University Union PDF

The University Union Hand Book 20102

The University Union, a program of the Associated Students, Inc. provides the campus and the community with a variety of services as well as places for social, recreational, cultural and educational pursuits.

The University Union has a great deal to offer. Housed within the Union buildings are the Associated Students Administrative Offices, Student Government Offices, information and reservation center, Student Life and Leadership Programs office, ATM machine, food services, recreational facilities, game rooms, and lounge areas. With conveniently located televisions, the Union is the ideal location for catching up on current events, watching the big game, or enjoying music videos in a relaxing atmosphere.

Meeting and multipurpose rooms are also available for use by student organizations, academic and administrative departments, CSU East Bay affiliated groups, and off campus groups. The University Union provides an ideal setting for club and organization meetings, lectures, receptions, banquets, and special events.

This guide has been developed to acquaint guests with reservation policies and procedures in the University Union. If you are planning an event and would like to use University Union services and facilities, please refer to this guide to answer basic questions. Additional questions may be answered by University Union Reservations.

As the “living room” of the campus, the University Union provides the Cal State East Bay campus with a community center for students, faculty, staff and campus guests.W

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I. RESERVATION INFORMATION 6

Priority Reservation Groups

II. RESERVATION PROCEDURES 6Campus Orgs 8 Campus Depts 8 Off-campus Groups & Indies 8Fee Waivers 10Special Events 10 Set-ups 10Event Equipment 12Extended Building Hours 12 Additional Personnel Fees 14 Security 14Ticket Sales 14 Banner Space 14 Reservation Confirmation 16 Cancellation 17 Miscellaneous 18 Health, Safety, and Campus Order 18 Insurance 18

III. FOOD SERVICECatering 20Alcoholic Beverages 21

IV. POLICIESSmoking Policy 22Candlelight Policy 22Decoration Policy 22Posting Policy 23

V. PARKING INFORMATION 24 VI. ROOM RENTAL FEE SCHEDULE 26 VII. EQUIPMENT RENTAL FEE SCHEDULE 28 VIII. ROOM CAPACITIES 30

THE STEP BY STEP GUIDE FOR THE EVENT PLANNING PROCESS 30

TIMELINE FOR COMPLETING FACILITIES RESERVATIONS 38

PROGRAMMING CHECK LIST 40

CONTENT


UNIVERSITY UNION

POLICIES RESERVATION

PROCEDURES& INFORMATIONFEE SCHEDULE

ROOM CAPACITIES

TIMELINE FOR COMPLETING

FOR EVENT PLANNINGSTEP BY STEP GUIDE

RESERVATIONS

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I. RESERVATION INFORMATION

Reserving University Union facilities and equipment for non-academic use of the facility is arranged through University Union Reserva-tions either in person or online: www.asicsueb.com/asiforms/UniversityUnion/reservation.html/asiforms/UniversityUnion/reservation.html. All functions scheduled in the University Union are subject to approval.

Reservations are scheduled on a first-come, first served basis.

CAMPUS ORGS

• Recognized student organizations in good standing, as defined by Student Life and Leadership Programs.

• Associated Students, its Board of Directors, committees and sub-committees.

• University Union

CAMPUS DEPTS

• CSUEB Academic / Administrative Departments

• CSUEB Auxiliary Organizations

• University Union commercial tenants

OFF-CAMPUS GROUPS & INDIES

• Off-campus organizations

• Individuals

II. RESERVATION PROCEDURES

All Groups may reserve facilities and equipment online at: www.asicsueb.com/asiforms/UniversityUnion/reservation.html or by completing a reservation request form that may be obtained at the reservations desk located on the first f loor of the University Union expansion building.

All events occurring outside normal operating hours are subject to approval. Organizations or departments may not reserve space on behalf of another group. Groups may not sell, sublease, or transfer their reservation to another group in order to avoid operating and personnel charges.

