Instructions for Reserving CAU Space

Size: px

Start display at page:

Download "Instructions for Reserving CAU Space"

Cora Brooks
5 years ago
Views:

1 Instructions for Reserving CAU Space Effective immediately, room reservations are to be done at least, 3 weeks in advance. The proposed event is not confirmed until the form has been returned with all required signatures. Please make use of the process already in place for reserving space and classrooms on campus. Classrooms are not a part of this process, as that is the responsibility of the Office of the Registrar. In an effort to assist with your event planning and scheduling of these facilities, it is possible to view the calendars online. This process is tailored to eliminate any confusion about the availability of a particular room. It is not the responsibility of the Room Reservation Coordinator to check calendars for availability. The process is as follows: Step 1) View the Calendar: Before submitting a room request form, please view the reservation calendars for Davage Auditorium, Thomas W. Cole, Jr., Research Center, and the Henderson Student Center by following the directions below: (For all classrooms, please contact the Office of the Registrar: x8098 and for Athletic venues: x8798). Access to MS Outlook Calendars: 1. Go to Microsoft Outlook Calendars 2. Go to the menu bar 3. Click on Go tab 4. Click Folders 5. Click Public Folders (Be sure to click directly on the plus sign) 6. Click All Public Folders 7. Click desired venue (Ex: Davage, SRC etc.) - Davage Auditorium: Click on calendar titled Davage Auditorium (No food is allowed in this venue, no exceptions) - Science Research Center: Click on folder titled Thomas W. Cole This folder includes the following calendars: Auditorium(No food is allowed in this venue, no exceptions) Board Room Conference Room 1037(U-Shape Set-Up Only) Conference Room 1047 Exhibition Hall Lecture Hall(No food is allowed in this venue, no exceptions) Revised 11/16/12 Page 1

2 - Student Center: Click on folder titled Student Center This folder includes the following calendars: Multipurpose Room-Front Multipurpose Room-Rear - Panther Stadium and Epps Gym: Click on folder titled Stadium/Gym This folder includes the following calendars: Panther Stadium Epps Gym Step 2) Complete the appropriate Request for Use facility form. The forms can be found on the CAU Web site by clicking the following tabs: Departments> Business Services> Instructions and Request Form for Space on campus. Forms may also be picked up in the Henderson Student Center main office. (These forms are for internal CAU faculty, staff and student organizations only). Download the form in PDF Format, complete and attain approval signatures. Form should be filled out completely and must include the following before finalizing and promoting the proposed event: Name of Organization/Department Name of Advisor (contact information) Setup and Breakdown dates/times Purpose of the Request for Use of Facility (additional documentation may be required, i.e. submit a proposal outlining purpose of event and items needed from respective campus units, VIPs, etc.) All appropriate signatures must be obtained by Room Reservation Coordinator (RRC), including the coordination of essential meetings Acquire proper approval signatures as indicated below: Faculty and Staff Request: Forms must be approved by Unit Head, Dean, Chair or Center Director. If validated, the form will be signed and forwarded to the appropriate Room Reservation Coordinator for review and approval or disapproval of space. Student Request: Forms must be approved by the Unit Head, Dean, Chair or President of an official chartered, re-chartered or newly-chartered Organization. After the Advisor of the Student Organization has signed the form, the Dean of Student Affairs and/or designee must verify organization s charter status and confirm event aligns with the mission of the University. If validated, the form will be signed and forwarded to the appropriate Room Reservation Coordinator for review and approval or disapproval of space. The advisor is the point of contact. Revised 11/16/12 Page 2

3 Step 3) Public Safety/Facilities and Operations- The form is then forwarded to Public Safety for signature to confirm safety, security, and emergency management of event and facility. Public Safety Approval is required for ALL events scheduled after 5 p.m., and on weekends. Their presence is required if there is an exchange of any funds taking place at the event. Note: If there is an exchange of funds taking place at the event it is the responsibility of the user to follow University Cash Policy and coordinate a meeting with appropriate Budget Officials, prior to securing the event. Public Safety s signature will be acquired by the Room Reservation Coordinator. Students are not allowed to obtain signatures from Public Safety. If the event requires Public Safety presence, a meeting needs to be held to discuss payment of the security detail before an event will be allowed to take place. Facilities and operations signature is required to confirm the: setup, breakdown, housekeeping and maintenance required for the event. Step 4) Athletic Facilities- If the request is for an Athletic Facility, the form should be forwarded to the Department of Athletics. Athletics will confirm facility availability, tentatively place proposed dates on the Weekly Athletics Facilities Calendar and return the form to the RRC, along with an electronic copy to Public Safety, Facilities Operations, Dean of Student Affairs, Event Coordinator, Advisor and Registrar (if applicable) in an effort to alert all parties the event is tentatively being planned. Note: If there is a delay in processing the form within Athletics, the RRC and/or Advisor will be notified by phone and sent a follow up correspondence to explain within hours. Step 5) Confirmation of reservation. Once the form has been signed, approved and processed, you will receive a confirmation via from the RRC indicating the room assignment. Things to Remember when Completing the Request Form Please complete the entire form. Form must be completed with required signatures three (3) weeks prior to use. The form will not be considered complete without the required approval signatures as indicated above; incomplete forms will not be processed. Requests are approved on a first-come first-served basis. PLEASE DO NOT SCHEDULE MEETINGS OR ADVERTISE FOR AN EVENT IN ANY ROOM ON CAMPUS UNTIL YOUR REQUEST HAS BEEN APPROVED AND CONFIRMED. Please note you must include a valid CAU address on the request form in order to receive a confirmation. If you have not received confirmation of the status of your request within 48 hours, please contact the appropriate RRC. Revised 11/16/12 Page 3

