RESERVATION POLICIES AND PROCEDURES

This is a condensed version of the reservation policies and procedures.  Please refer to the University Center Operations Manual for a  complete listing.

Who may make a reservation:
Only authorized members of University Departments, Offices, or Organizations may make reservations.
When a reservation may be made:

reservations may be made at the University Center Operations and Reservations Office (room 109) between the hours of 8:30 a.m. and 4:30 p.m. Monday - Friday except holidays.  Generally reservations for events may be made, provided space is available, for any day and time and as far in advance as the University calendar is set.  The exceptions to this are:

Space for University Departments, Offices, or Organizations may not be reserved for standard weekly meetings until after November first for the spring semester and after April first for the summer and fall semesters.
Space for Student Organizations may not be reserved for any times from the end of the last day of classes until the beginning of the day after the last day of exams for that period.
If a Department, Office, or Organization wishes to use an area beyond the standard operating hours of the University Center, special permission must be obtained from the Director of the University Center.  It should be noted that there may be monetary charges involved with the approval (see the "Charges" section).

Appropriate uses for areas:
Events in the University Center are, in general, limited only by the size of the facility.  Areas in the University Center may not be used as the primary classroom for an academic class or standard weekly meetings.  There are some other restrictions on specific areas and these are presented in that area's section of this manual.

Making a reservation:
The authorized member of the Department, Office, or Organization who makes the reservation is know as the "Requestor."  The Department, Office, or Organization he/she is a member of is known as the "Sponsor."  A Reservation may be made by calling the University Center Operations and Reservations Office (room 109) at x-5196 between the hours of 8:30 a.m. and 4:30 p.m. Monday - Friday except holidays.  Once a reservation has been made, a Reservation Form is generated and sent to the Requestor.  The form is the Requestor's confirmation of the reservation.  The Requestor should bring it with him/her to the function in case there is a problem.
Another method of obtaining a reservation is to submit a completed Reservation Request Form (see Appendix E) to the University Center Operations and Reservations Office (room 109).  The University Center Operations and Reservations Office will check the form for completeness.  The specified room, date, and time will be checked to make sure there are no conflicts.  The room set-up and audio-visual equipment sections will also be reviewed to make sure that the University Center can provide the requested arrangement and equipment.  If there is a conflict, an omission on the form, or the University Center is unable to provide the requested arrangement or audio-visual equipment requested, the University Center Operations and Reservations Office will contact the Requestor indicated and inform him/her of the problem.  The reservation is logged on the computer once the University Center Operations and Reservations Office is satisfied that the reservation can be accomplished.  A Reservation Form is then generated indicating the reservation as confirmed.  This form is sent to the Requestor.  The form is sent to the appropriate Student Organization advisor when a reservation is made for a Student Organization.  The Advisor is then responsible for forwarding it to the Requestor.  This form is the Requestor's confirmation of the reservation.  The Requestor should bring it with him/her to the function in case there is a problem.

Changing a reservation:
To change a reservation, the Requestor or his/her designate must call or come by the University Center Operations and Reservations Office (room 109).  All changes must be made at least one working day in advance.  When a change is made, the University Center Operations and Reservations Office will generate a Change Notice indicating the change made and who made the change.  This notice is sent to the Requestor.  The notice is sent to the appropriate Student Organization advisor when the change is made for a Student Organization.  The Advisor is then responsible for forwarding it to the Requestor.  This notice is the Requestor's confirmation that a change was made.

Canceling a Reservation:
A Requestor who determines that they will not be using a space they have reserved must cancel the reservation.  To cancel a reservation, the Requestor or his/her designate must call the University Center Operations and Reservations Office (room 109) at x-5196 between the hours of 8:30 a.m. and 4:30 p.m. Monday - Friday except holidays.  When a cancellation is made, the University Center Operations and Reservations Office will generate a Cancellation Notice indicating who made the cancellation.  This notice is sent to the appropriate Student Organization advisor when the cancellation is made for a Student Organization.  The Advisor is then responsible for forwarding it to the Requestor.  This notice is the Requestor's confirmation that the cancellation was made.  Failure to notify the University Center Operations and Reservations Office (room 109) of a cancellation in advance may result in temporary loss of reservation privileges.