All reservations are provided the following:

• Standard room set-up (see Set-ups on reservation form)

• One head table and one registration table

• Tables for food (no table skirts)


B. CAMPUS DEPTS

University Union facilities may not be used for regular academic classes. Room and equipment rental rates and fees are assessed according to the University Union Room Rental Fee structure and the Equipment Rental Fee structure. Rental rates apply to room usage in four (4) hour increments (See the section on rental rates).

PAYMENT OF CHARGES

Campus Depts will be billed after the event. The University Union will issue an invoice due and payable upon receipt.

C. OFF-CAMPUS GROUPS & INDIES

Off-campus Groups & Indies organizations may make reservations online at www.asicsueb.com/asiforms/UniversityUnion/reservation.html or by completing a reservation request form at the reservations desk. Room and equipment rental rates and fees are assessed according to the University Union Room Rental Fee structure and the Equipment Rental Fee structur. Rental rates apply to room usage in four (4) hour increments (See the section on rental rates).

A. CAMPUS ORGS

Recognized student organizations are required to contact Student Life and Leadership Programs to obtain a Student Life Program Form for all events held in the University Union.

Recognized student organization reservations must be initiated and confirmed by an authorized representative of the organization. Reservations are considered tentative until all approvals are obtained and the signed quote form is returned to University Union Reservations.

PAYMENT OF CHARGES

Campus Orgs are not charged for room or equipment use. Other charges may apply, such as overtime, special set-ups, or for damages. In the event that an organization does incur charges they will be billed after the event. The University Union will issue an invoice due and payable upon receipt. Outstanding invoices may result in suspension of University Union Reservation rental usage.


E. SPECIAL EVENTS

If an event meets any of the following criteria, Off-campus Groups & Indies rental fees will be assessed to the reservation

1. Event is sponsored or promoted by a non-univer-sity organization.

2. Event is a commercial venture or product show.

3. Event is a credited University class.

4. Primary purpose of the event is for the solicita-tion of goods or services.

5. Participation is solicited primarily from off-campus attendees (51% or more).

6. Event is not directly related to the educational mission of the University.

F. SET-UPS

All rooms have standard set-ups. Special set-ups may be provided upon request. Set-up and operation of Union equipment (such as tables, chairs, sound systems, etc.) may only be handled by University Union staff. Additional set-up fees may be assessed for arrangements that are nontraditional or require additional personnel.

PAYMENT OF CHARGES

Off-campus groups must submit a deposit of 50% of the total anticipated fees no later than two-weeks in advance. Full payment of all fees must be paid five working days prior to the event. If the deposit of the final payment is not submitted prior to the event, the event will be cancelled. In the event of a cancellation, for any reason, the University Union reserves the right to retain a 25% administrative fee from the deposit.

D. FEE WAIVERS

Waiver requests may be approved when the activity directly encourages or includes current or future enrolled CSUEB students. All waiver requests must be made in writing thirty (30) days prior to the scheduled activity. The predominance of attendees must me enrolled or prospective students.

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@ @ nion@ nionnion nformation regarding.

Can be obtained from the University Union website

www .asicsueb.com

hours


nionClasses in session

Classes not in session

Summer session

Monday-Friday 7am-11pm Saturday-Sunday 10am-8pm*



The normal operating hours of the University Union are as follows:

G. EVENT EQUIPMENT

Audio-visual and event equipment is available upon request. Please see the full list of available equipment which is attached. Use of non-University Union equipment is permitted, at the group’s own risk. All equipment use must accompany a University Union room rental. Equipment rental depends on availability. All University Union equipment are for the use in the rooms in which they are reserved. No University Union equipment may be reserved for use outside of the designated areas. Equipment is limited and is provided on a first come, first serve basis. The responsible person will be charged either a repair or a replacement fee if any of the equipment is found damaged or missing after the event.

H. EXTENDED BUILDING HOURS

All groups who request the use of the Univer-sity Union outside normal building hours will be charged an overtime fee. Please refer to the Uni-versity Union Room Rental Fee structure for exact charge (See the section on fee structure). Custodial and personnel charges may also apply.

