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RESERVATION PROCEDURE
FOR SPECIAL FACILITIES
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All of these steps must be followed in order to complete the reservation process.
Request
| 1. All requests must be made in writing (email or memorandum).
No phone calls or face to face. |
| 2. All requests will have the following information: |
| 1. Name of Event |
| 2. Date and Time of Event |
| 3. Location requested |
| 4. Name, Address, and Phone number of
Requester |
| 5. Description of the Event (what is
its purpose and function) |
| 6. Set up information |
| 7. University Account Number |
3. In addition student groups will need a completed Event Planning Form from Student Activities and Leadership
(Shriver Center, third floor).
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| 4. All requests must be made at least 72 hours in advance of
the requested reservation date. |
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Acknowledgement
| 1. The acknowledgement will be in the form of a tentative contract
made in the Special Facilities reservation system. |
| 2. The contract will be sent to the requester no later than
the end of the next business day. |
| 3. Any additional information that is needed by Special Facilities
will be noted on the contract. |
4. The contract must be signed and returned (with any additional
information requested) within 14 days or the reservation
will be cancelled.
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Final
1. Upon receiving the signed tentative contract with all information complete, the reservation
will be made firm in the Special Facilities reservation system.
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2. The firm contract will be signed by Special Facilities and returned to the requester.
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3. The requester will sign the firm contract and return it to Special Facilities within 14 days or
the reservation will be cancelled.
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4. If an event is changed or cancelled by the requester, notice of this must be received in writing by
Special Facilities at least 72 hours in advance of the event or charges may still occur. All changes or
cancellations received by Special Facilities will be confirmed in writing and returned to requester.
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