Calendars


Facility reservation form

Complete and submit this form to request a room or facility on campus. You will be contacted by Event and Conference Services within four business days.

Note: for most events, reservation requests must be received at least ten days in advance of the event date. Reservation requests for highly technical events such as concerts, performances or those having a technical rider must be received at least twenty-one days in advance of the event date. 24 hours notice is required to reserve a meeting room where no additional services are requested.

Event Information

Name of Proposed Event:
Event Type: If you chose "Other," please specify:
Event Description :
(Indicate multiple or recurring dates, breakout rooms, event description, comments, etc.)
Are there any special accommodations related to ADA (Americans with Disabilities Act).
If so, please explain.
Date of Event: (mm/dd/yyyy)
Note: 24 hours notice is required to reserve a meeting room (ROOM AS IS, NO SERVICES REQUESTED). Ten business days are required to make a reservation for all other events.
Event Start Time: (ie. 2 pm or 2:00)
Event Stop Time: (ie. 2 pm or 2:00)
Do you require a set up time?
If so, what time? 		(ie. 2 pm)
Facility Requested: If you chose "Other," please specify:
Alternate Dates (recommended):
Alternate Facility (recommended): If you chose "Other," please specify:
Estimated Attendance:
Number of Outside Guests: Note: You must fill out Page 2 of the Facility Reservation Form when ten or more outside guests are invited to campus.

Contact Information

Your Name:
Contact Name:
E-mail Address: (A valid e-mail address is required.)
Phone:
Fax:

Choose and complete one of the following sections:

Student Organization Name of Student Organization:
Is your Organization SGA Budgeted or Non-Budgeted?
Do you authorize all expenses
related to this event to be applied
to the above budget code?		 Yes No
     
TU Department Name of Department to be billed:
  Department Number:
Account
Fund
Grant/Project (optional)
Initiative (optional)
Do you authorize all expenses
related to this event to be applied
to the above budget code?		 Yes No
Are you co-sponsoring this event
with an outside agency,
organization, or company? 		Yes No
     
External Client Company/Organization Name:
  Complete Mailing Address:


What is your Federal ID?
What is your expense budget for this event?
At this point, are you only seeking a cost estimate? Yes No

Services Needed

Do you want this event published to the university's scheduling calendar?
If yes, you may add a brief description of the event to be included on the Webviewer.
Write clearly; check spelling and punctuation. Description may be edited.

 Yes No
Is this an Invitation Only event? Yes No
Do you plan on having any food and beverages? Yes No
Do you plan on having Black and Gold cater your event?
If yes, contact Black and Gold Catering directly 410-704-3480. 		Yes No

Do you plan on providing your own food or beverages?

If yes and the amount is over $100, you must submit a food waiver form a minimum of ten days prior to the event date for consideration. Black and Gold  has a “right of first refusal” clause in their contract for providing all food and catering service on campus.  There is no limit to the cost of a catering event; however, food or catering services costing more than $100 must be provided by Black and Gold Catering.  If Black and Gold Catering is unable to provide the requested service, they will issue a written waiver. 

Yes No
Is alcohol being served or sold? Yes No

What are your facility setup needs? (Theatre style, open square, classroom style, stage.)

Note: special setups are not offered in classrooms as they are considered “as-is.” At the close of your meeting return classroom furniture to the original setup.
What audio/visual or technical services are required? (mic/sound system, PowerPoint, etc.)

Is Burdick Field or Burdick Gyms one of your requested facilities?

Yes

  1. Please give a detailed description of the activities you have planned as part of your event.

  2. Do you need any sporting/fitness equipment for this event?
    *Please note: Charges may apply.

  3. Will this event require use of any of the CRS storage areas for your equipment? *Please note: Dependent on availability and type of equipment.

  4. If any food/beverage will be present, please provide a description of preferred locations during event. *Dependent upon departmental approval

  5. If this event will be requiring tables/chairs, please provide a description of preferred locations for tables/chairs during the event.
    *Dependent upon departmental approval

  6. If you are requesting Burdick Field, does the field need to be lined for your event?
    *Please note: Field lining charges will apply.
    Yes No

  7. Use the space below to provide any additional notes, questions, concerns, or additional requests that you weren't able to include anywhere else.

No

Is this a ticketed event? Yes No
Are you having entertainment?
If yes, please submit rider (entertainment requirements) as soon as possible.		 Yes No
Will the event be advertised off-campus? Yes No
From the selections below, who is your primary intended audience? (select only one) TU Students/Parents
TU Faculty/Staff
External Guests
Other

Terms of the Reservation Process

Submission of this form does not constitute a reservation to hold an event or schedule a facility.  Upon submission, the person proposing the event/meeting will be contacted within four business days to discuss location and services.  If it is determined that the event/meeting can take place, a facility reservation confirmation will be forwarded. 

Those facility reservation requests requiring parking for 10 or more outside guests are contingent upon Parking Services’ approval of available parking space.  Although a facility may be available, parking may not; therefore, the person proposing the event/meeting of this nature will receive a tentative facility reservation. After parking services confirms available parking, the facility reservation will be confirmed.

I have read the information associated with facility scheduling, parking, and food waiver requests and understand and agree that as the coordinator of the event/meeting, I am responsible for ensuring the appropriate request forms are submitted and that parking, facility, and food waiver confirmations must be obtained prior to advertisement of the event/meeting.

Statement of Agreement

I have read and agree to the terms of the reservation process. (This is required to submit a facility request.)

 

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