* Union Expansion is closed unless an event is scheduled

I. ADDITIONAL PERSONNEL FEES

Some events may require additional University Union staff. Depending on the type and time of the event, additional cleaning services may be required. Sponsoring parties are responsible for all custodial/cleaning and additional staff charges. Additional staff requirements and related fees will be determined by the University Union and a quote will be provided prior to the event.

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L. BANNER SPACE

Groups may request banner space to announce events at the designated banner spaces on the East Balcony of the University Union. Interested groups should complete the Request for Banner Space online at www.asicsueb.com/asiforms/UniversityUnion/banner.html. Banner space is available for a maximum of one week on a first come, first served basis and may be reserved through University Union Reservations. Banners must be approved by the University Union Reservations Office and must meet the following requirements:

• Must include name of sponsoring organization

• Must be made of cloth, vinyl, or paper with paint/ink that does not bleed or run when wet

The University Union will be responsible for hanging and taking down the banners. All violators may lose future banner privileges. The University Union is not responsible for lost or stolen banners.

J. SECURITY

Security personnel may be required at the discretion of the Student Life and Leadership Programs office for all Campus Orgs events; by the University Risk Management office or the University Police Department for all Campus Depts and Off-campus Orgs & Indies events or by the University Union. This service must be provided with the coordination of the University Police Department. Exact cost and the number of personnel required will vary depending on the event. The event sponsor is responsible for all charges incurred.

K. TICKET SALES

Groups who sell tickets prior to or during events held within the University Union must adhere to Health and Safety Code Section 13113.6 which requires that any person, or public or private firm, organization, or corporation, that rents a facility and hosts a ticketed event for live entertainment must make an announcement prior to the beginning of the event, announcing the availability of emergency exits. It is the responsibility of the reserving group to make this announcement.

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M. RESERVATION CONFIRMATIONS

Once a reservation has been made and arrangements have been finalized with University Union Reservations, a written quote form will be provided to the Event Planner. Responsible individuals are asked to carefully review the information, sign it and return to the Reservations Desk. Event Planners should also notify University Union Reservations as soon as possible if facility and/or set-up needs are to be changed.

A reservation will not be confirmed until the University Union has determined that all of the necessary paperwork, including a signed reserva-tion quote, has been received.

If all necessary paperwork has not been submit-ted 72 hours prior to the date of the event, your reservation may be cancelled, without notice.


N. CANCELLATIONS

Recognized student organizations holding University Union confirmed room reservations must contact University Union Reservations and cancel the reservation 72 hours prior to the date of the confirmed event, if the event is scheduled to be cancelled. Student groups failing to cancel reservations within this time frame or who do not utilize their reservation (no show) on more than two (2) occasions within each academic quarter (September – June) will lose the privilege of using the facilities for one quarter.

All other organizations are required to cancel reservations one (1) week prior to the date of the confirmed event (see the section on “Payment & Charges”). Reservations cancelled less than one week in advance will be charged one half (1/2) of the designated rental fee. Cancellations received within 48 hours of a confirmed reservation and no shows will be charged the full rental fee.

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All reservation changes/modifications must be received 48 hours prior to the reservation. Requests received within 48 hours of the reservation may not be accepted. Please note that changes/modifications to any confirmed reservation may change reservation charges for the event.

O. MISCELLANEOUS

Sponsoring organizations are responsible for proper use of the facility and will be responsible for paying for any damages to the equipment or facility by anyone attending or drawn to the function.

Loitering and soliciting are prohibited inside the University Union. Penalties up to and including suspension of reservation privileges will be assessed for failure to follow established policies and procedures.

If you or someone in your group has a disability which requires special accommodations to the setup of the room, please contact University Union Reservations for arrangements at least one-week prior to your reservation.

P. HEALTH, SAFETY, AND CAMPUS ORDER

The University Union reserves the right to cancel or otherwise modify any and all agreements for facilities usage and events, upon its sole judgment of the need to do so based upon considerations of health, safety and/or campus peace or order, or force of nature. It is the duty of the event planner to immediately inform the University Union management if the person who is reserving the facility becomes aware of any risk or threat based on health, safety or campus peace/order which may affect the event.

