1. PURPOSE

The procedures described herein define the processes to be followed when planning events within the Wood Center and when utilizing Wood Center Schedulings’ equipment, labor, and resources. This policy applies to UA and non-affiliate users alike.

2. DEFINITIONS

1. Scheduling: The Event Scheduling Office.
2. Customer: The department/person making the request, sponsoring the event, or scheduling the event.
3. Classroom Space: Any classroom that the Event Scheduling Office controls.
4. Additional Services: Charges that may apply which are from but not limited to: Facilities Services, Catering, Custodial, or outside vendors.
5. Reserver: The group, department, or outside organization reserving the space.
6. Front Desk: The information counter located immediately to the left when entering through the main south entrance.
7. Standard Meeting: A meeting comprised of one department/group/organization not open to the public.

3. SPACE AVAILABLE AND RESERVATIONS

1. All space requests unless indicated otherwise must be submitted through the online form found on the Scheduling website.
2. Wood Center conference rooms and multi-use space are available to UA customers as well as the public.

1. The Wood Center has a ballroom, and adjacent conference space on the second floor with a combined area of over 5200 sq. ft. and can be separated into as many as 5 separate rooms/spaces. Wood Center Ballroom, Conference Room C/D, and Conference Room E/F (listed north to south, east to west).
2. The Wood Center has large open areas on the first floor used for booths, fairs, art exhibits and various public forums.
3. The Wood Center has two conference rooms, A & B, on the basement level which hold 10 and 20 respectively but DO NOT have ADA access.
4. Wood Center space may be booked no more than one (1) year in advance. Annual UA events and other internal events may be exempt from this.
5. Space being utilized strictly for a meeting may be available with 24 hours notice but must be submitted online and followed up on in person or over the phone.
6. See the Responsibilities below for specifics on when meetings and events can be booked as well as required lead time.
7. Hand drawn setups are a great place to start if you are unable to find a pre-approved setup. Users must then work with the scheduling office to develop/select the appropriate setup and, if not already approved, will be forwarded onto the Fire Marshal for final approval. All communication with the Fire Marshal will be done through the Scheduling Office.

3. Classrooms may be scheduled from 8am-10pm 7 days a week during Spring/Fall Semester

1. Classrooms may be requested for an entire semester but not multiple semesters.

1. Requests for Spring will be accepted December 1st of the previous year.
2. Requests for Summer will be accepted May 1st.
3. Requests for Fall will be accepted August 1st.
4. Classroom requests are subject to change (See: C.b.iv of this policy)

2. Customers repeatedly booking space within 48 hours of an event when dates/times for that event are available in advance may be denied space. (ie. If you know for a week or more in advance that event X must be on date Y at time Z and choose not to book it until 2 days before the event, the event could be denied). This does not apply to last minute events or needs that may arise on short notice. Insufficient notice equates to insufficient resources and staff and the inability to accommodate all requests.
3. Requests made for a standard meeting can be made the day of but require additional steps.

1. UAFPD should be called and a Scheduling Confirmation should be printed and brought with for any classroom usage.
2. Rooms not being used for other activities that day are likely locked and will require an unlock from UAFPD.
3. Rooms in use throughout the day or a reservation made right after a class will not need to call for an unlock but will need to keep a printed copy of the confirmation.

4. The number one priority for classrooms is to provide space for academic activities. Therefore, academic activities (tied directly to the class) hold precedence over meetings or club activity.

1. Within the first two to three weeks of classes groups/department/clubs may be bumped from classroom space if academics need the room. Scheduling will work with the customer to find an alternate space or time but cannot guarantee there will be a comparable replacement.

4. SPONSORSHIP

1. Departments or groups electing to “sponsor” an event assume responsibilities including but not limited to the following:

1. Financial responsibilities. All charges from Scheduling will be charged to that UA department/group. Any charges they wish to collect from sponsoring an outside group must be done so independently.
2. Event planning and attendance. Sponsoring members must have a presence at and during any sponsored event. Also, any planning or discussion of possible layout or setups must go through the sponsor and not come directly from the sponsored individual/group.

