SUBJECT: UNIVERSITY UNION 

APPLICABILITY: TOTAL UNIVERSITY

STUDENT RESERVATIONS

1.   Registered organizations may reserve FREE meeting rooms in the Union, if a change in the regular       room setup is not required, in one of two ways:

            (a)  Series Reservations: Registered student organizations may apply with Scheduling Services to                   reserve the same meeting room at the same time on the same day each week for the entire                   semester. Series reservations can be made beginning the first Monday in August for the fall                   semester and first Monday in December for the spring semester. All series reservations will be                   made on a first-come, first-served basis. Series reservations may begin the first week of                   classes.

            (b) Reservations for FREE meeting rooms, other than Series Reservations, may be made up to                   twenty (20) business days in advance on a space available basis.

2.   Reservations for FREE rooms are limited to four (4) hours.

3.   Failure to arrive within thirty (30) minutes of the scheduled time may result in room cancellation.

4.   If more than one room is required for meetings in the same week, a second FREE room may be       requested one day in advance of the required date. Requests will be honored on a space available       basis.

5.   Meetings are to adjourn by 9:45 P.M. unless prior arrangements have been made with Scheduling       Services for a closing no later than 10:00 P.M.

6.   All personal and supplier effects are to be removed at the end of the event.

7.   Liability for damages or conditions requiring additional cleaning of the reserved space will be charged       to the student organization named as responsible party. To dispute charges, refer to the Appeals       Process in Section 19 of this policy.

8.   Overhead projectors, screens, table podiums and voice/data jacks are available free of charge in all       Level 4 rooms. Pending availability, TVCRs may also be provided free of charge. Rental fees will be       assessed on any additional technical equipment requested. Sound systems are prohibited on level 4.

9.   Level 3 meeting rooms, with the exception of the Diamond Eagle Suite, will be available for       recognized/registered student organization’s business meetings for a maximum of four (4) hours per       week free of charge if the following conditions apply:

            (a) Level 4 meeting rooms are not available or do not provide sufficient space

            (b) Level 3 meeting rooms may not be scheduled more than five (5) business days in advance of                   event

            (c) Level 3 rooms are reserved as is or set with theater style seating.

10. All food and beverage must be provided by Verde Catering for meetings to be held in the University       Union before 5:00 P.M. Monday through Friday. Only registered student organizations may bring in       food or food ordered from local restaurants for meetings scheduled after 5:00 P.M. Monday through       Friday and weekends in Level 4 meeting rooms as well as the Syndicate.

11. Service fees will be assessed for meetings requiring changes to existing room setups. Scheduling       Services must be in receipt of all special room setup requests at least one (l) business day in advance       of the event.

12. Amplification is prohibited in all level 4 meeting rooms.

DEPARTMENTAL RESERVATIONS

1.   Level 4 meeting rooms will be available free of charge for departmental business meetings or for the       offering of educational programs of interest to the general student body at no cost to the attendees.

2.   Reservations for free Level 4 rooms are limited to four (4) hours.

3.   Reservations for free Level 4 rooms are limited to once (l) per week.

4.   Reservations for free Level 4 rooms may be scheduled after the first two weeks of each semester and       may be made four (4) weeks in advance.

5.   Service fees will be assessed for meetings requiring changes to existing room setup. Scheduling       Services must be in receipt of all special room setup requests at least one (1) business day in advance       of the event.

6.   Departments are not exempt from room rentals or other fees associated with reservations when       meetings rooms are scheduled more than once a week, require a change in room setup, are scheduled       on levels other than Level 4 or are for purposes other than departmental meetings.

7.   Overhead projectors, screens, table podiums and computer jacks are available free of charge in all       Level 4 meetings rooms. Scheduling Services must be in receipt of additional technical requirements       two (2) business days in advance of the event and rental fees will be assessed.

8.   Amplification is prohibited in all Level 4 meeting rooms.

9.   Level 4 meeting rooms must be returned to original arrangement and condition. Liability for damages       or conditions requiring additional cleaning of the reserved space will be charged to the department       named as responsible party. To dispute charges, refer to the Appeals Process in Section 19 of this       policy.