Room Request Form

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Paul Robeson Cultural Center Room Request Form

Please allow 1-2 days for your request to be processed. During peak scheduling periods it may take up to 6 days.

In order to be able to place your event in the best location to serve your needs, please provide as much information about your event as possible.

1. Please provide the following information: Student Organization or Department Name
Authorized Requester Please note: Advisors cannot request space for Student Organizations.	Person who is requesting space and will be a contact for the Event Management Office.
Authorized Requester's Mailing Address
Authorized Requester's Phone
Authorized Requester's Email
Contact Person/Person In Charge of Event	A second person who can make changes, do setup and the person who will be in charge at the event.
2. Indicate your preferred room(s) in the Paul Robeson Cultural Center	CONFERENCE ROOM 16 CONFERENCE ROOM 19 HERITAGE HALL ROBESON KITCHEN
3. Estimated Attendance	Estimated attendance is important!
4. Event Date(s) and Start/End Time(s)
5. Please describe the type of function sponsored (e.g. Meeting, Performance, Reception)
6. Title of your Event
7. Description of the event
8. Requested Set-up & Equipment (for complex setups, also contact Magdy Taha at 21E HUB-Robeson Center or by phone at 814.865.1779)
Please provide the following set up information if applicable to your event: Changes in set up during the event: early in program you will need the room set with chairs then for a later part of your program set with tables or no furniture. Parking & loading needs Total set up and tear down time for your event: We need to know the total amount of time you plan to be in the space you are requesting including set up before the event and tear down after the event is over. Additional room needs (i.e. dressing rooms, break out rooms): Note that this may add additional charges to your event. Audio/Visual Needs Professional Services: Please note that some events require Tech Services and Police Services to be present. This will add additional cost to the event.
9. Will this event contain the presentation of material, whether oral, written, or visual, which is sexually explicit or graphically violent?	Yes No
If "Yes" Please explain the nature of the sexually explicit or graphically violent material:
10. Will any of the organizations involved (in sponsoring this event) be requesting funds from the University Park Allocation Committee (UPAC)?	Yes - No
11. Will any of the organizations involved be posting flyers or hanging banners to publicize this event?	Yes - No PLEASE DO NOT PUBLICIZE AN EVENT UNTIL YOU HAVE RECEIVED A CONFIRMED RESERVATION.
12. Will food be served?	Yes -No
If "Yes" Please choose how the food is being handled:	Food brought in by individual event participants Brought in by the organization Catered
13. Please read the HUB-Robeson Center Reservation Guidelines below:

HUB-Robeson Center Event Management
Reservations Policies & Procedures for
University Affiliated Departments & Student Organizations

Created by the Event Management Office, GURU, & "Policies and Rules for Student Organizations")

HUB-Robeson facilities may be reserved by registered student organizations or
University-affiliated departments.

Reserved rooms confirmed by the Event Management Office can only be accessed during the times listed as “Prep/Clean Up Times” on the event confirmation. These times are specified by the requesting organization and may be changed by the Event Management Office staff.

FOOD & BEVERAGE

Organizations wishing to serve food within the duration of any confirmed reservations in the HUB-Robeson Center are required to complete a Food Waiver form. Forms can be obtained from the Event Management Office.

ORGANIZATION AND/OR PARTICIPANT CONDUCT

All programs should be conducted in such a manner as to not be disruptive to others via excessive noise, offensive material, etc.
All materials including food, drink, trash, or leftover supplies must be removed from the room or placed into the trash containers provided. Failure to do so will result in additional charges to your organization for cleanup and/or time.
Some events may require Police Services to be on duty for the duration of the event.
The HUB-Robeson Center is not responsible for any losses or injuries suffered by any persons as a result of activities sponsored by the reserving organization. These incidents should be reported to the Information Desk immediately.
The HUB-Robeson Center facilities are designated as smoke and alcohol free.
Violations of any HUB-Robeson Center policies may result in the loss of reservation privileges, charges or both.

FACILITY GUIDELINES AND USAGE

Storage space is not available. The HUB-Robeson Center staff is not responsible for any materials or equipment left in the building overnight, during breaks, or after events.
The HUB-Robeson furniture and equipment must only be moved by our employees. Charges will be assessed to organizations who move furniture.
Decorations, signs, handbills and other materials must not be attached to walls, windows, doors, painted or papered surfaces, or displayed in any area of the building. In addition, notices, fliers, handbills, etc. may not be distributed on the tables, chairs, window ledges, etc. in the facility. Handbill, fliers, notices, etc. may only be distributed from the student organization tables with an approved reservation. Fliers and handbills may be posted on the general purpose bulletin boards providing they follow University guidelines for posting.
Posters, signs, banners, etc. may only be displayed inside of the HUB-Robeson Center in areas approved by Event Management.

CANCELLATIONS

The Event Management Office must be notified of any room cancellation of confirmed reservations no later than 48 hours before the meeting, or by noon on Friday for a weekend event. Failure to cancel the event will result in surcharges or possible loss of reservation privileges.

In considering the assignment of space, University funding, or the approval of publicity for activities involving sexually explicit or graphically violent material, consideration shall be given to general standards of decency and respect for the diverse beliefs of members of the University community

In considering the assignment of space, University funding, or the approval of publicity, including banners, for student activities involving sexually explicit or graphically violent material, consideration shall be given to general standards of decency and respect for the diverse beliefs of members of the University community, including whether the content of the activity, or its publicity, is lewd, or obscene.

I have read and agree to abide by the HUB-Robeson Center Reservation Guidelines and understand that this request will only be confirmed once the computerized reservation form is signed by the reservationist. I understand that I need to come back to the office in one to two days to pick up a reservation for this event. There should be no contracts or publicity for the event until I have received a confirmation for the space.

Yes, I agree
No, I do not agree

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Updated March 2, 2007