Policy on accepting room reservations

4 Replies

Policy on accepting room reservations

Posted by Chris Adrian on Mar 27, 2019 11:27 am

I tried to look for something in the library and came up short so now I will make a post.  What policy do you have in place with accepting room reservations for the next day?  Do you need 24 hour notice, 12 hours, 2 hours...what do you have in place?  

Thanks 

Chris Adrian
Student Union Manager
Coastal Carolina University
Email: cmadrian@coastal.edu
 
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Policy on accepting room reservations

Posted by Jon Burk on Mar 27, 2019 3:22 pm

Hi Chris. We don’t require 24 hour notice, or any notice really. We will accept reservations same day if they need it, and on rare occasions will take immediate reservations. As long as the space is available and it’s not conflicting with another group using it, a setup, cleaning, etc, why not.  Will we be able to do a special setup for them or some other special service on short notice? Maybe or maybe not depending on what is already scheduled (or already set up/needing to be set up), but for us most of those last minute reservations aren’t usually picky about what their setup is anyway, they’re just happy to have a space.

 

__________________________________________________
Jon Burk, Director
Union & Conference Services
Baldwin Wallace University
p: 440.826.8103 | f: 440.826.6940 | e: jmburk@bw.edu

 

Re: Policy on accepting room reservations

Posted by Laura Shimabukuro on Mar 28, 2019 3:20 pm

Hi Chris,

Our normal reservations are done online using EMS, but if a group wants to book within 2 business days, they can come to our office to fill out a last minute reservation form.  We can approve last minute reservations as long as we have staffing and are able to turn the room around in time if the set-up required is different than the events before/after it.  Last minute requests could be for a booking occurring right then if the room is ready to go.  Same as Jon mentioned, most of our last minute requests don't need special set-ups and just need a room so these last minute requests have been fairly easy to add on.

Thanks,
Laura Shimabukuro
University of Hawaii at Manoa
Campus Center Meeting and Event Services
 

Re: Policy on accepting room reservations

Posted by Kyle Fayan on Mar 29, 2019 12:37 pm

At Lamar University, we oversee the student center as well as all green space on-campus, and all student groups must book spaces through us. Our deadlines are as follows:
  • All small/regular meeting style (attendance 4-30) event request for the Setzer Student Center must be submitted at least 7 business days prior to the event date. (We are quite flexible with this)
  • All event request for any location other than the Setzer Student Center must be submitted at least 14 business days prior to the event date. (This lead-time is required as we need approval from the building managers in other locations)
  • All large event request (events that require a large setup and attendance of 100 or more people) must be submitted at least 21 business days prior to the event date. (This allows us to schedule additional staff, coordinate with University Police and custodial, as necessary)

Re: Policy on accepting room reservations

Posted by Rachel Henry on Apr 12, 2019 10:38 am

Hey Chris! We require reservations to be submitted with final details and any necessary approvals by 9am two business days prior to the event/meeting time. Study Groups are the only exceptions to that rule and they are required to reserve by 3pm the business day before. We do not allow day of adds. Our policies can be found here if you would like more info: lsu.edu/as/events. Hope this helps!