Quad Multipurpose Room Facilities Reservation and Use Policies

Description:

The Quad is equipped with four (4) Multipurpose rooms. As a pilot program for the Fall 2021 academic semester, three (3) of the multipurpose rooms are eligible for campus department reservations between reservation hours. Reservation hours are identified as Monday – Friday 9:00 AM – 4:00 PM.

General Guidelines:

Campus departments may reserve rooms between business hours (Monday – Friday 9:00 AM – 4:00 PM).

Reservation requests of more than 1-semester in advance require approval from the Director of Operations.

Leaving the facility in an unclean condition or damaging facilities and/or equipment may result in additional charges to the group for cleanup and/or recovery of losses.

Payment Policies and Procedures:

Payment must be submitted within three (3) business days of receipt of their confirmation and prior to their reservation. If payment is not received within the three (3) business day period, the reservation may be canceled.

Campus departments are required to pay via SC Voucher.

Reservation Changes and/or Cancellations:

Cancellations must be received in writing (email) at least 24 HOURS in advance of the reservation date and time or the reserving party will be responsible for paying a service charge.

All changes to bookings/reservations must be submitted via email no later than 24 hours in advance.

Room Care and Use (or Etiquette): (Before you leave "instructions.)

• Regarding the room setup, meeting facilitators are permitted to change the layout of the furniture in the room for the duration of the booking, as long as the furniture is not removed from the room and the room is returned to the original configuration at the conclusion of the booking. (Chairs and tables are available, but no set-up or take-down will be provided by Quad staff.)
• Ensure the room is returned to its original state after the meeting as a courtesy to the next user. Should there be any damage of property or unexpected issues and/or accidents during the booked time, the user and/or booking representative should report to the Quad Front Desk representative immediately. Users will be responsible for the cost of such damage.
• During meeting times, the room doors must be closed to prevent humidity.
• Food and beverages are allowed in the conference rooms. The meeting organizer will be responsible for ensuring the conference room is cleaned of any trash, food, drinks, and meeting materials. In addition, the meeting organizer will be responsible for working directly with all catering and food delivery setup.
• Adhere to the maximum occupancy capacity.
• The groups are responsible for securing and maintaining the condition of all the audio-visual equipment during the scheduled meeting time. If equipment is lost, stolen, or removed from its original location or displays damage beyond normal use, the reserving entity will be charged a repair or replacement fee.

Audio-visual Equipment:

• The multipurpose rooms are equipped with a built-in computer, screen, and podium. Microphones and lapels are available upon advance request.

Behind the scenes policies and procedures (to be conducted by OA's or DA's):

• Room Inspections (before and after)
• AV Equipment Check Out
• Access Control