| Appendix B - Scheduling |
|
University Center, Rudder Tower and the Memorial Student Center The University Center Scheduling and Services Office, located on the second floor of Rudder Tower, accepts reservation requests for Rudder Tower meeting rooms, MSC meeting and banquet/ ballrooms, Rooms 110 and 111 of the Koldus Building, Tower/MSC mall areas, halls, tables, and audio visual equipment. Reservation requests will be accepted in the Scheduling Office on November 15th for the following spring semester and April 15th for the following fall semester. Reservations will be issued after all conflicts in requests have been resolved. After the closing date, all requests will be considered on a space available basis. Due to the increasing use of the University Center meeting areas, the Scheduling Office may have to make occasional last minute room assignment changes. This will be done to accommodate the maximum number of organizations. Any changes will be relayed to the person who scheduled the room initially, and the change will be reflected on the TV monitors around the University Center. Notice of cancellation of reservations must reach the Scheduling Office no later than 24 hours prior to the date of the event. Failure to comply with this procedure may prevent the use of facilities by other organizations. Guidelines for Room Scheduling and Room Use in the MSC and Rudder Tower As Texas A&M University continues to grow in the size and number of activities, it is increasingly complex to accommodate as many groups as possible. The following guidelines will help to derive the maximum benefits in the use of the facilities. Meting times, Monday - Friday, will be divided into three time frames:
PLEASE REQUEST ONE TIME FRAME AND STAY WITHIN THAT TIME An officer or committee chairperson should handle each group's scheduling and this should be done in person at the Scheduling Office - 2nd Floor Rudder Tower. Be careful not to overestimate the size of your group as this reduces the number of rooms available to you. Be sure your advisor is aware of your request and scheduling space. Be sure to reconfirm your scheduled reservation at least 48 hours in advance by calling the Scheduling Office at 845-8904 with starting time, attendance, room setups, audio equipment needed, etc. All exhibits, displays, or decorations must be approved, in advance, by the scheduling office. Be aware of simple, common sense rules against the use of tape, tacks, or anything on the walls that may deface the surface. Minimal use of masking tape only is allowed. IT IS IMPORTANT THAT EACH STUDENT GROUP BE FAMILIAR WITH THE UNIVERSITY CENTER FOOD POLICY. Recognized student organizations may provide refreshments served by and for the exclusive use of that organization's members. The items to be served are limited to light refreshments, such as coffee, tea, punch, carbonated beverages, cookies, donuts, sweet rolls, crackers, cheese, chips, and dips. Anytime you invite visitors, you must order from Food Service, through scheduling office at least 72 hours in advance. (Special cases, as approved by the University Center manager, with approval based on the inability of the Food Service Department to provide the required services, with each event each year requiring a separate approval may be allowed. NOTE: Please inform us when you plan to serve refreshments so that we may set the room up properly.) Be certain to leave your room setup as it was when you began, and leave it clean. A cleaning fee will be levied on any group that leaves a room in unsatisfactory condition. Scheduling Dinners and Banquets If your organization is planning a meal function in the University Center, the first step is to reserve the room through the Scheduling Office. As soon as the room is confirmed, contact the catering office at Food Services at 845-1000 to plan the menu and cost. In planning your event, please remember that incidentals such as flowers, decorations, gifts, awards, etc. will contribute to the cost of your event. Remember to send invitations early enough to allow for replies and an accurate count of those planning to attend. For further clarification, please contact the University Center Scheduling and Services Office at 845-8904, 2nd Floor Rudder Tower. University Center Hallway Areas Prior to actual use of the first and second floors of the MSC, a use permit must be obtained through the concessions process administered by the Department of Student Activities located in room 125 of the Koldus Building. The university Concessions Committee Policy can be found in the "All Things Financial" of this manual. Applies to All Users
Applies to Student Use
Applies to Non-Student Use
University Center Audio/Visual Equipment The following audio/visual equipment to be used in the Rudder Tower and MSC and Koldus meeting rooms should be reserved through the Scheduling Office. Carousel slide projectors, overhead projectors, extension cords, 16-mm film projectors, extra carrousels, tape recorders, Wollensak cassette synchronizer, portable screen and microphone. VCR's, monitors and video projectors must be reserved in the Theatre Office. There is a charge for this equipment. Scheduling the Rudder Theatre Complex The Rudder Theatre Complex includes the Auditorium, Forum, and Exhibit Hall. Requests for reservations should be made to the Theater Complex Office at 845-8903. Requests for scheduling will be accepted from all recognized student organizations and held until a closing date of November 15th for the following spring semester and April 15th for the following fall semester. On each closing date, tentative reservations will be issued after all conflicts in requests have been resolved. After the closing date, all requests will be considered on a space available basis. At least two