Office of the Student Union & Campus Events

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INTERNAL EVENTS SCHEDULING POLICIES & PROCEDURES


 In an effort to effectively support the many meetings and events that occur every day on campus, the following policy has been prepared to provide instruction on making a reservation request for a campus facility. This will ensure the smooth operation and success of each event.

The Office of Seegers Union and Campus Events can schedule no events without a Facility Reservation Request Form. Please complete a form, in its entirety, available at the Information Desk, to ensure expeditious processing.

In particular, please note the policy regarding the seven days notice required for all events for room reservations and services. Short notice will affect room and food service availability, requested media equipment and room set-ups.

Please stop by the Information Desk in Seegers Union to pick up the Facilities Reservation Request Forms. These forms are utilized to collect all of the information vital to supporting events.

All of this is designed to allow the support services (Dining Services, Housekeeping, Plant Operations, Security, Media Services & Seegers Union) to effectively plan and enhance each scheduled event.


EVENT SPONSOR PROCEDURES & RESPONSIBILITIES


Venue Preparation

  • After you have received a copy of the confirmed reservation
  • Arrive in advance of your program to ensure all requirements have been arranged and equipment is in working order.
  • Turn on lights and open doors as necessary

Program and Etiquette on Hosting an Event

  • Ask guests to be seated before the start of the program.
  • Close any doors to minimize disruption during the program

Upon Completion of Event

  • Be sure to turn off all equipment.
  • Place excessive trash in trash receptacles
  • Please turn off lights and close the door upon your departure.

    This will:
    Ensure that the venue is presentable in case of tours or visitors
    Reduce change-over time
    Conserve energy