Charges:
Rental- A list of rental charges for areas in the University Center is available in the University Center Operations and Reservations Office.  Rental charges may be waived if certain criteria are met.  The criteria used to waive rental charges may be found in the University Center Operations manual.
Custodial- Custodial charges are incurred only when an event requires additional custodial personnel beyond that normally scheduled for the building.  If additional personnel are required, the Requestor will be notified at the time the reservation is made.  The Sponsor will be responsible for the costs of the personnel.  The Assistant Director for the University Center is responsible for making the determination of personnel requirements.  Situations where additional custodial personnel may be required include: use of the Kendall Cram Ballroom, quick or large changeovers of room arrangements, late evening or weekend functions, functions exceeding 150 persons, and use of multiple rooms.
Security- Some events will require the hiring of security officers.  If the event requires the hiring of security officers, the Requestor will be notified at the time the reservation is made.  The Sponsor will be responsible for the costs incurred.
Technical Assistant- The University center has a technical assistant available for hire to assist in the running of audio-visual equipment.  If a Requestor decides to use the Technical Assistant, the University Center Operations and Reservations Office should be notified as soon as possible.  The Sponsor will be responsible for the cost of the Technical Assistant.  There is a four hour minimum charge.
Telephones- It is possible to have a temporary telephone connection installed in an area that has been reserved.  Costs associated with the connection of the telephone are the responsibility of the Sponsor.

Food or Beverage:
Mariott Food Service has exclusive catering rights to all interior public spaces of the University.  No off-campus catering services may be used in any public areas of the University Center.  Sponsors may bring in their own food and/or beverages as long as it is not catered.  If a Sponsor brings in its own food and/or beverages, it is responsible for making sure that all trash generated is deposited in the trash receptacle provided.  Failure to do this will result in cleaning charges.
Those Requestors planning on providing alcohol are responsible for reading and understanding the University's alcohol policy.  A copy of the policy can be obtained from the University Center Operations and Reservations Office (room 109).
No smoking is allowed in lounges, hallways, rest rooms, and meeting rooms.

INSTRUCTIONS ON COMPLETING THE RESERVATION REQUEST FORM

Day and Date of Event:  Write in the day of the week and the date that the event will take place (i.e., Saturday, June 6th).
Location Requested:  Write in the area in the University Center that you would like to use.
Time Requested:  Write in the start and end times that you would like the room available to you.  This should include the time of the actual event plus time for decorating, band set-up and tear down, audience arrival, decoration removal, catering set-up and tear-down, etc.
Title of Event:  Write in the title of the event as you would like it shown on the University Center Calendar.  If the title is long, it may have to be abbreviated to fit on the University Center calendar.
Actual time of event:  Write in the actual time the event will be running.  Do not include time for decorating, band set-up, etc.
Tulane Department, Office, or Organization:  Write in the Department, Office, or Organization that you are representing.
Requestor's name:  Print your Name
Address: Write in your address.
Phone Number:  Write in the phone number where you can be reached during business hours.
Set-up Requirements:  Circle one of the basic arrangements shown on the form.  If the 'Special' block is circled, be sure to draw a sketch of the arrangement in the box required.  If there is going to be a head table, fill in the number of people to be seated.  Fill in the additional equipment required for the set-up (do not include the tables and chairs that will be provided with the basic set-up that you circled).  List any additional information in the comments section that will help make sure the arrangement will be done correctly.
Food or Beverage: Put a check mark in the appropriate box to indicate whether you will be having food and/ or beverages.  If you are, indicate whether it is refreshments or a meal.  You must also indicate who will be providing the food and/or beverages.  In addition, please indicate whether alcohol will be provided.
Officer's signature:  Sign the form.
Advisor's signature:
Date: Write in today's date.