Your submission of an online FACILITY/EVENT RESERVATION REQUEST form signifies your agreement with and acceptance of the following

“Guidelines for Events Held at Campus Facilities”

How to Submit - Preliminary:

• Event REQUESTs must be submitted online at least two weeks ahead of the scheduled first day.
• oThis early submission allows for the necessary time of review/approvals.
• Select the date/time and venue of where you would like your event to occur and create a list of the date(s)/time(s) and venue(s) of where you would like your event to occur so that you can simply ‘copy and paste’ the information in the event REQUEST form.
• oThe event REQUEST form permits up to two (rank order) venue locations for events.
• oAs campus events are numerous, especially during peak times of the year, we recommend that you list the first preferred location and a second (acceptable) location.
• oListing a second (acceptable) option will also increase the chance of your event being accepted/approved – especially for venues/dates where there already are several events being requested (e.g. if your first preferred has already been reserved for another event, providing a second location could increase the chance of the event being approved.)

How to Submit - Ready for Submission:

• Copy/paste the information regarding the date(s)/time(s) of the event REQUEST into the respective areas of the event REQUEST form.
• oComplete the event REQUEST form in its entirety.
• oSpell out any abbreviations (e.g. group name, event/title).
• Events, after being submitted, will result in a copy of the event being sent to the requestee.

Congratulations! Your Event Submitted:

• All events that are submitted will result in a copy being sent to the individual whose email is listed as the requestee.
• Events submitted are processed for the review in order of receipt.
• If your event has been approved, you will receive an email detailing the approval.
• oYou will be required to submit any needed work orders, IT support and/or making contacts with our dining partner.
• If your event has been denied, you will receive an email detailing the denial.
• oAt which time you are free to submit another request (using different date/time/venue).

How to Cancel an Event that was Submitted:

• An organization desiring to cancel an Event must send notification by e-mail to: FacEvntReserv@kysu.edu
• This cancellation must be done no later than one week prior to the scheduled Event.
• oBy following this cancellation process, you will enable someone else's event to be considered for the time/date/venue that your cancelled event was occupying.
• oPlease use the copy of the event REQUEST submission (that you receive as a copy) as the basis for letting this office know that the Event (originally submitted/requested) is being canceled.

Event Organizer/Submitter Responsibility: