Determine which type of Reservation you need to make:
Simple Reservation:
This reservation is for spaces that require no special set up or service. The client takes the space "as is"
and leaves the space as it was found. Any charges to return the space to its original condition will be
charged to the sponsoring department.
Complex Reservation:
This reservation is for spaces that require a special set up or the use of a University Service Department
(Facility Services, A/V, Catering, etc). All charges associated with the set up, running and breakdown of
the event will be charged to the sponsoring department.
To check the availability and to place a TENTATIVE hold on space, call CES at extension 64300.
Please provide the following information:
- Location
- Day, Date and Time of the event
- Title and Type of Event (meeting, conference, meal, reception, etc.)
- Name of the Sponsoring Department or Organization
- Number of Guests
- Catering (if any) that will be required
- Support Services needed (Custodial, A/V, Rentals, Public Safety, etc.)
- Your Name, Extension and Fax Number
CES will place a TENTATIVE hold on the space you have requested or on a similar alternate space
and send a copy of the Reservation Agreement to you.
We cannot CONFIRM your event until we receive the Reservation Agreement from you with a
Signature and Charge Line.
Please be aware that in order to avoid a 25% late fee, the signed Reservation Agreement must be
received in the CES office a minimum of 10 working days prior to your event. This allows CES time
to process your event form and distribute the information to the appropriate departments for
scheduling.
Important Deadlines:
Any changes within the minimum notice will incur a late fee.
Audio Visual Minimum - 7 working days
Catering Minimum - 5 working days
Custodial Services - May incure Overtime charges
Rentals - CES cannot guarantee availability of requested equipment
Cancellation Policy
In the event that you must cancel a reservation, please notify CES as soon as possible. Cancellations
must be received in writing. CES will be happy to fax a form for your signature.
If a department decides to reschedule the event, a new Reservation Agreement form must be
completed.
The reserving party must adhere to the following time frames and procedures.
Simple Reservation - Requires 1 working day minimum notice.
Complex Reservation - Requires 5 working days minimum notice.
Inclement Weather:
In the event that the University is officially closed because of inclement weather, the reserving group
will not be charged for the room, food or equipment ordered for the event. However, if the reserving
department or organization decides to cancel an event due to weather conditions, the group will be
charged for all costs incurred up to the point of cancellation. The charges will include any food
purchased or equipment that cannot be cancelled prior to delivery.
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