===== PAGE 1 ===== ## RESERVATION REQUEST PROCESS By submitting an online FACILITY/EVENT RESERVATION REQUEST (form), you are indicating that you have read, understood and agree with the items listed herein. KSU University Departments, Divisions and Units, as well as Registered Student Organizations (via their advisors) and alumni may REQUEST the use of campus facilities and/or other venues for EVENTS on Kentucky State University's campus using this online submission form process. ALL EXTERNAL ENTITIES MUST first contact Public Engagement and Community Outreach for information on the contractual process and rates. Any EXTERNAL ENTITY who submits an EVENT REQUEST will not be processed if you wish to request an event/space for your organization. Rather, if you are an EXTERNAL ENTITY, please first make contact with (502) 597-6063. KSU DEPARTMENTS, UNITS, DIVISIONS and REGISTERED STUDENT ORGANIZATIONS (via advisors) can proceed with submitting the event/facility REQUEST form via this submission process. ○ This submission just begins the reservation process through the Auxiliary Services office. Your submission does not reserve the space, but simply serves as a REQUEST which will be reviewed by Auxiliary Services and applicable campus contacts. An Auxiliary Services representative will follow-up with either an approval or denial of the REQUEST. - REQUESTs initiated via email (only), rather than through this online submission form, will not be considered; they will be discarded. - If your EVENT involves refreshments, you are REQUIRED to contact the Kentucky State University dining partner as they have first right of refusal. Hosting an event on campus that involves refreshments without first getting a response from our dining partner will be considered a breach of contract. ○ If our dining partner is able to accommodate the event, they notify you in writing and will also provide a copy of this notification to Auxiliary Services. ○ You will need to provide a Purchase Order (PO) to our dining partner in advance of the EVENT. - If no PO is provided, then you may be faced with either being charged late fees and/or a cancelation of the refreshments for the EVENT. - So please make sure you allow for two to four weeks for both your inquiry to our dining partner and for the needed/necessary internal processing that is involved in getting a requisition changed into a PO. We recommend that you document every inquiry/encounter with our dining partner via email so that you have back-up documentation supporting your event that involves refreshment(s). ===== PAGE 2 ===== ## 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. ○ This 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. o The event REQUEST form permits up to two (rank order) venue locations for events. As 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. Listing 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. ○ Complete the event REQUEST form in its entirety. ○ Spell 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. You 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. ○ At 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. By 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. ○ Please 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: ===== PAGE 3 ===== # The following are the terms for requesting event/facility reservations at Kentucky State University. Submission of your event/facility request reservation means you have read and agreed to these terms. GUIDELINES FOR EVENTS HELD AT CAMPUS FACILITIES - All organizations are required to clean the facilities used for scheduled Events immediately following the end of the Event or be prepared to pay for janitorial services. • Any special equipment (i.e., microphone, podium etc.) needed for Bradford Hall, Hill Student Center or elsewhere must be listed on the Facility/Event Reservation Form. - ALL events that involve the need for food to be served must involve contacting the Kentucky State University dining partner (as they have first right of refusal). ○ If our dining partner is able to accommodate the event, there MUST be at least two to four weeks between the date of the event and when the requisition and PO are complete. If there is no PO provided to the Kentucky State University dining partner, the Kentucky State University dining partner is under no obligation to provide food for the event or could assess a late fee. • Designated University facilities may be reserved for use by Registered Student Organizations (RSOs) via their advisors, Faculty/Staff and alumni during the Regular Academic year, Intercession and Summer Session for Events related to the purposes of the organization. The Director of Student Life will coordinate the registration of all Student-sponsored Events in accordance with established procedures. An Advisor must reserve facilities on behalf of RSOs. The Advisor will be considered the Responsible Party for maintaining the condition of the facilities. The facilities must be used in a manner consistent with all regulations, policies and guidelines governing Student life. Facilities reserved for use by an Advisor for a RSO may not be used by any other organization during the period of the reservation. No Student-sponsored Event will be scheduled during the week of Homecoming nor within one week of final examinations nor except those which are considered a part of the Commencement activities unless approved by the Director of Student Life Center and the Vice President for Student Affairs. The following facilities may be utilized on a reservation-only basis (list the choice as outside and then in the comment section, include the area/detail of where you want to have the event): o Intramural fields and other campus athletic/recreational areas ○ Parking lots o Residential areas and/or residential buildings • An important update regarding the Hill Student Center: The “Flex Area” does not include the “Food Court” space. The “Food Court” space is reserved for the dining partner/Auxiliary Services in order to provide dining space for students during meal times and during other dining events hosted by dining partner/Auxiliary Services. The “Flex Area” in the Hill Student Center consists solely of the open-space (hallways) that immediately surrounds the “Food Court”, but does not include the “Food Court”. Therefore, if you are reserving the “Flex Area”, you will need to request tables/chairs as the tables/chairs in the Food Court are not to be removed for use in the “Flex Area”. Questions? Please contact the Auxiliary Services Director listed on our website or send us an email at FacEvntReserv@kysu.edu with the subject line “Flex/Food Court”. ## • An important update regarding Room 311-Student center: In previous online submission forms, Room 311-Student Center, was listed. As of August 2019, Room 311 in the Student Center is no longer available as a space to reserve/request. I heretofore it is no longer an option to select on the Event/Request/Reservation form. Thank you for your understanding. ===== PAGE 4 ===== # Submission of your event/facility request reservation means you have read and agreed to these terms. GUIDELINES FOR EVENTS HELD AT CAMPUS FACILITIES ## • An important update regarding Bradford Hall: If your event has been approved for Bradford Hall (the large Auditorium or the Little Theatre) you MUST send an email immediately to donna.carter@kysu.edu indicating your technical and/or audio visual needs (i.e. mics, projections, etc.) for your event. The contact phone number is 502-597-6497. The individual responsible for reserving a particular facility or area, or his/her designee, must be present when the facility or area is being utilized pursuant to the reservation. • If the Vice President for Student Affairs or his/her designated representative believes that a facility is being improperly used or believes the users of the area are acting imprudently, he/she shall do the following: o Warn the offending group or individuals that continued misuse will not be permitted o Recommend alternative locations or means of expression o Instruct the offending individuals or the assembled group to vacate the area ○ Cite individuals or groups for violation of University regulations ○ Request assistance of Law Enforcement officials ○ Any combination of the actions listed above - All dances will be held on Fridays and Saturdays and end no later than 1:30 a.m., unless special permission for exception has been granted by the Director of Student Life and the Vice President for Student Affairs. All members and guests are expected to join the Staff in promoting a safe and positive recreation and learning environment by using mature judgment in choosing actions, clothing, and language. Protane or abusive language will not be tolerated and will be confronted by facility staff and other members. The Vice President for Student Affairs reserves the right to suspend or revoke privileges for any of the following: misconduct, misuse of equipment, willful destruction of property, harassment, profane or abusive language, disrespecting staff or other members, or disregard of operational policies and procedures. o Sexual harassment of members or staff will be addressed by the use of all legal channels available. Unauthorized use of exit doors, unless in an emergency, may result in loss of privileges or a fine. The use of tobacco products, the possession or use of alcoholic beverages, and the possession or use of illegal drugs is prohibited.