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Who Can Reserve Space
How to Reserve Space
When & How Often Space
Can be Reserved
When should we talk with CEVS staff?
As far in advance as possible. Why? Because:
- Space is limited and it is reserved on a first
come first served bases.
- Depending on how large or complicated your
event is, there may be as many as four or five different offices
which must approve aspects of your event (e.g., fundraising,
security, tickets, health and safety, etc.).
- Based upon information you receive, you may
decide to change many details about your event and therefore
you may be required to obtain additional estimates and/or approvals.
- CEVS can provide you with ideas and assistance
to get the most out of University facilities and services.
Some types of events require long lead times, for example, dances
require 30 to 60 days.
WHO CAN RESERVE SPACE FOR OUR ORGANIZATION?
- Student organizations must be currently registered
and in good standing with the Student Programs and Activities
Center (SPAC) to make reservations.
- Any student from your organization can ask
for information. However, only the two students identified by
your organization on your Registration Application or Registration
Update form are authorized to make, cancel, or request changes
in reservations. These two authorized students may allow a member
of the organization, other than one of the five designated group
representatives, to chair an event and work with CEVS on any
given event.
- Only the chair of the event is authorized
to make changes to the reservation once it has been made as
they will be the primary contact to the CEVS Coordinator.
- It is recommended
that the group’s
financial officer be notified at the beginning of the reservation
process, of events that may incur expenses.
HOW TO RESERVE SPACE
- CEVS, located at 442 Memorial Union, is open
Monday-Friday 9am-4pm, closed during the lunch hour, 12-1 p.m.
Reservations MUST be made in person.
- All bills and holds must be paid before a reservation
can be made.
- Before a reservation is confirmed, all paperwork,
permits and deposits must be completed.
- Prepayment of facility and service fees is
required prior to the reservation cancellation date for all
events. If the group is using their Agency Account, funds must
be available in the account to pay deposits, and avoid facility
reservation cancellation. The balance due will be taken from
the agency account 7 days after the event. Make sure to verify
all costs immediately after the event, and to deposit funds
into your agency account.
HOW OFTEN CAN WE RESERVE SPACE?
Weekly Meetings
- A limit of two regular standing weekly reservations
of 1-4 hours in length (not to exceed a total of 4 hours per
week).
- Requests for weekly meetings may be made beginning
the last day of classes for the next quarter. Fall Quarter requests
are accepted the first day of Fall Quarter.
Non-recurring Events
- Single event (non-recurring) reservations
usually cannot exceed 5 hours in length.
- No more than 3 reservations in any one week
(Monday through Sunday).
Single event reservations may
be requested according to the following timetable.
- Once groups have re-registered in Spring Quarter
for the following academic year, they may reserve space for
up to three non-recurring events in the upcoming Fall Quarter.
- Starting the first day of Fall Quarter, groups
may reserve space for non-recurring events during the Winter
and Spring Quarters (up to three per quarter).
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