require prior authorization, require training or demonstrate proficiency before a booking can be confirmed. We recommend scheduling a consultation with IML staff to determine if any of the above factors apply, introduce equipment that may be unfamiliar, and work through workflows that may best suit the needs of the class.
Calendars on myCIA are available and updated to give notice on if a space is booked.
Faculty are expected to actively use the space during reserved periods. If a scheduled class does not meet in the space, the IML reserves the right to release the space for use by others. Repeated failure to use a reserved space as scheduled may result in review or revocation of future booking privileges.
Faculty are responsible for ensuring that studio and lab specific policies are followed. They are also responsible for ensuring appropriate use of equipment and for supervising student activity when applicable.
Semester-Long Course Use of the IML (Primary Classroom Space)
CIA faculty who wishes to use an IML studio or lab as the primary meeting location for a semester-long course must submit a request to the Registrar’s Office and the IML Operations Manager along with reasoning for the request.
Approved semester-long bookings reserve the space only for scheduled class meeting times. Additional IML spaces but booked using the IML Booking Form.
Lead Times
To ensure appropriate staffing, technical preparation, and equitable access to IML facilities, faculty and staff are expected to observe the following booking lead times.
Most IML booking requests should be submitted at least two weeks in advance unless otherwise specified for the space.
XR Studio and Digital Capture Studio booking must be submitted at least one month in advance due to high demand, technical preparation, and/or logistics.
Independent + Non-CIA Use
The IML recognizes that CIA faculty and staff are practicing artists, designers and professionals who may pursue creative work beyond CIA coursework and institutional initiatives. This section clarifies the distinction between CIA-affiliated academic use and independent or non-CIA use and outlines when faculty and staff must engage with the IML as clients.
Faculty and staff may use IML spaces and equipment under standard internal booking procedures at no cost when the use is:
Directly related to CIA curriculum
Supporting teaching, instruction, or classroom activity
Part of student learning, supervised projects, or academic research
Associated with CIA-sponsored programs, events, or institutional initiatives
If a faculty or staff member’s use of IML spaces or equipment is a project that provides monetary value, professional benefit, or commercial outcome outside of CIA curriculum or institutional activity then the faculty or staff member must book and use the IML as a client.
This includes, but is not limited to:
Freelance or commissioned work
Commercial projects
Client-based productions
Personal artistic work intended for sale, distribution, or paid exhibition
Projects conducted independently of CIA courses or instructional responsibilities
Failure to properly classify independent or monetized use may result in required conversion to client-based billing, suspension of access to IML spaces and equipment and additional restrictions as determined by IML staff.
Faculty and staff who are using those spaces as clients must adhere to the commercial + industry use guidelines in this manual.
No Show Policy
Faculty and staff are expected to arrive on time and use booked spaces responsibly. A booking will be considered a no-show if the student has not checked in or arrived within 30 minutes of the scheduled start time.
Failure to show for a confirmed booking without at least 24 hours’ advance notice may result in
Cancellation of the booking
Temporary suspension of future booking privileges
Repeated no-shows may result in longer-term loss of booking or access privileges.
Over Allotted Time
Faculty and staff must vacate the studios and labs at the end of their approved booking time.
Use of spaces beyond the approved time is not permitted unless:
The space is unreserved immediately following the booking, and/or explicit approval is granted by IML staff.
Faculty and staff must allow adequate time within their booking for:
Equipment shutdown
Cleanup
Resetting the space to its default configuration
Failure to vacate a space on time may impact future booking eligibility.