SUMMER 2018 Stern Center & Student Life Facilities Reservation Form WE REQUIRE AT LEAST THREE (3) BUSINESS DAYS FOR PROCESSING. RESERVATIONS REQUIRING SUBSTANTIAL SETUPS REQUIRE 10 BUSINESS DAYS. RESERVATIONS ARE NOT PROCESSED ON WEEKENDS OR WHEN THE CAMPUS IS CLOSED. This form is for use by recognized student organizations, faculty and staff on the College of Charleston campus to request meeting and event spaces in the following areas: Theodore S. Stern Student Center: Lobby, Room 201, Room, 205, Room 206, Room 409, Room 408, Ballroom Glebe Street Courtyard of Stern Student center (non-amplified sound) Stern Center Garden Cougar Mall (non-amplified sound) Rivers Green (non-amplified sound) FOR ANY CLASSROOM REQUESTS CLICK HERE FOR STUDENT ORGANIZATION TABLING REQUESTS, Fill out a STUDENT ORGANIZATION TABLING REQUEST FORM Please note the following when submitting reservation requests: You MUST use your College of Charleston issued email address for your reservation request to be processed. When filling out the reservation form, please be sure to include ALL equipment requests, including AV, tables, chairs, laptop, etc. This is extremely important especially for any reservations for the Stern Center Ballroom. ALL catered food must be requested through Aramark. You MUST check in at the Stern Center Front Desk when arriving for a meeting or event. If reserving Stern Center Garden, you will need to contact the following for AV and any chairs and tables (especially for the garden): Roy Snipe, Institutional Event Support: sniper@cofc.edu Physical Plant: work with your advisor or Budget Administrator to create an IDT for any trash cans, tables and chairs. BEFORE YOU REQUEST A SPACE Visit http://sterncenter.cofc.edu Click on the Reservation Calendar link on the upper right hand corner of the page (under Quick Links). This will help determine whether a particular space/venue is even available for the date needed Contact Information SUMMER HOURS OF OPERATION Monday-Friday: 8am-6pm Saturday-Sunday: CLOSED Organizations needing after-hours or weekend access will be charged for staffing. I am a: [Required] [ ] Student [ ] Faculty [ ] Staff Organization, Department or Office: [Required] Contact Name: [Required] Contact Email: [Required] Must be a CofC email address for request to be processed - name@myschool.edu Phone Number [Required] - must be 10-15 digits long and may include only numbers, hyphens, and spaces. Page 1 of 10 SUMMER 2018 Stern Center & Student Life Facilities Reservation Form
Event Information Event Title [Required] Event Description [Required] Please provide a brief description of the event so we may better serve you Date of Event or Meeting [Required] Is this a recurring event or meeting? If so, please indicate additional dates needed. Event START Time [Required] Event END Time [Required] Does your event require additional setup or breakdown time? If so, please indicate either or both below so we can best accommodate your request. SETUP Time This is the time you would have access to the space for additional setup. BREAKDOWN Time This is the time you would complete your breakdown and clear the space. Estimated Attendance [Required] Please be as accurate as possible. If attendance estimates and resource estimates are different, the higher number will be used for request. Type of Event: [Required] [ ] Awards Ceremony [ ] Film Screening [ ] General Meeting [ ] Guest Speaker [ ] Party [ ] Performance [ ] Rehearsal Ticket or Admission Charged? [Required] Money Collected at the Event or Meeting? [Required] This includes admission or any sales Page 2 of 10 SUMMER 2018 Stern Center & Student Life Facilities Reservation Form