Q. INSURANCE

All off-campus individuals and groups using the University for events may be required to provide a Certificate of Insurance. This certificate may be available through the individual or group’s business or homeowner’s policy, with prior approval from the University Union. In some cases, it may be necessary to purchase a special events policy which is provided by CSUEB’s Risk Management department. You may contact them at

(510)885-4139.

The following information is needed on the public liability and auto liability additional insurance ENDORSEMENT:


State of California, the California State University, it Trustees; the California State University East Bay, the Associated Students, Inc. their agents, officers, and employees as “additional insured.” The certificate of insurance must specifically state this to be valid.

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Poster created for the Diversity Center Cultural Program


III. FOOD SERVICE

A. CATERING

With the exception of recognized CSUEB student organizations all groups must utilize the Aramark Catering Services for catering on campus. Aramark’s main office is located on the first f loor of the Original Union. You may visit them personally or contact them at (510)885-2510.

Aramark Catering offers complete catering services for functions held within the University Union as well as events held on the Cal State East Bay campus.

Recognized student clubs and organizations are however exempt and may use outside catering for their events. Outside caterers may not use the University Union kitchen facilities, dishes, utensils, serving platters, linen or ice machine. All trash must be disposed of and all food remnants removed from the premises by the organization, when using an outside caterer. Potlucks or non-commercially prepared foods are not allowed in the University Union.

Prior to the event, all of the following documents must be provided for the outside food vendor:

Food Handler Safety CertificateHealth Department Clearance FormBusiness LicenseInsurance Certificate of the Vendor

Copies of these documents can be submitted in person or faxed to the University Union Reservations office at (510) 885-7243, Attn: Reservations, or send via electronic mail to [email protected].

These documents must be received 72 hours prior to the event. If documents are not received 72 hours prior to the scheduled event, the reservation will be cancelled.

B. ALCOHOLIC BEVERAGES

Beer, wine and champagne may be served at campus functions with the approval of the Associate Vice President of Student Affairs and the Vice President of Administration and Finance. For recognized student organizations, alcohol approval forms are available from Student Life and Leadership Programs.

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IV. POLICIES

A. SMOKING POLICY

Smoking is prohibited in or within 20 feet of University Union buildings.

B. CANDLELIGHT POLICY

The burning of candles (an open f lame of any kind) is strictly prohibited in the Univer-sity Union at anytime for any purpose.

C. DECORATION POLICY

Groups posting decorations must submit a decoration plan when making final arrangements for an event. Blue painters tape is the only adhesive allowed to post any materials in the Union facilities with the approval of the Operations Manager or designee. Pins/nails or screws of any kind are not allowed.

For all other groups, requests for alcohol approval forms can be obtained from University Union Reservations which, in turn, will be submitted to the appropriate office for approval.

A special daily license by the Alcohol Bever-age Control (ABC) in Hayward, California is required for event planners who wish to sell alco-hol at their event.

Request forms to serve alcoholic beverages must be completed and approved, with a copy of the approved request on file with University Union Reservations one week prior to the event. The event planner of the event and /or sponsoring organization is responsible for compliance with applicable state laws and the regulations of the University.


Signage directions to events in and around the Union are acceptable only with the approval of the Operations Manager or designee and can only be placed on plastic or concrete (unfinished) surfaces. For signage around the campus, please contact Facilities Reservations at (510)885-3681. If you plan to decorate using balloons in rooms with high ceilings (Multipurpose Room), please be sure to fasten it to a weighted item to prevent it from reaching the ceilings. If balloons do get stuck in the ceilings then a fee may be charged to you for removal. Decorations outside the designated posting areas are strictly prohibited. This includes all exterior walls and windows. Glitter is not allowed in any University Union rooms.

D. POSTING POLICY

Recognized student organizations, university departments, university employees and students may post announcements, advertising posters and notices on general purpose bulletin boards. Posted materials must include the sponsor’s name. The posting must not be obscene or offensive to anyone, and not be larger than 14” x 22”.

