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SCHEDULING OF UNIVERSITY FACILITIES FOR NONACADEMIC EVENTS Events & Conference Services will forward a "ROOM CONTRACT" to verify that the room has been scheduled. ROOMS MAY BE REQUESTED BY SUBMITTING AN ONLINE EVENT SCHEDULING FORM Please be advised that our office is responsible for scheduling the STUDENT CENTER. We need to attain authorization from other departments to schedule other facilities. Be sure to allow sufficient time when planning your event for us to work all the logistics. LONG RANGE SCHEDULINGOur office will notify the campus community of the timetable when reservations for the STUDENT CENTER facilities are accepted. Pleased be advised that some university wide functions are given priority for scheduling before all other nonacademic events. When scheduling other facilities, please note that there are varying timetables for long range scheduling. CANCELLATION OF SCHEDULED EVENTSShould your event be canceled for any reason, notify the Hospitality Services Office immediately. We will assist you in notifying all other departments that were scheduled to provide services for your event. SUPPORT PERSONNELUniversity Police, Maintenance, Rec Center, Shea Center, student assistants or other personnel, may be needed or required for your event. For certain events, fees to cover the costs of the support staff, may be charged to your department. Funding must be approved in advance for all support personnel. It is recommended that you discuss personnel requirements with our office. Two (2) weeks notice is normally required to process a facility request requiring support personnel. AUDIO/VISUAL EQUIPMENTRequest for audio/visual equipment should be indicated on the Online Event Scheduling Form. Equipment is limited and is reserved on a first come, first serve basis. Any special request for audio/visual equipment must be provided by the sponsoring organization. All audio/visual equipment needs outside the Student Center are handled by either the IRT's Media Services Audio/Visual Center or the facility (Shea Center, Rec Center, etc.,) where the event is being held. It is advisable to contact the appropriate area regarding their procedures and equipment availability. EQUIPMENT AVAILABLE (Student Center)Lectern University Commons FACILITY RENTAL RATES (For external clients only)(Unless otherwise noted, please contact Hospitality Services for information regarding availability, capacity, etc., and other related fees and information.
Please note: Discounts are negotiable for repeat dates, consecutive dates, multiple bookings, repeat customers and for substantial food purchases. A 25% discount is available for non profit organizations. Rates for Hobart Manor are not discounted. All organizations, departments and clubs will be charged the full rate for Hobart Manor. Rental rates do not include fees that might be associated with the room use (labor, audio-visual, security, technicians, coaches, lifeguards, supervisors, set ups, outdoor or special lighting, etc…). During the online approval process, those fees will be identified based upon the specifics of each event. Contact the office of Hospitality Services for information regarding sport camps, overnight accommodations and meal rates, etc. Other related fees pertaining to your rental may include: Administrative, University Police, Custodial, Grounds, electrical, Site Supervisor, Student Assistants, Emergency Medical Technician, Insurance (minimum requirements of 1 Million Dollar General Liability)
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