Food or Beverages Served? [Required] All catering must be provided by Aramark Will alcohol be served at the event? [Required] An Event Planning Form is required for any event with alcohol. Alcohol is only permitted in the Stern Center Garden. Commercial Activity/Sales and/or Solicitations? [Required] Answer"yes" if your event includes any of the following: * sales of a product by a company * Solicitation by an outside organization This does not include bake sales or other fundraisers that are solely coordinated by a recognized student organization. Any possible safety and/or environmental health risks associated with this event? [Required] An Event Planning Form is required for any event with high-risk activities. If yes, please explain: Facility Information Please select at least two desired facilities for your event. If your desired space is not available, we will place you in a comparable space if available. If you are reserving an outside venue, please be aware you must request a rain location, if applicable. 1st Choice [Required] [ ] Stern Center Lobby [ ] Stern Room 201 [ ] Stern Room 205 [ ] Stern Room 206 [ ] Stern Room 408 [ ] Stern Room 409 [ ] Stern Center Ballroom [ ] Stern Center Garden [ ] Cougar Mall (non-amplified sound) [ ] Rivers Green (non-amplified sound) [ ] Stern Glebe Street Courtyard (non-amplified sound) 2nd Choice [Required] Page 3 of 10 SUMMER 2018 Stern Center & Student Life Facilities Reservation Form
[ ] Stern Center Lobby [ ] Stern Room 201 [ ] Stern Room 205 [ ] Stern Room 206 [ ] Stern Room 408 [ ] Stern Room 409 [ ] Stern Center Ballroom [ ] Stern Center Garden [ ] Cougar Mall (non-amplified sound) [ ] Rivers Green (non-amplified sound) [ ] Stern Glebe Street Courtyard (non-amplified sound) 3rd Choice [ ] Stern Center Lobby [ ] Stern Room 201 [ ] Stern Room 205 [ ] Stern Room 206 [ ] Stern Room 408 [ ] Stern Room 409 [ ] Stern Center Ballroom [ ] Stern Center Garden [ ] Cougar Mall (non-amplified sound) [ ] Rivers Green (non-amplified sound) [ ] Stern Glebe Street Courtyard (non-amplified sound) Do you need multiple rooms (eg: conference, large event, green room)? If so, please indicate below: Rain Location for Stern Center Garden ONLY [ ] Stern Room 201 [ ] Stern Room 205 [ ] Stern Room 206 [ ] Stern Room 409 [ ] Stern Center Ballroom ADDITIONAL RESOURCES Additional resources may be provided if requested prior to your arrival in the Stern Center. These include easels and signage holders for directional or promotional materials. Indicate below the number of each resource you may need for your meeting for event. NOTE: Per facility usage restrictions, we do not allow the hanging or taping of materials, including directional signage, to the walls or handrails. Please request signage holders or contact a member of the staff for additional assistance. Easel: Signage Holder - 8 1/2 x 11 signs (4 available) Signage Holder - 11 x 7 signs (2 available) Page 4 of 10 SUMMER 2018 Stern Center & Student Life Facilities Reservation Form
Signage Holder - 22 x 28 signs (2 available) Terms & Conditions http://studentlife.cofc.edu/reservations/guidelines/index.php [Required] By clicking "I Agree:, you state that you have read and understand the Facility Use Guidelines, available online at the website listed above, and you agree to adhere to these rules and regulations [ ] I Agree Event Planning Form Required Organizations requesting space for events which will include alcohol must fill out an Event Planning & Notification Form. Your reservation will be marked TENTATIVE until this form is completed. The form can be found under Forms in the Student Life section on OrgSync or here: https://orgsync.com/32470/forms/271837 Film Screening Any event which includes a film screening requires a licensing fee for any copyrighted material. The organization must also understand that the group agrees to adhere to any and all copyright laws pertaining to the screening of motion pictures on the college campus and/or not in private settings (eg: residence hall room, living room of your apartment). The group is responsible for following up with any copyright issues and are responsible for paying any and all licensing fees prior to the event. You can contact Swank at http://www.swank.com for information on purchasing licenses. IF THE FILM IS AN INDEPENDENT FILM OR DOCUMENTARY You will still need permission to screen the film. Please be sure to request permission prior to screening. Notification of Copyright Information [Required] [ ] I have read the above information and understand it is the organizations responsibility for any copyright licensing. Setup and Resources Information - Ballroom Please provide accurate information as possible for the use of the Stern Center Ballroom so we may serve you better. If your attendance numbers will change due to RSVPs, please provide those no more than three (3) business days prior to the event. Requested Room Setup: [Required] Please be specific with room setups to better serve you. [ ] Auditorium [ ] Banquet [ ] Classroom Rows [ ] Clear Floor [ ] Conference Style [ ] Seminar [ ] Table Fair [ ] U-Shape [ ] Other If room setup is other, please explain Page 5 of 10 SUMMER 2018 Stern Center & Student Life Facilities Reservation Form
