Reservations-Weekly Limitations

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Reservations-Weekly Limitations

Posted by Kaitlyn Dyleski on Oct 11, 2017 4:03 pm

Hello Everyone,

We are working with limited space in our building (and on campus in general) for our weekly reoccurring meetings/rehearsals for student organizations and are looking to put a cap on the number of hours they can reserve each week.  Does anyone have policies around this and what is the cap if you have one?

Thank you,
Kaitlyn
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Re: Reservations-Weekly Limitations

Posted by Allen Flanagan on Oct 11, 2017 5:34 pm

Kaitlyn,

We have two limits in place regarding limits on space usage.  The following are the sections in our policies that reference those limits.  

Lobby Tables:  
Lobby tables are reserved on a first-come-first-serve basis and may only be reserved Monday through Friday.  Each sponsoring organization or department is only permitted to reserve space three (3) days in a given week, but may reserve lobby tables up to six months in advance.  (note:  we do not have a time/hour limit on these reservations)

Meeting Rooms:  
Student organizations that meet regularly are limited to four (4) hours of regularly recurring meetings per week within the LUC.  Exceptions may be made when the organization is conducting special programs or social events.  Exceptions to this limit will be made by the Director or their designee. 

Re: Reservations-Weekly Limitations

Posted by Braden Kuznia on Oct 12, 2017 9:36 am

Here at Minnesota State University in our Student Union we follow the policy below:

A campus organization may request scheduling of a meeting room (limit of two rooms once a week per organization - maximum of 6 reserved hours/week) on a continuous series basis one year at a time. Room request forms with return deadline and specific scheduling information will be sent to all recognized student organizations from CMU Event Services at least one month prior to the end of the current semester . Requests for additional rooms must be made on a weekly basis. If a campus organization fails twice in one semester to notify CMU Events Services of cancellation of their meeting room for the week, they will be charged a $25 non-cancellation fee. If they fail to cancel a room a third time, they may be denied the right to schedule in advance.

Re: Reservations-Weekly Limitations

Posted by Lesa Radtke on Oct 12, 2017 9:57 am

For those who place limitations on the number of reservations or reservation hours per week for student groups, how to do track and enforce this?  Do you cap reservations for departments as well?

Thank you.

Re: Reservations-Weekly Limitations

Posted by Geoff Combs on Oct 12, 2017 11:01 am

We do have limitations on recurring events/meetings and rehearsals.

Recurring Events/Meetings/Practices and Block Space Holds
Given the high demand for meeting, conference and event space, a request may be denied if it monopolizes the same space on the same day each week, consecutive days, or for extended periods of time. Event Services may deny any space request which holds a large block of space(s) on consecutive or ad-hoc dates, unless part of a single conference or event.   This policy also applies to recurring practices and rehearsals requesting the ballroom or other multipurpose spaces.

As a matter of practice, we do not typically refuse requests for recurring meetings in a meeting/conference room.   We would allow those...unless the request is unreasonable (requesting the room for a full week, or every Monday from 8-5).   In short, the policy is flexible enough for us to call any request in to question if it monopolizes space, either recurring or one-time.   We do not accept practices or rehearsals, unless it is one-time and usually the day-of the event.

 

Re: Reservations-Weekly Limitations

Posted by Kaitlyn Dyleski on Oct 12, 2017 3:42 pm

Thank you everyone! This is very helpful!

Re: Reservations-Weekly Limitations

Posted by Paul Terzino on Oct 13, 2017 9:58 am

At Western Michigan University's campus center we allow Registered Student Organizations (RSOs) one general body meeting and one exec committee per week.  We cap meetings at 3 hours.  Unuique programs/events do not count toward this limitation

Paul Terzino
Bernhard Center
WMU

Re: Reservations-Weekly Limitations

Posted by Kim Celano on Oct 16, 2017 12:48 pm

Here at Temple, registered student organizations are limited to two reservations per week. We do not track the hours of the reservations. They can use these two reservations at their discretion, whether it's a General Body Meeting + an E-Board Meeting, or a GBM + a special event, an atrium table + dance practice, etc. 

Last year, we expanded our policy so that after the fourth week of the semester, organizations can then request additional reservations beyond their normal two. The notion here being that at this point in the semester, most groups with recurring meetings will have them scheduled already - and if there's open space in the building, we'd like to see it utilized.

Our student event assistants monitor the orgs' frequency of requests as they process reservation requests. Sometimes one or two may slip through, but we then usually catch it at our weekly Events Meeting which is conducted between myself, our two event coordiantors one of our operations managers, as well as our graduate student event assistant. 

Hope this helps!
Kim Celano
Howard Gittis Student Center
Temple University