SECTION FOURTEEN - Student Organization Meetings

STUDENT RESERVATIONS

1. Registered organizations may arrange FREE meeting room space in the Union (if no change in room setup is required) in one of two ways:

• Registered student organizations may apply with the Verde Scheduling Office to use the same meeting room, at the same time, on the same day each week for the entire semester (series reservation). Series reservations can be made beginning the first Monday in August for the fall semester and the first Monday in December for the spring semester. All series reservations will be made on first come first served basis. Series reservations may begin the first week of classes.
• Reservations for FREE meeting rooms other than SERIES RESERVATIONS may be made up to 20 business days in advance on a space available basis.

1. FREE use of meeting rooms is limited to four hours.
2. Failure to arrive within 30 minutes of the reservation may result in the loss of the room.
3. If more than one room is needed for meetings in a week, organizations may request a second FREE room one day in advance of the date needed. Requests will be honored on a space available basis.
4. Groups are asked to adjourn meetings by 9:45 p.m. unless prior arrangements are made with the Verde Scheduling Office for a closing no later than 10:00 p.m.
5. If a group leaves a room in any condition other than the way they found it, a service fee will be assessed. If the charges are disputed please refer to the Appeals Process in Section Twenty-three of this policy.
6. Overhead projectors, screens, table podiums, and voice/data jacks are available free of charge in all level 4 rooms. Pending availability, TVCRS are also available free of charge for student organizational meetings.
7. Level 3 meeting rooms, with the exception of the Diamond Eagle Suite, will be available for recognized/registered organizations' business meetings for a maximum of four hours per week free of charge. The conditions of use include:

• Level 3 rooms are available only if a level 4 meeting room is not large enough or not available.
• Level 3 rooms may not be scheduled more than 5 business days in advance.
• Level 3 rooms will be set with theater-style (all chairs) seating or used as is.

1. Only food and beverages ordered through Verde Scheduling may be served in the meeting and banquet rooms of the Union. All outside food and beverage is prohibited before 5:00pm Monday through Friday. ONLY REGISTERED STUDENT ORGANIZATIONS may bring in food OR order from local restaurants for organizational meetings after 5:00 pm Monday through Friday and weekends, in level 4 meeting rooms ONLY. Special student snack menus are available through Verde Scheduling.
2. Rental fees will be assessed for meetings requiring changes to existing room setups or technical equipment other than items listed in item 7. Special room arrangements and technical needs must be communicated to the Verde Scheduling Office a minimum of one business day in advance of the reservation.

DEPARTMENTAL RESERVATIONS

1. Departmental officials may schedule level 4 meeting rooms free of charge once per week for four hours or less for departmental meetings. In lieu of these meetings, department officials may offer, at no cost to attendees, educational programs of interest to the general student body. Departments are not exempt from room rentals or other fees associated with reservations when meeting rooms are scheduled more than once a week, require a change in room setup, or scheduled on levels other than the level 4.
2. Free level 4 meeting rooms may be scheduled after the first two weeks of each semester and may be made for 4 weeks in advance.
3. If a group leaves a level 4 meeting room in any condition other than the way they found it, a service fee will be assessed. If the charges are disputed, please refer to the Appeals Process in Section Twenty-three of this policy. Must be used "as is" without any changes made to the regular room setup.
4. Overhead projectors, screens, table podiums and computer jacks are available free of charge in all level 4 meeting rooms. Other technical requirements must be made two business days in advance of the event and are subject to appropriate fees.