Chairs: [Required] Tables: 6 - foot NOTE: If you are using Catering, please include the count for food and beverages. Tables: Rounds Stage [ ] Large Stage [ ] Small Stage stage needed Dance Floor: NOTE: There is a $100 fee for the use of the dance floor and must be requested at the time of reservation and will be contingent on availability of space in the ballroom. [ ] Please provide Dance Floor. I understand there is a fee for the use of the resource. Podium AUDIO-VIDEO AND TECHNOLOGY NEEDS The ballroom is equipped with monitors, an audio system including microphones, and connection to laptops and the College of Charleston network. The Stern Center staff can provide the following: Wireless handheld microphones (3) Podium microphone Panel microphones (4) Wireless headset microphones (1) Laptops for connection to the monitors Assistance with connection to the system If you have any questions after submitting your request, please be sure to contact the Stern Center staff. Computer Connection (laptop and cable connection to monitors) [Required] Sound Connection (for any presentations or or event needing sound for videos or music) [Required] MICROPHONES Please indicate the number of microphones needed from each type. This will assist us in your setup and time needed for setting your space prior to your arrival. Page 6 of 10 SUMMER 2018 Stern Center & Student Life Facilities Reservation Form
Wireless handheld (3 available) Podium Microphone Panel Microphones (4 available) Wireless Headset (1) If room setup is other, please explain Setup and Resources Information - Stern 205 Please provide accurate information as possible for the use of Stern Center Room 205 so we may serve you better. If your attendance numbers will change due to RSVPs, please provide those no more than three (3) business days prior to the event. Requested Room Setup: [Required] [ ] Auditorium [ ] Banquet [ ] Classroom Rows [ ] Conference Style [ ] Seminar [ ] Table Fair [ ] U-Shape [ ] Other If room setup other, please explain: Chairs: [Required] Tables - 6 foot rectangle: NOTE: if you are using Catering, please include the count for food and beverage Tables - Rounds NOTE: Banquet limit in Room 205 is 90. Page 7 of 10 SUMMER 2018 Stern Center & Student Life Facilities Reservation Form
Podium AUDIO-VIDEO AND TECHNOLOGY NEEDS Room 205 is equipped with a similar AV setup to those in a classroom with a large-screen and projector as well as multiple connections for sound and video. A laptop connection is located at the front of the room and laptops are provided for your convenience. If you have any questions after submitting your request, please be sure to contact the Stern Center staff. Computer Connection (laptop and cable connection to monitors) [Required] Sound Connection (for any presentations or or event needing sound for videos or music) [Required] Setup and Resources Information - Stern 206 Please note that additional chairs and tables are not available for this space due to the capacity for 206. Do you need a computer connection? [Required] A laptop and computer connection will be provided Do you need a sound connection? [Required] Setup and Resources Information - Stern 408 Please note that additional chairs and tables are not available for this space due to the capacity for 408. Do you need a computer connection? [Required] A laptop and computer connection will be provided Do you need a sound connection? [Required] Setup and Resources Information - Stern 201 and 409 This information is for setups in rooms 201 and 409. Please note we will accommodate setups as much as possible but may adjust as needed. Please note that additional tables are not available for this space due to the capacity for these spaces. Page 8 of 10 SUMMER 2018 Stern Center & Student Life Facilities Reservation Form
