How a Student
from a Club / Organization Schedules a Room
STEP 1: The Reservation Form
Come into the Campus Center Office - there are
always a stack of blank green reservation forms on the corner
of Christina's desk
Ask for help when you need it! Christina will
help you with the form if you are unsure
If you are scheduling an event, have a chat with
Christina about it - she can help you with things like location,
date, time, set-up, media, lighting, & all sorts of other
things!
STEP 2: The Approval
Whether you are planning a meeting or an event,
you need to get approval!
Your club advisor signs off first - this ensures
that your advisor is aware of and approves of everything that
your club or organization plans - it basically keeps them
in the loop
Your club president initials the form next -
this ensures that your club as a whole is on the same page,
so that we don't have different club members trying to plan
the same event
Now you sign the form! You sign the form to show
that you are the one planning the event and that the form
is complete
STEP 3: The Processing
You turn the form into Christina and wait.
Christina checks the scheduling system (EMS Lite)
to see if the date, time, and location will work - she will
have done this when you sat down to fill out the form, but
if it takes a week or more for you to turn the form back in,
someone else might have snatched up your room in the meantime!
Christina also checks to see if your event will
conflict with another - for instance, if you want to hold
a prayer vigil in G-Lobby, and there is a Battle of the Bands
going on in the Pub, that might not work out so well!
If you are requesting a room that is also used
for classes - like an auditorium or a classroom, Christina
checks with the Registrar's Office to make sure the space
is available in their end.
If everything checks out OK, we're set to go!
Christina inputs all the information from the reservation
form into the scheduling system.
STEP 4: The Confirmation
Christina will print out a pink confirmation
sheet for your event - it will have on it your contact information
and club affiliation, all your event information from the
green reservation form, and at the bottom it will have some
basic event information and expectations (ie: noise level)
You will receive the confirmation sheet in campus
mail - you need to check it over to make sure all the information
is correct (everyone makes mistakes, you know!)
If the information checks out OK, you sign the
bottom and return it to Christina - if you have any changes
or corrections, you should put them right on the sheet and
discuss them with Christina to make sure they are OK
You are done! Congratulations - you have booked
an event on campus!
