Tips for Requesting/Using Space on Campus
1. KNOW WHAT YOU WANT BEFORE YOU ASK
Be sure you have ALL of your information together before you call to reserve space. This includes the type of event, time, number of people, setup, and special needs. Having all of this information together before you ask will speed up the process and insure that you are able to get what you need. Please call well in advance of the event. The "Request for Use of Campus Grounds" must be made to Aaron Boggs, Superintendent of Grounds at firstname.lastname@example.org.
2. MATCH YOUR NEEDS TO THE FACILITY
Please be sure that the facility you request is the right size to accommodate your event. Patrons do not enjoy SRO (standing room only), and a meeting for 25 is dwarfed in an auditorium. Calling well in advance can solve this problem most of the time.
3. BE AWARE OF ALL POLICIES AND RESTRICTIONS
When reserving a facility, be sure that you are knowledgeable about any and all policies and restrictions concerning the use of the facility. Not only will this help your event go more smoothly, but it can help prevent awkward situations from occurring the day of the show. Likewise, respect all policies and restrictions. Remember, your group's image is often formed by the respect they show for facilities and the policies and restrictions that go with them. When you disregard or violate these policies and restrictions, your group (and other student groups as well) may be prohibited from reserving that particular facility, or other facilities, in the future. Open flames, such as candles, are not allowed. Alcohol is not allowed without proper procedures.
4. CONFIRM YOUR RESERVATION
When your group is having a special or big event, confirm your reservation a week or so prior to the event. This can prevent embarrassing or awkward situations, and gives the scheduler the opportunity to double-check your arrangements and inform you of any problems and/or changes. It is very important to keep your copy (receipt) of your reservation. It will be needed if there are any problems.
5. ENTRANCE TO THE FACILITY
Please make sure when you reserve a facility that you fully understand the arrangements for entrance to the facility. Be sure that someone (preferably the person who scheduled the event) checks the facility about fifteen minutes prior to usage to make sure the facility is open. This gives you time to call 852-6111 or DPS to get the facility open. If in the Student Activities Center (SAC) or Red Barn, contact the Student Activities Office at 852-6691.
Please pay careful attention to details; they can determine the success of most programs.
Be sure and get your publicity out early. Make sure the information regarding publicity is correct and tells patrons what they need to know. Be sure to post publicity correctly so that your hard work and efforts do not go to waste when illegally posted publicity is torn down. Also, use all of the University publicity available to you. Services can include the following: flyers, publicity on the televisions in the SAC, Org Sync and online calendars and The Cardinal newspaper. RSOs may also submit information to be included in the University calendar and the SAC TVs by e-mailing Kenny Quisenberry at email@example.com. All requests must be submitted in writing.
Do you have special parking needs or are there a lot of off-campus people coming to your event? Don't leave parking to chance. Contact Laura Lutts of DPS Parking at 852-7275 or firstname.lastname@example.org to make arrangements for special event parking. Again, plan for parking early as space disappears quickly.
If your event needs special setup, make sure you have made arrangements for that. Go early to the facility and double-check the setup so that you have time to make adjustments if necessary. It also helps to use diagrams when possible. This helps the setup person know exactly what you want, where you want it, and prevents you from having to completely set up the room when you get there. Last minute changes may increase your costs for the facility.
If you are serving food, make sure that all of your food arrangements are taken care of well in advance. Be sure that every part is covered from setup, to menu, to service, to cleanup. Be sure that the price covers EVERYTHING so you won't have any last minute surprises. Check with the facility scheduler to make sure there are no restrictions concerning food in the facility. The University caterer is Sodexo/Flavours Catering and can be reached at 852-5211.
Be sure all of the cleanup arrangements are taken care of well in advance. Failure to clean up can result in additional charges and/or the inability to schedule the facility again. Again, check with the facility scheduler to see if there are any special details that pertain to cleanup.
12. AV EQUIPMENT
If your program needs AV equipment, ask the scheduler about what is in the facility. The Student Activities office will probably have what you need for use in the SAC or the Red Barn. If you are not in the SAC or the Red Barn, chances are good that you will have to go through the Instructional Communications Center at 852-6465 or https://louisville.edu/it/help/classroom/media-belknap to take care of your media support needs. 48 hours notice is required for all AV requests. Be sure that you know exactly what you need. This will help the people at IT serve you and keep your cost down by getting only necessary equipment or services.
13. DAY OF EVENT
Please take care of any last minute details and make sure the facility is open and the setup is correct. The earlier you check these items, the more time you will have to find solutions, if you have any problems.
Be sure to follow through on the cleanup. There may be another user coming in right behind you; if you were in their position, you would appreciate it if the group before you cleaned up after itself. Also, does anything need to be returned? Take care of those things immediately, so your group has a good image. Please take time to follow up. Were there any problems in using the facility or were things not as they were supposed to be? Let the scheduler know immediately after the event so that steps can be taken to remedy the situation as quickly as possible.
Please be aware that your group is liable for all guests and members attending your event. Be advised that the individual or group listed as reserving the space is responsible for any and all damages to the Student Activities Center caused by their members or guests.
FACILITY PHONE # FACILITY SCHEDULER
Stricker/Davidson Rooms/Auditoriums 852-6180 Marcia Reed
Ekstrom Library Auditorium 852-8704 Erea Marshall
Playhouse/Thrust Theatre 852-7926 Garry Brown
Intramurals (Facilities& Fields) 852-6707 David Hatfield
HSC Campus (Med, Dental and Nursing) 852-5696 Greg Crawford
Comstock Hall/Music School 852-4194 Angela Keene
Student Activities Center/Red Barn 852-6691 Teresa Smith
Online registration for the SAC http://louisville.edu/studentactivities