RESERVATION PROCEDURE OUTLINED

• Consult with the Student Programs Coordinator of Events and Programs to review your ideas, learn about college services and policies, for guidance in planning your event, and to begin the registration process.
• Contact the Conference and Event Services Coordinator, x2153, to request one of the available reservable campus locations, and place a tentative hold on the venue. Simple meetings can be confirmed immediately. For other requested uses, the Conference and Event Services Coordinator makes a tentative reservation, temporarily holding the space.
• To confirm this reservation, receive services, and get approval for your planned event, you must complete the Event Registration Form and submit it to Student Programs a minimum of 14 days in advance of the event date..
• Setup and Technical Requirements: [Sound & Lights, Etc.]
  Requests for set up and/or technical needs must be noted on the Event Registration Form. For events with particular sound and lighting requirements (especially off-campus performance groups with specific technical needs), organizations must discuss details well in advance with the Assistant Director of Operations in Student Programs. Approval of the technical requirements and review of all contract terms by the Director or Assistant Director of Student Programs must be obtained before any contract is signed. All contracts must be reviewed and signed by an MHC professional staff person. Allow sufficient time in your event planning for contract review and negotiation. Only the Director and the trained student technical staff may use/access the Chapin sound, lighting, and stage equipment. Technical staff must be present at all technical rehearsals and performances. Generally there is no charge to MHC groups for student technician labor, or sound and lighting services, however, equipment and staffing is subject to availability.
• For special events in the Great Room and Chapin, beer service, wine coolers, soft drinks, and snack services can be arranged through Dining Services, x 2522. Requests must be made a minimum of two weeks in advance.
• If a set-up of tables and/or chairs is requested, a diagram should be attached to the Event Registration Form with measurements indicating specific placement and the name of the person requesting the services. Service charges for Set-ups from Facilities Management vary with the venue and the desired set-up. The Student Programs Coordinator of Events and Programs can review the estimated charges with you and discuss when it might be appropriate for orgs to do their own set-ups to save money. See Rule and Tools Appendix "College Services Budgeting" for more info.
• Student sponsors of all events are responsible for "basic community consideration clean up" immediately after the event, including the removal of all decorations (and tape!), the bagging of all trash, and the restoration of any furniture moved for the event by the student sponsors. For most events, Facilities Management Custodians or Contract Cleaners will then conduct a professional clean up ­ some fees may apply, especially for large events and events with food and/or beverages. Discuss likely fees with the Coordinator of Events and Programs @ Student Programs.
• Public Safety typically will do a walk-through of the event, stationing officers as it deems necessary. For most events on Fridays and Saturdays, there is no charge to event sponsors for this service unless there are additional security concerns requiring dedicated staffing.
• Curfews: Mary E. Woolley Hall (Chapin) and Blanchard Campus Center officially close at 2 a.m. on weekends. All events must end by this time. It is the responsibility of event sponsors to clear the room of all attendees and begin cleanup of the event in accordance with this curfew.

Cancellation of an Event — If an event needs to be canceled or postponed, the Conference and Event Services Coordinator needs to be notified immediately. The sponsoring organization may be responsible for payment of services originally requested. (See Public Safety and Facilities Management sections.) If the event is cancelled at the last minute, after business hours on the scheduled date, please inform the staff of the Campus Center Info Desk (x2045) and the Public Safety Dispatcher (x2304) so they can accurately inform patrons.