Campus Life Space Requests: Utilizing the Campus Reservation System (CRS)

Transcription

1 Campus Life Space Requests: Utilizing the Campus Reservation System (CRS)

2 Student Organization Requests All UNCW registered student organization space requests should be submitted by the reservation delegate through the Campus Reservation System (CRS). Each registered student organization is allowed two reservation delegates, who will be responsible for all reservation requests and event communications. In order to request space, your delegate status must be reflected on SeaOrg. New reservation delegates should our office at to request a CRS user account and include the delegate name, phone number, address and name of the student organization. If all delegates are new or changed, please request that the existing reservations for your student organization be adjusted to reflect a new delegate as the event contact.

3 From the UNCW Homepage

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22 Reservation Status Web request Status at the time of the submittal of request Tentative Status when you receive with attached Facility Use Agreement Confirmed Status when you sign and return Facility Use Agreement to RESO

23 Common Setups

24 Audio Packages Depending on your technical needs and room choice, there are a number of different audio packages available. These packages do not include labor nor input equipment though technician staffing is required with use of these items. These packages are not all-inclusive, but do cover your basic sound reinforcement, cabling and mixing gear. Meeting Room Package Ballroom Package Amphitheater Package Amphitheater Background Music Concert Package

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28 Check Space Availability Upcoming Events How to find space and events

29 CL Requests: Things To Remember Allow 2 business days for your request to be processed. By submitting a request online the space will be tentatively held until you return a signed facility use agreement. If you do not sign and return your agreement within 5 business days of the event, your event may be cancelled. Some rooms have a setup and breakdown time incorporated into their information. When you browse for availability, although a space may appear to be vacant, setup and breakdown times might prevent you from reserving that specific room. Due to scheduling, technical needs should be requested at least seven days in advance. *additional fees may be encumbered so plan ahead. Some rooms have static setups, meaning the furniture is not to be moved. Familiarize yourself with these spaces to avoid unnecessary fees (listed online in the terms and conditions)

30 Dates to Submit Tier Group Description Summer 2015 Events: May 10-Aug 18 Fall 2015 Events: Aug 19 - Dec 22 I Governing Student Body Organizations (SGA, ACE, CCB, GSA, IFC, NPHC, NPC, RHA, Sport Club Council, Student Media Board) Request Window: Wed, Jan 28 Tues, Feb 3 Request Window: Mon, Mar 2 Fri, Mar 6 II Registered Student Organizations and University Departments Requests Accepted Online: Tues, Feb 10 Requests Accepted Online: Fri, Mar 13 III University-Sponsored Guests Requests Accepted Online: Tues, Feb 17 Requests Accepted Online: Wed, Mar 18

31 CL Policies at a Glance Recurring Reservations: Campus Life space is available for the entire University community to share. To provide availability for other campus constituents and programs, please note: Reservation requests should be limited to three days per week and may not exceed four hours per booking. No more than a total of 12 hours may be reserved per week by any one organization or program. Solicitation Tables: Campus Life solicitation tables are located in the Fisher Student Center lobby, Fisher University Union lobby, the Courtyard and at the Randall Library entrance. Only one solicitation table per program/group may be reserved per day. Tables should be reserved no more than three consecutive dates in a week. Solicitation tables must be staffed at all times. Literature left on the table without staffing present will be removed.

32 Resources & University Policies All events and reservations must be in accordance with the rules and regulations found: University Facility Use Policy, Student Code of Conduct and the Dance Policy (Item VII-3) Requests for non-campus Life spaces, please contact the appropriate Reserving Offices Additional Resources: Advance Reservation Request; Campus Life FAQs; Event Planning Guide; Facility Fee Waiver Request form; Fundraisers; Pricing structures (Group 1 v. Group 2)

33 Facilities Misuse Policy In order for student organizations to continue to enjoy the privilege of using campus space, organizations will be held to the University s facility policies which includes, but are not limited, the following expectations: leave meeting space in the same condition found, including moving furniture back into its original place remove any additional trash from the facility (especially large items such as pizza boxes) only use sections of the facility that have been reserved by the organization immediately report any incident(s) or damage(s) to the appropriate reservations office, whether caused by the organization or not a UNCW student member from the sponsoring student organization must be present at all times during the time of the event student organizations are required to inform the appropriate reservations office should an event, meeting, etc. be canceled at least 2 business days before the event date. Student organizations that fail to uphold the University s facility policies may be subject to penalty which include, but not limited to: loss of reservation privileges charges for damage, clean-up, etc.

34 Accounts & Billing To confirm a reservation, a signed facility use agreement must be returned to our office. The signed agreement should always include your organization s account code or fund number. Those organizations without an on-campus account will need to fill out and submit this form to the Controller s Office in order to receive an 850 number used for billing external accounts. If you have questions, contact the Campus Life Reservation & Event Services Office by visiting us in the Fisher University Union, Suite 2041; by phone at ; or by at CLReservations@uncw.edu.