Requested Room Setup: [Required] Please be specific with room setups to better serve you [ ] Classroom Rows [ ] Conference-U [ ] Conference Open Square [ ] Conference Table Chairs: [Required] Table - 6 foot rectangle [Required] Computer Connection [Required] Laptop and computer connection to projector and screens will be provided Do you need a sound connection? [Required] Non-Amplified Sound Information & Resources: Rivers Green & Cougar Mall PLEASE NOTE THE FOLLOWING: You have selected a non-amplified sound space. If your event includes any type of amplified sound (including instruments), please review the amplified sound policy at the link below: http://policy.cofc.edu/documents/6.1.2.pdf Tables and chairs for an EVENT in these locations must be requested through Physical Plant. STUDENTS: You may request TABLING through the tabling form. Any questions may be sent to studlifereservations@cofc.edu Resources for Stern Center Garden The Stern Center does not provide resources for the outdoor venues. Please work with your adviser (student organizations) or contact the following for your event needs if necessary: Tables, chairs and trash cans: Physical Plant by a Work Order request here: http://physicalplant.cofc.edu/customer-requests/index.php AV Equipment: Roy Snipe at sniper@cofc.edu The Stern Center Garden is accessible during normal operating hours. If you require access to the Stern Center after hours, your department will be required to pay for additional staffing at the Information Desk. Please contact Mandi Bryson, Associate Director for Operations at brysonmc@cofc.edu. On-Campus Resources for Student Organizations Your reservation indicates you will be requiring assistance with on-campus resources including Aramark (food and beverages), Physical Plant (tables and chairs for the Stern Center Garden) or AV equipment (Institutional Event Support for the Stern Center Garden). Please contact the appropriate Budget Administrator listed below AT LEAST THREE WEEKS PRIOR TO YOUR EVENT: For Sport Clubs: Gene Sessoms (Campus Recreation Services) - sessomse@cofc.edu For Panhellenic groups: Sarah Franciscus (Fraternity & Sorority Life) - franciscussj@cofc.edu For IFC groups: Carson Lance (Fraternity & Sorority Life) - lancec@cofc.edu Page 9 of 10 SUMMER 2018 Stern Center & Student Life Facilities Reservation Form
For NPHC/Culturally-Based Organizations: Deronda Washington (Fraternity & Sorority Life) - washingtondc@cofc.edu For all other Student Organizations: LaVerne Cordes (Office of Student Life) - greenll@cofc.edu Outdoor Space Resources The Stern Center does not provide resources for the outdoor venues. Please contact the following for your event needs if necessary: Tables, chairs and trash cans: Physical Plant by a Work Order request here: http://physicalplant.cofc.edu/customer-requests/index.php AV Equipment: Roy Snipe at sniper@cofc.edu The Stern Center Garden is accessible during normal operating hours. If you require access to the Stern Center after hours, your department will be required to pay for additional staffing at the Information Desk. Please contact Mandi Bryson, Associate Director for Operations at brysonmc@cofc.edu. Collecting Funds at Events Your reservation indicates you will be collecting money at your event. All money collected must be deposited with your Budget Administrator within 2-3 business days: For Sport Clubs: Gene Sessoms (Campus Recreation Services) - sessomse@cofc.edu For Panhellenic groups: Sarah Franciscus (Fraternity & Sorority Life) - franciscussj@cofc.edu For IFC groups: Carson Lance (Fraternity & Sorority Life) - lancec@cofc.edu For NPHC/Culturally-Based Organizations: Deronda Washington (Fraternity & Sorority Life) - washingtondc@cofc.edu For all other Student Organizations: LaVerne Cordes (Office of Student Life) - greenll@cofc.edu Page 10 of 10 SUMMER 2018 Stern Center & Student Life Facilities Reservation Form