weeks prior to the date of the event, the details of the event should be outlined on a confirmation form and a copy given to the representative. An estimate of costs involved should be discussed and a written estimate obtained. If the organization decides to cancel an event, the Theatre Complex should be notified at least one week prior to the reserved date. There will be a charge involved in any cancellation made less than one week prior to the date of the event. Student organizations will be charged for using the Theatre Complex facilities. Minimum hourly rates for ticketed student organization events as of September 1, 1995, based on minimum staff requirements. Please contact the Theater Complex Office for additional rate information. Included in charges are setup and take down times. The estimate of the cost involved in any program can be obtained by calling the Theatre Complex Office, 845-8903. The Theatre Complex Office is located on the first floor of the Theater Complex near the Exhibit Hall. Please feel free to go by the office to discuss any plans for upcoming events. Scheduling Various Other University Facilities Academic Classrooms - Besides the University Center there are many other rooms in which organizations may hold meetings and conferences. Student organizations are urged to make use of these classroom facilities especially as the use of the University Center becomes harder to schedule. Classroom availability naturally is determined by the classes held in each, but a number of them are available in the evenings. There are also several meeting rooms in the library. Listed below you will find various campus buildings and phone numbers that you may call to reserve available space:
All Faiths Chapel The All Faiths Chapel is the center of on-campus religious activity. Accordingly, religious workshops, services, and programs must be held in the Chapel and scheduled through the University Center Scheduling Office in conformity with established Chapel policy. There is a users fee for weddings in the All Faiths Chapel. Any recognized student organization wishing to use the chapel should contact the Scheduling Office in Rudder Tower for more information or call 845-8904. Hensel Park Hensel Park is a 28 acre recreational facility located on South College Avenue, just north of Married Student Apartments. The following facilities are available to rent:
University-related groups have priority in scheduling until (2) weeks before date of use. Alcohol is not permitted, but catering is allowed. For faculty, staff, and students, a $20 fee is required. For groups not affiliated with the university, a $30 deposit and a $30 fee is required. The park is also equipped with four (4) wood picnic shelters, two large and two small. These areas are for small outings (we suggest 10 or less) and are available without reservation or cost. Hensel Park has a small fitness court, children's playground area, and public restrooms (available when park space is reserved). User must sign a request form and obtain confirmation from the Department of Student Activities. Contact Student Activities Suite 125, John J. Koldus Building, 845-1626, for reservations and information. Memorial Student Center (MSC) Student Programs Office Meeting Rooms There are three meeting rooms available in the MSC Student Programs Office area. These meeting rooms are available only during office operating hours. Room 216-T MSC is the MSC Council Conference Room and has a seating capacity of 25. MSC Room 216-A-B has a seating capacity of 12 and MSC Room 223-D has a seating capacity of 25. These three meeting rooms have priority reservations to accommodate MSC Council, MSC Staff and the Division of Student Affairs. Additional reservations by university organizations must be made through the Student Programs Office staff on a space-available basis. Please come by Room 216 MSC or call 845-1515 for further reservation information. Off-Campus Facilities There are also many occasions when student organizations have a need for off-campus facilities to hold social functions, meetings, retreats or conferences. There are many places around town which might provide the necessary facilities your organization requires. Most apartment complexes have party rooms available, and there are church and hotel facilities available in the community. The Department of Student Activities, 125 Koldus, Maintains a resource book of retreat and meeting locations. It is always wise to conduct an inventory check before you use any facility and then check it again at the close of your event. Documenting this check could protect your organization from being wrongfully charged for damages and lost articles. Outdoor Area Facilities These may be times that your organization plans an event requiring an athletic or outdoor area. Any event using university facilities or areas must be scheduled through the appropriate scheduling office and, depending on the nature of the event, may require the completion of a pre-event planning form accessible online at http://studentactivities.tamu.edu/risk/eventplanning.htm. The scheduling offices for campus facilities, phone numbers, and jurisdictions are: Office of the Athletic Director, Athletic Facilities, 845-2312 Recreational Sports Director, Intramural Fields, Simpson Drill Field, Polo Field, and other outdoor areas, 845-2624 Head of Department, Health & Physical Education, G. Rollie White Coliseum, tennis courts, East Kyle, 845-3109 Student Activities Office, Hensel Park, Spence Park, and other outdoor areas on main campus adjacent to classroom areas, parking lots, 845-1133 Questions about scheduling of any main campus outdoor areas, solicitation, concessions, charity, and welfare may be directed to the Student Activities Office, 125 Koldus Building. |