Materials are limited to a two (2) week posting time and materials will be cleared from bulletin boards by the University Union staff when materials become outdated or are inappropriate. Duplicate postings on the same bulletin board are subject to removal at any time. Organizations are responsible for posting items on bulletin boards. The use of staples and tape is prohibited.

All materials posted on windows, doors, walls, and on other unauthorized areas will be removed. Student organizations in repeated violation of this policy will be referred to Student Life and Leadership Programs.

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V. PARKING INFORMATION

The University Union does not issue park-ing permits. Parking permits may be obtained at the cashier’s window in the lobby of Warren Hall. Limited metering parking is also available. Disabled parking information may be obtained by calling the University Police Department at (510) 885-3791. Parking is enforced on the campus 24 hours a day, 7 days a week.


Room Time Recognized Student Clubs*

University Departments*

Off-Campus Groups*

307 (one section) 4 hours or less $0.00 $45.00 $75.00

307 (two sections) 4 hours or less $0.00 $75.00 $150.00

307 (three sections) 4 hours or less $0.00 $115.00 $225.00

311 4 hours or less $0.00 $165.00 $330.00

102 4 hours or less $0.00 $205.00 $340.00

Hayward 4 hours or less $0.00 $75.00 $150.00

Oakland 4 hours or less $0.00 $55.00 $110.00

Concord 4 hours or less $0.00 $55.00 $110.00

Bayview4 hours or less

$0.00 $135.00 $270.00

Multipurpose A or B4 hours or less

$0.00 $175.00 $350.00

Multiporpose Room A&B4 hours or less

$0.00 $350.00 $700.00

Outdoor Stage4 hours or less

$0.00 $45.00 $90.00

Banner Space 7 days $0.00 $25.00 $25.00

* For all events scheduled for more than 4 hours please refer to the University Union Reservations Office for charges per/hour.

IX. Room Rental Fee Schedule

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Equipment Recognized Student Clubs* University Departments andOff-Campus Groups*

Podium N/C N/C

One Flip Chart with markers N/C N/C

Additional Flip Chart (per chart) $5.00 $10.00

Projector Screen N/C $5.00

White Board with Markers N/C $15.00

Slide Projector with Screen N/C $10.00

LCD Projector and Screen N/C $30.00

Television with VCR N/C $10.00

VCR Projector with Screen N/C $15.00

DVD Player with Television N/C $30.00

Overhead Projector N/C $10.00

Sound System with One Microphone N/C $30.00

Additional Microphones (per mic up to 3) N/C $5.00

Laptop N/C $30.00

Piano $100.00 $100.00

* All rental equipment is based on four (4) hour increments. Fee schedule subject to change.

IX. EQUIPMENT RENTAL FEE SCHEDUULE


Additional Charges & Information

If any activity is scheduled outside normal facility operating hours, Campus Orgs will be charged an overtime fee of $50.00 per hour and groups Campus Depts and Off-campus & Indie groups will be charged an overtime fee of $100.00 per hour. Custodial and Personnel charges may also apply.

The above rates apply only to room/facility use in four (4) hour increments, and do not ref lect any extra services. There will be additional charges assessed for the use of multimedia and other equipment (See equipment charges section).

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Capacities are approximations only and may vary depending on specific set-up requests. Please contact the Reservations Office (510) 885-7245 for further information.

Room Lecture Open Square Conference Banquet Classroom

307 (one section) 20 16 16 12

307 (two sections) 40 24 32 24

307 (three sections) 60 32 48 32

311 120 40 104 48

102 100 40 80 40

Hayward 25 20 32 16

Oakland 20 20 24 8

Concord 20 20 24 8

Oakland/ Concord40

28 48 20

Bayview50

32 40 24

Multiporpose Room A or B168

48 112 62

Multiporpose Room336

96 224 128

* For all events scheduled for more than 4 hours please refer to the University Union Reservations Office for charges per/hour.