2. Failure to follow these requirements may result in the sponsored group being charged any and all applicable fees including those which UA departments/groups are normally exempt from.
3. Advertisement for sponsored events must prominently display the sponsor’s name and meet UAF Marketing & Communication criteria. If you are using Wood Center Graphics to produce your advertising materials must adhere to their policy as well.
4. The event must have direct connection to the mission of the sponsor.
5. UA students, staff, or faculty must be the primary beneficiaries of the event.
6. Sponsored events may be denied if there appears to be a conflict of interest connecting the sponsored group and the sponsor. (A fundraising event for a group whose sponsor has members that are also part of, and involved with, the sponsored group)

5. RESPONSIBILITY

1. Outside groups will be required to fill out a facilities use agreement and may be required to have or purchase insurance by EHRSM. Additional services may also be required.
2. The following responsibilities apply to any space scheduled in Wood Center, but may not apply to classrooms:

                PROCESS RELATED

3. Events that are more complex than a meeting but for fewer  than 50 people, will likely at least 48 hours advanced notice to schedule.

Note:  Setups must be selected and approved 24 hours before the event.

4. Events for more than 50 people must be booked a minimum of one (1) week in advance.

Note:  Setups must be selected and approved a minimum of one (1) week in advance.

5. Events for more than 100 people must be booked a minimum of two (2) weeks in advance.

Note:  Setups must be selected or approved a minimum of two (2) weeks in advance.

6. Internal events that fail to meet the above criteria are subject to charges that they may normally be exempt from, i.e. room rental; additional setup charges.

        EQUIPMENT RELATED

7. Minor changes, including the addition of equipment, may be made within 24 hours of the event pending approval from Scheduling. This includes, space permitting, up to 20% increase in seating and/or a projector/laptop request. This may increase setup/teardown charges.
8. Any equipment (tables, chairs, projector, laptop, adaptor) not included on the approved, or amended, layout may be unavailable or may result in a fee if requested after setup is complete.
9. It is the responsibility of the customer to return small electronics (laptops including one power cord and one VGA cord, mice, clickers, etc.) to Scheduling upon the completion of the event. If Scheduling is closed please return to the Front Desk. It is the customer's responsibility to let the front desk or Scheduling office know that they are finished with their event, in order for room to be locked up and large equipment collected.
10. Electronics/adapters being used by the customer that belong to Scheduling must not be left unattended. If the customer cannot have a representative present at the event, said equipment must be removed by the customer and returned to Scheduling or the front desk informed so the equipment can be locked up.
11. Scheduling is not responsible for running presentations unless requests are made in writing and approved by the Event Services Coordinator.
12. Basic tech assistance is provided free of charge. Advanced technical assistance must be requested ahead of time and can vary depending on the request.

1. Basic tech assistance

1. Connecting a computer to projector, network, or display.

2. Advanced technical assistance (charges may vary)

1.  Assistance running presentations.
2. Assistance operating a computer or clicker.
3. Assistance with video equipment or webcasting.

13. Any Scheduling equipment that is returned broken/damaged or is missing after an event may result in charges to the customer pending review.
14. Deviations from the approved or amended setup resulting in additional work by Scheduling is subject to standard labor charges.

6. FACILITY USE AND FEES

1. Outside groups renting space through Scheduling must pay the rental fee 1 week prior to their event. This fee is non-refundable. Setup, teardown, and associated charges will be billed after the event unless previously arranged.

Note:  Booths are an exception and may be paid the day of the event.

Groups are not permitted to set up their own events. All setups must be done by the Scheduling office or Facilities Services (ask Scheduling to make arrangements).

2. Any groups reserving space in Wood Center must release unneeded dates and space based on the time table below.

1. Event 1 year out, space released 3 months before event.
2. Event 6 months out, space released 2 months before event.
3. Event 3 months out, space released 1 month before event.
4. Events less than 3 months out, space released 1 week before event.
5. Groups with space reserved that decide not to use that space must release said space within the above time frame. Failure to release the space accordingly may result in charges for any lost rental fees associated with their overbooking.
6. Backup space associated with  specific events for UA users/departments (date and time of event backup must be provided within the same timeframe) may be exempt from such charges.

3. Cancellations made less than 48 hours in advance are subject to setup and teardown fees if work has already occurred.
4. Pricing is available online under Wood Center > Policies > Scheduling.

7. FACILITY CLOSURE

1. Wood Centers hours are posted throughout the building as well as on the Wood Center website. Requests to hold events outside regular hours require approval from the Associate Director of Operations.
2. Events held outside standard hours will not include dining arrangements unless made specifically through dining/catering.
3. Additional fees apply any time the building is open outside standard hours.

By signing below you indicate you have read and agree to the above conditions of use pertaining to UAF Wood Center located at 505 South Chandalar Drive, Fairbanks, AK 99775. You also agree to pay any and all fees indicated on this agreement if they are warranted.