THE RESERVATION PROCESS
1. FIRST STEP
To ensure availability and proper room set ups, all space requests should be made by submitting a completed Reservation Form online. Click on the "Make a Reservation" link on the top left of the page to be redirected to the Reservation Form. Please provide complete information. Incomplete Reservation Forms will not be processed. You will recieve a pending approval email once your form is submitted.
To allow for adequate processing time and to increase the chances of receiving the dates and/or rooms that you desire, Campbell Student Union Reservation Forms must be submitted at least fourteen (14) days before the requested date of the event. The exception to this rule is for the Social Hall. Any request for the use of the Social Hall must be made at least thirty (30) days before the requested date of the event.
2. What to expect NEXT...
Once you have submitted a complete request, you will receive an automated email indicating you have a pending reservation. If the space you requested is available, you will receive and email indicating that you have a confirmed reservation. If the space you requested is denied for any reason, you will receive an email stating this. This online system does not allow reservations to be submitted for times/rooms that are already reserved and will redirect you back to the main site to choose a different date.
If your event is considered to be "high profile" event, you will be contacted to set up an Event Planning Meeting. High profile events are defined as events that may expect large crowds, be serving alcohol, require security, extended hours, guest speakers, and/or extensive set ups and equipment. Low profile events are classified as events that do not require the above.
Event Planning Meetings:
Event Planning Meetings are meetings between the Reservations and Events Manager for the Campbell Student Union, a representative from the organization as well as any relevant campus parties. The purpose of the Event Planning Meeting is to discuss the specific details of the proposed event. From the Event Planning Meeting a contract will be developed, outlining all of the details of the event. Once an Event Meeting has been scheduled, it is your responsibility to keep this appointment. Failure to do so may delay the approval of your event and/or result in the cancellation of the event. At the Event Planning Meeting, organizations are asked to have all the event details ready for discussion. This includes information on set up, guest speakers, food, equipment, etc.
3. FINALIZING AN EVENT
Campbell Student Union Event Contracts (Confirmations)
Confirmations for space requests (excluding display cases and tabling) are made through contracts. An organization will receive one of two contracts via e-mail. The first event contract is for "low profile" events. It is to be printed and saved for the organization's reference. The second event contract is for "high profile" events. Organizations that are sent these types of contracts must print their contracts and obtain the appropriate signatures. The contract must be returned to the Events Management Office by the due date listed. Failure to do so will result in the cancellation of the event.
Both types of contracts outline the specifics of the event. It is important to note that event contracts are serious agreements between a reserving party and the Campbell Student Union. Organizations are required to abide by the contract. If an organization is unclear about any aspect of a contract, it is their responsibility to obtain clarification. Ignorance will not be accepted as a valid excuse for any facility policy violation. Any changes or cancellations should be addressed to the Reservations and Events Manager of the Campbell Student Union immediately.
Please note that if your request is confirmed by the Campbell Student Union, the information you provide will be added to the Campbell Student Union Facility Schedule which is displayed throughout the building.
Campbell Student Union Cancellation Policy
Any organization, department, or staff meeting is allowed two cancellations per semester. If an organization cancels more than three events in a semester, all remaining reservations will be voided and said organization will be barred from making further reservations until the end of the semester. No shows are grounds for immediate revoking of reserving privileges.
Campbell Student Union Cancellation Policy Regarding Sound Technicians
Any organization, department, or staff meeting may cancel previous sound technician requests no less than seven days prior to the event. Cancellations made less than seven prior to the event will result in full responsibility for all costs and labor previously requested.
LATE HOUR EXTENSIONS
Any organization wishing to extend the Campbell Student Union hours beyond that of normal opening/ closing time must arrange it seven business days prior to the date of the event with the Student Union Operations Manager. The fee will be $25.00 per hour and any part of an hour before and/or after the normal closing hour for student groups. The fee is $40.00 per hour and any part of an hour for non-student groups. There will be at least one Building Manager assigned to each extended hour. It is at the discretion of the Operations Manager the night of the event if more than one Building Manager will be needed for that evening's events. If the request was not arranged one week in advance, then the request will not be approved. If there is more than one event on the same night extending the same Union hours, all parties split the cost.
SECURITY AND LIABILITY
The reserving party is responsible and liable for the use, care, and condition of the room/area and its contents.
The reserving party incurs responsibility for security measures and arrangements relative to its proposed event. He/she thereby assumes full responsibility for any damages, theft or vandalism resulting from either the use of space and/or equipment, or failure to notify the Building Manager so that rooms and equipment can be secured.
For those activities that require the hiring of security personnel, the Campbell Student Union Reservation and Events Manager will make arrangements with the University Police Department (UPD). It is the reserving party's responsibility to pay for any fees that may be incurred.
During an event, the Building Manager should be immediately consulted by the reserving party regarding any situations, which may require the attention of University Police. In addition, the Campbell Student Union is not responsible for any lost or stolen items that were left behind before, during or after an event.
The reserving party is responsible for ensuring that the reserved space is cleaned after an event. This includes sweeping and in some instances mopping the area used, and collecting trash. The space must be left clean enough for the next event. This is particularly important on weekends when there is no regular maintenance of the building. If this is not done, the reserving party will be responsible for paying extraordinary clean up charges.
Decorations (that meet standards set by the College Environmental Health and Safety Coordinator) used in conjunction with the reserved area must be promptly removed by the reserving party following the event. There is to be NO glitter, oil, baby powder, paint, water balloons, or using any adhesive to the walls with the exception of blue painter's tape. Decorations must in no way damage or mar the surface of the reserved area. If the facility is damaged by decorations the reserving party will be responsible for paying for damages incurred.
The room used must be left as it was found. All organizations who rearrange furniture must replace the moved furniture and leave it as was found.
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