OFFICIAL
Policy and Procedure Statement 20.02 Scheduling the Conference Issued: 1/08 Review Cycle: Jan. 1, E4Y Reviewers: Executive Director, River Systems Institute |
Scheduling the Room at the Texas Rivers Center (16 paragraphs) |
POLICY STATEMENT
1. This Policy and Procedure Statement sets forth the policy and procedures for scheduling the conference room at the Texas Rivers Center.
PROCEDURES FOR SCHEDULING THIS FACILITY
2. The River Systems Institute (RSI) schedules the Conference Room in the Texas Rivers Center, using a reservation form
3. Users may reserve the room for meetings, conferences, receptions, and other uses approved by RSI's Executive Director.
4. Only the President's Office, a vice presidents' office, the RSI, and the Texas Parks and Wildlife Department may reserve the room. Priority is given on a first-come, first-served basis.
MANAGEMENT PROCEDURES
5. RSI staff will open and close the room.
6. RSI will not charge a fee when the room is used during regular office hours or when the Aquarena Center is open. However, RSI will charge a fee for opening and closing the room at other times.
7. RSI's Executive Director may require that security be present during the room's use. If security is required for an event, the sponsoring organization will be charged for costs associated with security.
a.Security is required for events at which alcohol is served unless the Dean of Students waives the requirement. The Dean must approve serving alcohol as provided in UPPS 05.03.03
b.UPD will provide security for the room and the sponsoring organization will pay the security costs.
8. Users may not decorate the room unless the RSI's Executive Director approves the decorations in advance.
9. A university approved caterer must serve all food and beverages in the room.
10. Users requiring audio-visual equipment for an event must make arrangements with Instructional Technologies Support.
11. Users will be expected to clean-up after an event, leaving the room as they found it.
12. There will be no use fee associated with the facility.
13. Users must make arrangements with Materials Management if additional furniture is needed for the room. These arrangements include paying fees for setting up and taking down the furniture.
14. A clean-up fee will be assessed if there is excessive clean-up that must be done by RSI staff.
15. The organization sponsoring an event in the conference room will be charged for any damage that occurs to the room or furniture as a result of the event.
CERTIFICATION STATEMENT
16. This PPS has been approved by the reviewer listed below and represents Texas State's Division of Academic Affairs policy and procedure from the date of this document until superseded.
Review Cycle: _______________ __ Review Date: ____________________
Reviewer: ____________________ Date: __________________________
Approved: ____________________ Date: __________________________
Perry Moore
Provost and Vice President for
Academic Affairs
Texas State University-San Marcos
Provost and Vice President for Academic Affairs
Last Updated: January 15, 2008
Send comments and questions to: tg12@txstate.edu