Event/Room Request Form

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Please read this entire form before submitting.

The responsibility for scheduling the use of campus facilities will reside with the Events Coordinator. This office will manage facility use, scheduling, and rental agreements. RU academic use will hold first priority in all cases. No facility may be used without appropriate approval and a completed Event/Room Request Form.

This form is for any RU employee or student wishing to use space on the campus of Rochester University for departmental meetings, special events, study sessions, etc. Please submit your request AT LEAST 14 BUSINESS DAYS BEFORE your requested event date or it may not be honored. It may take 5-10 business days to hear back about your event especially during our busiest event seasons, as we are working on many events at once.

This in no way ensures the reservation of your event. The earlier you submit your request, the better the chances of receiving the room requested. If your requested space is not available, another room will be assigned if possible. If there is nothing available, you may need to change your date.

Events requested the day of may not be answered.

By submitting this form, you are agreeing to leave the room EXACTLY as you found it. A fee will be determined and then assessed following the event if the room is left dirty and not returned to the original set up. You are agreeing to remove ALL of your items, including taking out the trash if there is more than the bin can hold.

If you have not requested items or services above-and-beyond the basic room ahead of time, the day of the event is not the appropriate time to ask. There are many events happening on campus and we want to make sure everyone has what they need ahead of time when Operations workers are available.

Please remember that YOU are the host of your event. The Event Coordinator will reserve the room for you and contact Operations to insure the room is cleaned but the rest is yours to plan. YOU will be responsible for ensuring that the event has been planned according to how you want it.

Once approved, the Event Coordinator will send an invite to let you know that you have a reservation on the calendar. Please accept the invite and read the description to make sure everything is correct.

All student events must be approved by the Center for Student Life first. If approved, the Events/Reservations department will contact you with your room via an invite.

Email *

Untitled Title

Description of event *

Type of Event (This part only applies for Students)

On Campus

Off Campus (This will only be approved through Student Life, not Reservations)

Online (This will only be approved through Student Life, not Reservations)

Other:

Clear selection

Students Only: Who is your target audience (students, staff, open to public, etc)

Event Date *

Name of Event (Not your name)

Your Name *

Email Address *

Contact number *

___-___-____

Requested Location

If you are requesting a classroom, you must be courteous to the surrounding rooms. There are night classes and other meetings that require a quiet environment . This means adhering to sound restrictions. Please do not play loud music and try to keep voices down so others can concentrate.

HL Classroom (please note that HL 113 and HL 115 are only to be used for Nursing events)

RAC Classroom

CC Classroom

Riverside Park

Lake Norcentra Park

the CHILL (note that if you use the CHILL you MUST return furniture back to the original set up. It is only available after 5pm)

Slater Outdoor Chapel

Field behind F/H

Large Gazebo

Small Gazebo

Warrior Center (Old Gym)

Alumni Center Auditorium (RUAC sanctuary)

Alumni Center (RUAC) Fellowship Hall

Fletcher Center Auditorium (East, West or Center)"Old chapel"

RUAC classroom or other RUAC space (please specify)

Other:

If it is an outdoor event, will you require the use of bathrooms or indoor facilities?

Yes

Other:

Clear selection

How many do you expect to attend? This will help us know where to place you and will determine if we can accommodate your event. *

Start Time

End Time

Event Sponsor (REQUIRED for student events) or Department (if you are not a student) *

If you are a student, please list your event sponsor. Student events without sponsors will not be approved. If you are not a student, please list your department.

Furniture Needs

6 or 8 ft Rectangular table

60in Round table

Extra Chairs

Podium

Fire pit (must be requested through Center for Student Life)

Other details or questions (list how many tables and chairs, etc...please refrain from using wording like, "typical set up" or "like other years"), please give specific needs for set up.

Tech Needs (*This does not apply to RC of C requests) All requests MUST be asked for 2 weeks in advance. The day of your event is not the appropriate amount of time for your technician to prepare. A request is not a guarantee that you will have a technician. If you hand the technician a flash drive as you walk into your event, it will be refused.

Power Point Slides (must be turned in one week in advance)

DVD/Video (DVD player must be rented from IT dept)

Mic/sound (must be asked for 2 weeks in advance)

Other

Is this event a fundraiser? If "yes", then it will need to be approved by the Development office first. Contact tisenberg1@rochesteru.edu

Yes

Would you like this added to the RU Event Calendar? (This calendar is on the app) *This does not apply for RC of C requests

Yes, share it with anyone who has the app

If you answered "yes" to either of the above questions, please provide a detailed description of your event including start and end time, where the event takes place, cost, and any other important information you would like shared. If you do not provide a description, it will not get added to the public calendar. *

Catering (this does not apply for RC of C requests)

If you would like Aladdin to cater, please contact jcampbell1a@rochesteru.edu

I have read this agreement IN FULL and agree to adhere to guidelines. *

Yes

When approved by all necessary departments, you will receive a google invite to confirm your space.

Send me a copy of my responses.

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