Room Reservations 1 FALL 2013 DIRECTOR S ADVISORY COUNCIL

Transcription

1 Room Reservations 1

2 The Process 1. FILL OUT RESERVATION REQUEST FORM Classrooms Reserve up to 30 days in advance Must give at least 5 day leeway Event Space Reserve up to end of semester Must give at least 2 week leeway LAST MINUTE REQUESTS WILL NOT BE SUBMITTED 2

3 Make sure all areas are completed 3

4 The Follow Up One of two things will happen: You will receive confirmation You will receive from me No available rooms Inadequate information Other 4

5 When will I get a Response? Classrooms: During Add/Drop: confirmation 3 days before event Afterwards: allow 10 days for turnaround. Average confirmation in 1 week. Event Space: Allow 2-3 weeks for turn around Just a Note... Please do not send me s every day to ask about status of your reservation. It will annoy me and I will be not be inclined to answer your questions. Once the request is confirmed or denied, you will get an update message. However, if it has been a few weeks and you have not heard back, please do contact me. 5

6 What if I need to amend my request? Classrooms Must notify at least 3 days before reservation Event Space Must notify at least 10 days before reservation Examples of changes: Adding additional services Switching to earlier/later date (within the week)* Changing location or time LAST MINUTE CHANGES WILL NOT BE ENTERTAINED. YOUR REQUEST WILL BE DECLINED. *If you are extending the request date by more than 1 week, submit a new request. Send me an at UGClubschair@lists.haas.Berkeley.edu to cancel your previous request 6

7 What if I need to cancel my request? Classrooms Must notify at least 3 days before reservation Event Space Must notify at least 1 week before reservation Any cancellations received after the deadline will be counted as 1 strike for room reservation purposes. You will lose room reservation privileges if you fail to send a cancellation request for a reservation that is not used. Send to Wendy at UGClubschair@lists.haas.Berkeley.edu to cancel your request 7

8 Summary of Reservation Timelines TYPE RESERVE UP TO WHEN WILL I GET RESPONSE? UPDATING REQUESTS CANCELLATION Classroom 1 month ahead During Add/Drop: 3 days before event After: 1 week after request 3 days before event 3 days before event Event Space 1 semester ahead 2-3 weeks after request 10 days before event 1 week before event 8

9 Guidelines Adhere to all policies and request deadlines Each violation will count as 1 strike against your organization Submitting Reservations Please designate ONE person be the point of contact for all your organization s room reservation purposes. All messages from other contacts will be ignored Who to contact All Haas-sponsored organization events should be sent to the DAC chair, including questions and requests. Reservations should NOT be sent to Kendall Dockham or the roomres@haas.berkeley.edu account. You will be held accountable for violations of this policy. If there are is any confusion, please contact Wendy at UGClubschair@lists.haas.Berkeley.edu Consequences 1 st strike: Warning 2 nd strike: Warning + room reservation benefits revoked for 10 weeks 3 rd strike: Loss of room reservation benefits for school year (will roll over into next year) 9

10 Send questions to Wendy, Office hours: Tuesday 2-3:30pm Wednesday 9:30-11pm Cheit C122 10

11 UG Club Room Reservation Cheit C122 Intended use for club meetings or group planning sessions Sign up through Google calendar Guidelines May reserve up to 2 hour blocks of time once a week Certain times are not available (i.e. Tuesdays/Wednesday 6-8PM for HBSA and Cohort Meetings) Please keep room in good condition and clean up messes after using it. Violations will result in loss of room reservation benefits. 11

12 Send questions to Elizabeth or Amy: 12