4 *The Room Reservation Coordinator and/or Advisor are responsible for ensuring the following: Facilities Request Form is transmitted appropriately between departments; Any special setup needs (i.e. tables, chairs, etc.) from Facilities Operations are requested by work order; Any special parking needs are coordinated with LAZ and Public Safety; Follow up in a timely manner, if you have not received appropriate response from respective Unit(s) involved. If you have any questions, please feel free to contact the designated Room Reservation Coordinator. Please see the list below: Contact Person Gladys Baldwin Registrar s Office Tanisha Utley/Zellima Howard Student Affairs Coordinator Chris Allen UGL/Unicco D Wayne Robinson Athletics Facility All Classrooms Student Center, and the CAU Promenade Thomas W. Cole Center, and Davage Panther Stadium, and Epps Gym Revised 11/16/12 Page 4

5 Room Setup Styles The setup of the conference rooms, Exhibition Hall and Multipurpose room will be coordinated by facilities. A diagram of the basic styles are listed below. We will try and accommodate other layouts if possible. If technical equipment is required, it is the responsibility of the user/ requestor to provide technical equipment (i.e., A/V Equipment). The Room Reservation Coordinator is not responsible for obtaining any technical equipment. If you are using technical equipment, please complete that portion of the request form indicating the type of equipment being used. When completing the setup portion of the request form, check the type of setup that is preferred for the event. If you are unsure of the setup style, diagrams are provided below: Classroom Style: Podium Chair 6 Round Table 6 Table Banquet Style: Revised 11/16/12 Page 5

6 U-Shape Style: Auditorium Style: Square Style: Revised 11/16/12 Page 6

7 Use of Facilities Guidelines The Facilities Operations & Maintenance Department (FO&M) is responsible for setting up, cleaning, and maintaining all scheduled venues on campus. Every effort will be made to make your event(s) successful; however, to make this happen, the following rules and guidelines MUST BE adhered to: - Room Request - Setup and breakdown time must also be included in your request. Events scheduled less than the required two weeks timeframe, may be subject to a setup fee or inability of FO&M to support your event and receiving the room in as is condition from the previous event. - Spacing of Events- Events, specifically food events, may not be scheduled back to back. Time must be allowed to properly clean and reset each venue. Please note the turnaround times for each room listed on the Event Space Chart & Schedule. Rooms Scheduled back to back may be received as is. - Kitchen Access- The University has a preferred caterer and a list of approved caterers. Sodexho is the University s preferred caterer and the only ones with access to the kitchens on campus. Special permission must be granted from management to access these areas by others than the preferred caterer. - Tables, Chairs and Equipment- There are a limited number of chairs, tables and other equipment assigned to each venue (see room chart). Additional items needed (tables, chairs, linen, easels etc.) must be rented (and paid for) by the department planning the event. See RRCs for preferred vendors. - Decorations and Props Prior arrangements must be made to decorate rooms or bring in items (Props, decorations, furniture, etc.). It is the user s responsibility to insure that all decorations and items are delivered, decorated, removed and picked up during the reserved time of the venue. It is the user s responsibility to remove items immediately following the event; otherwise, they will be discarded and the organization is subject to a disposal fee or denied future use. - Audio Visuals The audio systems in most venues on campus are designed for voice and light music playback. The use of these systems for parties, talent shows and concerts etc. is prohibited. Separate sound systems must be brought in for these purposes. Some venues are equipped with permanent projectors, computers and screens. (See room chart) Arrangements may be made with departments on campus for portable equipment. See RRC for more information. - Technicians A 2-week notice is required for events in venues requiring Light and Sound Techs. Fees will vary based on each event and venue. - Power A CAU electrician is required for all tie-ins to electrical panels campus wide. Revised 11/16/12 Page 7

8 - Damages Every venue will be inspected after each use noting all damages. The user will be responsible for any damage to CAU property (Spills, trash on the floor and not in available receptacles, broken furniture, glue and tape on walls, candle wax, nailing and screwing into floors and walls, etc.) while occupying the space. Each user will be notified after the inspection of any damage charges. Damage to property and a failure to report and repair the damage may restrict future use of facilities. - Fire and Explosives The use of any fire (Except for approved devises for heating food and smoke machines) candles and explosive devises are strictly prohibited. - Cancellations A minimum 2-day written notice is required for the cancellation of scheduled rooms. Failure to do so may restrict future use of facilities. - Hours of Operation Normal business hours of the University are M-F 9am to 5pm. Scheduled rooms should be unlocked and set up. If not, contact Public Safety at Access to venues scheduled before and after these hours must be preapproved by Public Safety. - Unauthorized Events Unauthorized usage of any venue on campus is prohibited. Violators may be subject to prosecution for criminal trespassing, or suspension of future use of campus venues. Proof of reservation (copy of approved form) should remain in the venue for the duration of the reservation to prevent immediate eviction and or prosecution. Please report all suspected unauthorized use of venues to Public Safety. - Golf Carts Golf carts are not available for use by faculty, staff or students to transport passengers or equipment. To rent or purchase carts, see RRC for a list of preferred vendors. Please submit a work order through facilities to schedule any items to be moved on campus. Revised 11/16/12 Page 8

Instructions for Reserving Davage Auditorium and Thomas Cole Science Research Center Rooms and Auditorium

Instructions for Reserving Davage Auditorium and Thomas Cole Science Research Center Rooms and Auditorium Effective immediately, please make use of the process already in place for reserving Davage Auditorium