Facility Reservation Form

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Facility Reservation Form

Event & Conference Services

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 or 2:00)
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:
	Phone Number:
	TU ID No.
	Department Number
	Account
	Fund
	Grant/Project
	Initiative
	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
	Initiative
	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:

Services Needed

Do you want this event published to the university's master 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, you must submit a food waiver form a minimum of 10 days prior to the event date for consideration. Black and Gold Catering is the university's exclusive caterer; they must provide all food and beverage service. On occasion, Black and Gold will make an exception to allow a sponsoring organization to provide their own food.	Yes	No
Is alcohol being served or sold?	Yes	No
What are your facility setup needs? (Theatre style, open square, classroom style, stage.)
What audio/visual or technical services are required? (mic/sound system, PowerPoint, etc.)
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

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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