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Event Space Usage and Reservation Guidelines Event Spaces & Fees | Scheduling | Equipment & Fees Event Spaces Who Can Reserve Event Space? Failure to comply with Student Learning Center Conduct Policy and University policies or Federal, State and local law may result in the cancellation of future reservations and/or restriction from the use of Student Learning Center facilities. Discrimination in the use of these facilities regarding disability, race, religion or nationality is prohibited. What Type of Events Can Be Held in the SLC? • UGA events: events arranged by a registered student organization or UGA department. Reservations must be requested by members of the student organization or University faculty/staff. Attendance is limited to students or University personnel. • UGA-related events: events arranged by a registered student organization or UGA department. Attendance is not limited to University personnel or students. • Private events: The Student Learning Center is not available for private events or commercial solicitation. What Event Spaces are Available?
Scheduling Time Table Event spaces may be reserved SIX MONTHS in advance of the event. EXCEPTIONS to this priority schedule will be reviewed on a case-by-case basis. These exceptions must be requested in writing to Brian Wilson and might include such things as conferences and events that need to be publicized over six months in advance. These spaces are considered special event meeting spaces. Because we want to have the space available for special events that may be scheduled throughout the semester, we will not schedule long-term, regular or recurring meetings or events in this space. Please note that because of the academic nature of this building, no activities will be scheduled in the event spaces the week before or the week of Final Exams so that all of these spaces will be available for quiet study during these periods. Reservation requests should be made by submitting the online request form or by e-mailing learnctr@uga.edu. Reservation confirmations will be returned by e-mail as well. Cancellations must be made 3 full business days in advance of the event to avoid paying a late cancellation fee and/or any pre-arranged furniture or security fees. How do I request Use of the Building outside of Normal Operating Hours, on Holidays, or when the Building is Closed? Requests to use the building outside of normal operating hours (see http://www.slc.uga.edu/hours.html) will require SLC security personnel to be on duty and must be made at least 10 days prior to the event. One (1) SLC security staff will be required to be on duty outside of normal operating hours at $10 per hour. There will be a minimum charge of $40 for scheduling this staff person. Cancellation of this request must be made by contacting Brian Wilson at 706/542-3057 or learnctr@uga.edu at least 3 full business days in advance of the event to avoid paying these charges. Requests to use the building during UGA Holidays or dates that the SLC is scheduled to be closed must be considered and approved before any reservation is made. If approved, two (2) SLC security staff will be required to be on duty throughout the course of the event at $10 per hour, per security staff ($20 per hour). There will be minimum charge of $80 for scheduling these staff persons. What Furniture and Equipment is Available? • Furniture: Furniture in the event spaces (except for the Reading Room) may be rearranged as needed within reason. Failure to leave a room as it was found may result in a reset fee of up to $40. • Tables: Additional tables (6 foot and 60 inch rounds) may be rented at the time the reservation request is made. • Other: Additional items such as extension cords, lecterns, easels, and chairs may be rented at the time the reservation request is made. Furniture Charges
• Presentation, Audio Visual Equipment : The event spaces in the Student Learning Center are not equipped, designed, or conducive for audio or visual presentations. The inability to darken the natural light in these spaces makes viewing challenging. Portable sound units may be brought in to enhance lecture or reading type events. Requests for this must be made at the time of reservation request and prior approval and arrangements must be received from Brian Wilson at 706/542-3057 or email learnctr@uga.edu. Usage Guidelines What Food, Catering, or Decorations are Permitted and Available? • Food is allowed in the event spaces. Use of alcohol and tobacco products is prohibited. Event areas must be left clean including proper removal of trash from the garbage cans. Failure to comply with this policy may result in a cleanup fee of up to $40. • The cherry tables in the SLC must not be used to serve food in order to prevent damage to the wood finishes. Folding tables must be rented for this purpose at the prices listed above. In some cases, arrangements can be made to use existing tables with protective covering that can be purchased. It is important that all caterers are aware of this policy. • Sponsoring departments or organizations are welcome to cater events themselves, use Tate Center Catering or an outside caterer. Prior approval and arrangements for use of food during an event must be received from Brian Wilson at 542-3057 or email learnctr@uga.edu at the time of the reservation request. This ensures that SLC staff knows the caterer who will be handling the event and can assist them as necessary. ** Caterers should be aware that the SLC does not have appropriate “set-up” areas for food preparation; food should be prepared off-site and ready to serve. SLC staff will assist caterers in finding a staging area near the event space for carts, trays, and additional food. • Use of anything that could damage or deface the facility is prohibited, including, but not limited to, open flame, painting, taping, stapling, gluing, nailing and glitter. Failure to comply with this policy may result in a cleanup fee of up to $40. Conduct Policy Use of alcohol and tobacco products is prohibited. Use of anything that could damage or deface the facility is prohibited, including, but not limited to, open flame, painting, taping, stapling, gluing, nailing and glitter. Failure to comply with Student Learning Center and University policies or Federal, State and local law may result in the cancellation of future reservations and/or restriction from the use of Student Learning Center facilities. Discrimination in the use of these facilities regarding disability, race, religion or nationality is prohibited. Revised June 2006 |