Room Reservations

Policy Statement

Auxiliary & Event Services manages room reservations for the University Center, Campbell Lounge, Alumni House, and select Nexus Building rooms.

Reason for Policy

The goal of this policy is to outline the requirements and restrictions of the room reservation process for students, faculty and staff.

Who Is Governed by this Policy

Faculty, Staff and Students

Policy

General Facility Use

It is expected that proper care will be taken of the University Center, Campbell Lounge, Nexus and Alumni House facilities. All individuals using the facilities are expected to take reasonable steps to ensure proper care of the building and equipment. Any individual causing damage to the facility shall be held financially responsible for the extent of the damage. In group sponsored events, the sponsoring organization will be held accountable for damages. Intentional misuse, vandalism, defacing and/or destruction in any manner is strictly prohibited and will result in disciplinary action. The following policies and procedures apply to all individuals and group sponsored events held in the facility:

• Illegal use of alcohol, drugs, firearms and gambling devices are not permitted at any time.
• The use of all tobacco products is prohibited in all spaces. This includes offices, doorways, meeting rooms, restrooms, dining areas and patios.
• Candles, excluding votive candles for banquets and/or receptions, are not permitted in the facility. Candles for ceremonial purposes must be approved by Auxiliary Services and staff must have access to the room. The room will be assessed for damages at the conclusion of the event.
• Wine and beer are the only forms of alcohol permitted and served at events on campus. Wine & beer service must be requested through the Beverage Manager. Two weeks notice are required for Bar Service. No outside alcoholic beverages are permitted on campus.
• Windows on meeting room doors may not be covered at any time. If there is a need for privacy due to ceremonial practices, the department of Auxiliary Services will review each request on a case by case basis. If the request to cover windows is granted, an advisor must be present for the duration of the event.
• The use of roller skates/blades, skateboards, scooters and bicycles are prohibited in the facility.
• Bicycles must be stored in the racks outside the building, not blocking walkways or entrances.
• Tacking items to the walls is not permitted. If there is a need to hang or display items on a wall, painter’s tape can be supplied.
• Solicitation, commercial activity, and/or requests for donations are allowed only in designated areas of the facility.
• It is the responsibility of the group using space inside the facility to place all trash in the conveniently located receptacles and leave the room in good condition.
• Animals are not permitted in the University Center or other spaces with the exception of service animals, law enforcement animals, and/or special occasions as approved by the the Office of Auxiliary Services.
• The University Center assumes no responsibility for lost, stolen or damaged articles. Articles that are discovered should be turned into Lost and Found in the Office of Auxiliary Services.

Sanctions

Labor charges will be assessed when an excessive amount of cleaning is required to return the facility to a condition adequate for continued usage. Damage done to the facility and it’s equipment will result in fees that must be paid before a client’s next event. Fees will be submitted in writing to the offending client. Failure to pay the fee or continued misuse of the facility and it’s equipment will result in suspension of it’s use for the client/organization in question.

Exclusions

N/A

Event Booking

To secure a reservation in the facilities managed by Auxiliary Services, all requests made by students must go through the Reservations Coordinator via email, phone, or paper request. All faculty and staff may contact the Reservations Coordinator directly, or submit requests via the online room reservation system. The room request form can be found here.

Sanctions

No event will take place that in Auxiliary Services’ facilities that did not follow the proper event booking procedure.

Exclusions

N/A

Room Setup Requests

Clients hosting events in Auxiliary& Event Services’ facilities must respond to room setup requests from the assigned Events Manager by 2 weeks prior to the event. These requests must include specific details on the placement of tables, chairs and other furniture in the booked room(s).

Sanctions

Setup requests submitted after the outlined deadlines may not be honored. Auxiliary & Event Services staff will make every effort to fulfill the request, but cannot guarantee the requested setup.

Exclusions

Auxiliary & Event Services will make every effort to approve requested setups, even if they are submitted after the deadline.

Audio/Visual Equipment Requests

Clients hosting events in Auxiliary & Event Services’ facilities must submit audio/visual equipment requests 2 weeks prior to the event. These requests must include specific details on the required technology, including, laptops, projectors, speakers, clickers, etc. Detailed requests (those including video and/or audio recording, rented equipment, etc) require 4 weeks notice made to the Event Manager. Depending on the request, there may be an additional fee to fulfill any audio/visual request.

Sanctions

Audio/visual requests submitted after the outlined deadlines may not be honored. Auxiliary Services staff will make every effort to fulfill the request, but cannot guarantee the requested equipment.

Exclusions

Auxiliary & Event Services will make every effort to approve audio/visual requests, even if they are submitted after the deadline.

Event Costs

Clients are responsible for any and all direct expenses association with events, including but not limited to, catering, equipment rentals, audio/ visual and additional labor.

Sanctions

The budget office will be contacted directly to have the fees paid if not done in a timely manner.

Exclusions

N/A

Location Changes

The Office of Auxiliary 7 Event Services reserves the right to change any requested or confirmed event space to an alternate location. If an event locations needs to be changed, the primary contact for the event will be notified via email.

Sanctions

N/A

Exclusions

N/A

Cancellations

Cancellation requests must be made to Auxiliary Services 48-hours prior to the event.

Sanctions

Failure to cancel before the deadline will result in fees. Repeated failure to cancel will result in suspension of facility usage by the client.
First Offense: Written warning
Second Offense: $50.00 fee
Third Offense: $75.00 fee and loss of booking privilege for thirty days

Exclusions

Events cancelled due to weather or other extenuating circumstances will be excluded from the listed sanctions.

Extended Hours

Events approved to run outside of normal operating hours for the Office of Auxiliary Services may incur a charge. The University Center can be opened up to one hour early for events with a $100 fee. Student organizations may utilize the UC Ballroom until 2:00 AM on Friday Nights without a fee.

Sanctions

N/A

Exclusions

N/A

Food & Beverage Service

All food and beverage for events must be provided by Adelphi Dining Services. Orders may be placed on the catering website: https://adelphi.catertrax.com/. Food orders must be placed 10 days prior to the event. Beer and wine services are available through the Auxiliary & Event Services Beverage Manager. Orders must be placed via email two weeks prior to the event. If an event requiring bar service is taking place in a location other than the University Center, Campbell Lounge or Alumni House, four weeks notice must be given to the Bar Manager in order to secure a temporary alcohol permit. Any event with Bar Service is required to place an order for food as well.

Sanctions

Failure to place orders before the deadline can result in unfulfilled orders. If unauthorized food is served, the event will be shut down until the food is removed and the client may face suspension of booking ability.

Exclusions

Exceptions can be made by the Office of Auxiliary Services if Dining Services is unable to provide the requested item. Clients can submit an outside food approval form and speak with the Director to receive approval for outside food. Requests will be managed on a case-by-case basis. Pricing of food is not a valid reason to request a catering waiver.

Definitions

This policy does not have definitions associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Procedures

Additional procedures can be found here.

Forms

Additional forms can be found on the Reservations Procedures page.

Related Information

This policy does not have related information at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Document History

• Last Reviewed Date: August 10, 2023
• Last Revised Date: August 10, 2023
• Policy Origination Date: September 29, 2017

Who Approved This Policy

Alain Lanz, Executive Director