VIII. Room Capacities

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Let’s Walk Through the Event Planning Process Together

When you plan an event at University Union, you can be sure of one thing: You are not alone. Every tool you’ll need – including conference planning guides, other event planning guides and meeting planning services – is at your disposal.

Getting started

• Preplanning

• Budgeting

• Booking

Planning your meeting

• Food & Beverage

• Meeting Room Setup/Configurations

• Audiovisual Equipment

Meeting details

• Contracts

• Preparing for Unexpected Situations

• Post-Meeting/Follow-Up

The Step by Step Guide for the Event Planning Process


Preplanning

• Determine the meeting or event purpose (board meeting, wedding, etc.).

• Consider the size of the group, gender mix, ages of attendees, and any special needs.

• Determine meeting dates. Avoid dates that coincide with other group or club events or holidays.

• Are the dates and/or days of the week firm or f lexible?

• Plan the meeting or event in advance to secure the most desirable space.

• Create an outline for each session or activity, including expected attendance, seating arrangements, required setup times, starting and ending times, and audiovisual and production needs.

• List food and beverage requirements for each occasion, including meals, receptions and breaks.

• Consider transportation needs.

• Plan entertainment and recreation needs, group activities and/or team-building exercises.

• Prepare a timeline for producing invitations, event promotion, registration and production of meeting materials.

• Designate an administrative person to create name badges and coordinate written material.

• Budget for all expenses.

• Schedule speaker(s), if required.

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Budgeting

• Determine which expenses will be assumed by which party.

• Create a balance sheet listing expenses for all functional areas of your meeting or event, such as staff time, marketing expenses, transportation, accommodations, food and beverage, entertainment and recreation, taxes and gratuities, service charges, audiovisual equipment and production costs.

• Build in a contingency fund for unanticipated, last-minute expenses.

• Don’t forget expenses for licenses (music, written materials) and insurance (liquor and general liability, cancellation and interruption).

• Check budgets from similar meetings or events to gauge costs.

• Make sure funds are allocated to pay all suppliers.

Booking

Selecting a Destination

• Determine if there are any goals or needs that might make a particular destination more preferable.

• Determine the number of expected guests.

• Consider the amount of space required for guests, food, and entertainment.

• Choose a convenient location based on where your guests are traveling from.

• Consider factors such as weather, security, political/social climate and labor considerations that may affect participation and/or costs of the event.

No facility will look the same in person as it will on paper, nor will you be able to get a sense of service without going to the site. If your budget

Selecting a DestinationSelecting a Destination


or time does not allow you to visit the site, the fol-lowing options are available to you:

• Check with other people, including other planners, to see which properties they’ve used and which ones they would recommend.

• Use the Internet to view images that may be posted on their websites.

Food & Beverage

Making Cost-Effective Choices

• Evaluate the cost and time savings for a small group to eat in a private section of a restaurant, as opposed to having a catered meal.

• Write out the due dates for guarantees. Typically, guarantees are due 48 to 72 business hours prior to the event.

• Specify the “overset” in the contract. An overset is the number of people beyond the guaranteed number for which the facility will set tables and places. This amount varies from 0 to 5% or more; the industry average is 3%.

• You will usually be billed for the guaranteed number or the number served, whichever is greater.

• Find out what service charges and/or gratuities will be added to the price of the meal and taxed, to avoid any surprises.

• Don’t compromise on quality. However, if your budget is restrictive, consider reducing the number of food functions you are planning for your meeting or event.

• Consider f lowers, decorations and entertainment. Your catering services can provide ideas for f loral arrangements, table and room decor and quality entertainment.

Planning the Meals• At events offering food and beverage

service, allow enough time for guests to eat leisurely, network or socialize with colleagues or friends and family, and enjoy all presentations or ceremonies, if there are any involved.

• Generally allow 30 to 40 minutes for breakfast, 45 to 60 minutes for lunch, and 20 minutes per course for dinner. For refreshment breaks, allow a minimum of 15 minutes for up to 100 people, 30 minutes for up to 1,000 people.

