HRC Room Request Form

HUB-Robeson Center Room Request Form

A. Instructions on how to use this request form.
B. Policies and procedures for event planners and organizations using the HUB-Robeson Center
C. See what rooms are already booked.
D. If your event requires any setting up, then please contact our office.
E. All required entries are labeled with a RED asterisk (*)

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

Information needed to fill out this form:

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.

Before filling out this form, please review the above instruction on the use of this form.

Authorized Requester - Person who is requesting space and will be a contact for the Event Management Office.

Contact Person - A second person who can make changes, do setup and the person who will be in charge at the event.

Expected attendance is important!

Will there be food?

Will there be entertainment, band, speaking, performances?

Will there be a need for more than one setup for your event?

Example - 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.

Will there be parking issues? Unloading issues?

Will additional setup and or tear down time be needed? We need to know the total amount of time you plan to be in the space you are requesting.

Will your event require additional rooms i.e.. dressing rooms, break out rooms? Note that this may add additional charges to your event.

For just basic meeting rooms will you be needing any kind of audio/visual equipment.

Be aware that some events require Tech Service and Police Service to be present. This will add additional cost to the event.

PLEASE DO NOT PUBLICIZE AN EVENT UNTIL YOU HAVE RECEIVED A CONFIRMED RESERVATION.

1. Please provide the following information:

* Student Organization
or Department Name

* Authorized Requester

Please note: Advisors cannot request space for

Student Organizations.

* Authorized Requester's Mailing Address

* Authorized Requester's Phone

* Authorized Requester's E-mail

Contact Person/Person In Charge of Event

2. Indicate your preferred room(s) in the HUB-Robeson Center:*

Check Room Availability

3. Estimated Attendance: *

4. Event Date(s) and Start/End Time(s): *

5. Please choose the type of function sponsored: *

6. Title of your Event: *

7. Description of the event: *

8. 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:

9. Will any of the organizations involved (in sponsoring this event) be requesting funds from the University Park Allocation Committee (UPAC)? * Yes No

10. Will any of the organizations involved be posting flyers or hanging banners to publicize this event? * Yes No

11. Will food be served? * Yes No

If "Yes" Please choose how the food is being handled:

12. Please read the HUB-Robeson Center Reservation Guidelines below:

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

- No Preference -
106 HUB
107 HUB
110 HUB
111 HUB
129A HUB
129B HUB
129C HUB
16 ROBESON
19 ROBESON
232 HUB
233 HUB
235 HUB
302 HUB
321 HUB
322 HUB
324 HUB
325 HUB
327 HUB
328 HUB
330 HUB
331 HUB
332 HUB
ALUMNI HALL/BALLROOM
AUDITORIUM/HUB
HERITAGE HALL
ROBESON KITCHEN

Information needed to fill out this form: 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. Before filling out this form, please review the above instruction on the use of this form. Authorized Requester - Person who is requesting space and will be a contact for the Event Management Office. Contact Person - A second person who can make changes, do setup and the person who will be in charge at the event. Expected attendance is important! Will there be food? Will there be entertainment, band, speaking, performances? Will there be a need for more than one setup for your event? Example - 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. Will there be parking issues? Unloading issues? Will additional setup and or tear down time be needed? We need to know the total amount of time you plan to be in the space you are requesting. Will your event require additional rooms i.e.. dressing rooms, break out rooms? Note that this may add additional charges to your event. For just basic meeting rooms will you be needing any kind of audio/visual equipment. Be aware that some events require Tech Service and Police Service to be present. This will add additional cost to the event. PLEASE DO NOT PUBLICIZE AN EVENT UNTIL YOU HAVE RECEIVED A CONFIRMED RESERVATION.	1. Please provide the following information: * Student Organization or Department Name
	* Authorized Requester	Please note: Advisors cannot request space for Student Organizations.
	* Authorized Requester's Mailing Address
	* Authorized Requester's Phone
	* Authorized Requester's E-mail
	Contact Person/Person In Charge of Event
	2. Indicate your preferred room(s) in the HUB-Robeson Center:* Check Room Availability 3. Estimated Attendance: * 4. Event Date(s) and Start/End Time(s): * 5. Please choose the type of function sponsored: * 6. Title of your Event: * 7. Description of the event: * 8. 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:** 9. Will any of the organizations involved (in sponsoring this event) be requesting funds from the University Park Allocation Committee (UPAC)? * Yes No 10. Will any of the organizations involved be posting flyers or hanging banners to publicize this event? * Yes No 11. Will food be served? * Yes No *If "Yes"* Please choose how the food is being handled:**
	12. Please read the HUB-Robeson Center Reservation Guidelines below:
HUB-Robeson Center Event Management Reservations Policies & Procedures for University Affiliated Departments & 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, 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.