• Plan on two cups of coffee or tea per person for a morning break and one cup of coffee/tea or one soda per person during an afternoon break.

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• Consider a luncheon buffet for small group working sessions. Buffets offer variety and faster service.

• Consider requesting one server for each table, for more formal meals and/or VIP tables.

• Most facilities allow one server for every two tables, for standard, three- or four-course meals. Check with the food service to determine if there will be additional labor charges for the extra servers.

• Always plan to serve a variety of foods during cocktail receptions. The food should be healthy, appetizing and visually appealing.

• Provide one bartender for every 75-100 people.

• Offer nonalcoholic beverages in addition to beer, wine and premium liquor.

• Consider donating leftover food to homeless shelters or distribution organizations for the needy.

Meeting Room Setup/Confi gurations• Conference and Open Square: Appropriate

for interactive discussions and note-taking sessions for fewer than 25 people.

• U-shape: Appropriate for groups of fewer than 40 people. These are best for interaction with a leader seated at the head of the setup. Audiovisual equipment is usually set up at the open end of the seating.

• Rounds: Generally used for meals and sessions involving small group discussions. A five-foot-round table seats eight people comfortably.

• Lecture and Theater: Appropriate for large sessions and short lectures that do not require extensive note taking. This is a convenient setup to use before breaking into discussion or role-playing groups because chairs can be moved.

• Classroom: The most desirable setup for medium to large-size lectures. This configuration requires a relatively large room. Tables provide attendees with space for spreading out materials and taking notes.

Meeting Room Setup/Confi gurationsMeeting Room Setup/Confi gurationsMeeting Room Setup/Confi gurationsMeeting Room Setup/Confi gurations


Audiovisual EquipmentBe aware of factors that can directly affect the

quality and cost of an AV presentation: ceiling height, walls, f loors, obstructions, windows, light-ing, mirrors, doors, air conditioning, and fire exits.

Ask the AV Company’s representative to walk through the space with you. This person will be able to explain how to best use the meeting or event space.

Communicate with speakers/presenters to confirm AV needs. Plan for a minimum of a 35mm projector, an overhead projector, screen and f lip chart(s) for smaller breakouts. More often, presenters are using computer LCD projectors. Determine the availabil-ity and cost of this equipment.

Be aware that all rooms are not equipped with sound systems, nor do all sessions need sound. Determine which rooms need sound and which can be used with the systems in place.

Contracts

• If you’re booking space for a business meeting, have your corporate travel manager, company internal purchasing or legal department, or outside legal counsel

review all contracts for your meeting or event. Even if you do not sign a contract, you raise your level of liability simply by being involved.

• Ask to see a facility’s standard contract, noting deposit, payment, attrition, and termination and cancellation policies. Negotiate a final agreement that incorporates their standard language, your company’s and the negotiated agreement.

• Make sure you have a binding contract. To be enforceable, a contract must specify definite terms, be accepted by both sides and be signed by people with authority to enter into the agreement.

• Check into any additional costs that may occur due to attrition or shortfall in revenue.

• Look for termination clauses, often referred to as “Acts of God” clauses that apply when a meeting is stopped because of forces beyond the control of the group or the facility. Generally, there are no penalties assessed to either party in these circumstances.

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Preparing for Unexpected Situations• Send your meeting specifications to the

Reservations Office two to four weeks before a meeting. List every meeting requirement, day by day, hour by hour.

• Don’t forget to reserve space for your meeting office, press room, speaker-ready room. Remember to make preparation for all food and beverage activities and events held off-site. Include billing instructions and lists of VIPs to whom complimentary rooms should be allocated.

• Check the Reservation Quote form and Banquet Setup Instructions from the facility. Check against your specifications and advise the Reservations Office promptly of any changes or of your approval.

• Hold a pre-convention meeting 24 to 48 hours in advance of the meeting to review event

Preparing for Unexpected SituationsPreparing for Unexpected Situations


• expectations, procedures and to provide an opportunity to meet staff contacts who will help you with any problems.

• Never assume that a request has been taken care of - always double check.

• Work with the facility to resolve any last-minute changes.

• Things to do daily:

• Early in the day, and again in the afternoon, meet with your facility contact to review any changes in the program and/or meal counts.

• Each afternoon, set aside time to meet with accounting to review the bills from the day before and verify that your charges are correct.

Post-Meeting/Follow-Up• Hold a post-convention meeting with

the same people who attended the pre-convention meeting. Evaluate what worked and what did not; review the bills and solicit feedback immediately from the facility.

• Ask your attendees to provide feedback about the program content and format, meeting facility, speakers, meal functions and other special activities.

• Administer evaluations immediately after the meeting while opinions are still fresh and your staff can be present to collect the information. Otherwise, mail surveys or evaluations from the meeting so they are on participants’ desks when they return to work.

• Solicit feedback from the meeting sponsor. Determine whether the meeting goals were met. Evaluate the financial implications of the meeting. Identify next steps. Consider a more formal measurement tool to measure a meeting’s return on investment. The following are some ways to approach this:

Consider unique goals of individual meetings.Test attendees before and after training sessions to document how much and what was learned.Write a meeting report and file it.File contracts for future meetings.Write thank-you letters to staff, speakers, facility staff and other vendors.

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Minimum planning timelines for student organization programs

Program Type Timeline Planning Process

TIMELINE FOR COMPLETING FACILITIES RESERVATIONS

General Meeting (no food, equipment or off-campus speaker) Minimum of 10 days prior to

program

None, other than room reservation. Reservations are made on a first-come, first-

served basis. Advance planning is advised.

General Meeting with food: (non-perishable food) Bake Sale,

Information Table

Minimum of 14 days prior to program

Complete appropriate program request. Obtain permit at

Student Life.

Events and/or Programs w/ASI Minimum of 21 days prior to program

Meet with Student Life Advisor to complete ASI program

funding request form.

Funding Events Minimum of 30 days prior to program Meet with Student Life Advisor

Equipment/Personnel (outside UU)

Catered EventFood Sale (perishable food)

Athletic EventPrograms in UU with extended

hoursPrograms with off-campus vendors

Minimum of 30 working days prior to program

Meet with Student Life Advisor to make program arrangements and complete program request.

DancesMajor Events

Alcohol RequestsEvents involving DPS personnel

Minimum of 30 working days prior to program

Meet with Student Life Advisor to make program arrangements and complete program request.


Call Student Life and Leadership IMMEDI-ATELY and cancel as far in advance as possible. Student Life and Leadership Programs can be con-tacted at (510) 885-2646. Depending upon the facility, some charges may still apply, particularly if any special equipment was delivered or if a setup was done. The programs described above represent the types most frequently sponsored by student organizations. If your organization is planning a special event, the Student Life and Leadership staff is available to assist you in identifying an appropriate timeline for the planning and approval of your program.

What if our program must be cancelled?

37

Programming Checklist Group/Sponsor: Event Name: Event Date(s): Event Time(s): Event Location(s): Event Attendance (estimated):


Tasks Description/Qty

Cost: Estimate/Actual

Assigned to: Name/Initial

Date Started Date Due Task Completed

Location Reservation:

Room(s)

Meeting with Student Life Advisor

Confirmation

Setup Details:

Style - Banquet

Equipment

Round Tables

Chairs

Food Tables

Registration Tables

Audio/Visuals

PA System

Microphone

Podium

LCD Projector

Projection Screen

Laptop

DVD Player

Food /Refereshments:

Caterer

Menu

Drinks

39

Tasks Description/Qty Cost: Estimate/Actual

Assigned to: Name/Initial

Date Started Date Due Task Completed

Decorations:

Table Cloths

Center Pieces

Banner

Balloons

Entertainment:

Music

Slide Show

Performance

Master of Ceremonies

Program:

Program Development

Handouts

Powerpoint(s)

Publicity/Invitations:

Guest List

Invitations Created/Ordered

Invitations Mailed/Postage

Flyers

Other items


University Union PDF

Documents

Transcript of University Union PDF