Auxiliary Services

 
 

Reservation Procedures

Plan ahead for smooth sailing.

Reservation Timeline

Student organizations and University departments/organizations may begin submitting requests the first Monday in February for the next academic year (see exception for mission-critical functions). Non-University groups may begin submitting requests the first Monday in March for the next academic year.

Reservations will not be confirmed until the client has fully completed the reservation form and obtains all necessary approvals. Within forty-eight (48) hours, a written confirmation will be emailed after all the necessary information is collected. All reservations are subject to the University Center policies.

To ensure that your requests can be met, please make your reservation(s) early. Room assignments are based on attendance, setup, and room and equipment availability. All room assignments are subject to change.


Meeting Space

All reservations must either be made by a department employee or a registered student organization officer.

» Reserve a Room Online

If you are unable to submit your request online, you may submit a completed Room Request Form (PDF) to the Reservation Coordinator, located in UC 301 or faxed to 516.877.3606 (on campus fax to ext. 3606). A response will follow either confirming or denying the space request.

Until a written confirmation for the space requested has been issued by the Office of Auxiliary Services, binding obligations such as speaker bookings, advertising, publications, etc. should not be contracted.

Please read confirmations carefully. Weekly meetings may not always be in the same room.

The Department of Auxiliary Services reserves the right to change any requested space to alternate space.

The department making the request shall be responsible for any and all direct expenses associated with their program.


Outdoor Venues/Events 

Outside venues, University Center patios/plaza and Alumni House Patio are for general purpose use, including informal gatherings and reserved activities such as open forums, receptions, fairs, etc. An indoor rain location may be reserved for the event, if available.

All reservations must either be made by a department employee or a registered student organization officer.

If you are unable to submit your request online, you may submit a completed Room Request Form (PDF) to the Reservation Coordinator, located in UC 301 or faxed to 516.877.3606 (on campus fax to ext. 3606). A response will follow either confirming or denying the space request.

All outside events must conclude by 9:00 p.m. unless special arrangements have been made through the Director of Auxiliary Services.

At the time of scheduling the event, all aspects of the event such as electricity needs, sound needs, time of the event, safety and security, and audio-visual needs must be discussed. Events scheduled during class hours must not be disruptive to adjacent classes. If the event is disruptive to classes it could be closed down.


Lobby Tables

Monday through Friday from 11:00 a.m. to 3:00 p.m., for fundraising, informational and vending purposes, there are four (4) tables available in the front of the University Center Lobby and two (2) tables available, in perimeter, inside the lobby. Three (3) tables in the front of the lobby are exclusively for registered student groups and one (1) table in the front of the lobby is for University departments. The additional two (2) tables inside the lobby are for vendor use.

All reservations must be made by a department employee or a registered student organization officer, who must complete a Table Request Form (PDF). Vendors must complete a Vendor Application (PDF) and Waiver of Liability (PDF).

All completed forms must be submitted to the Reservation Coordinator, located in UC 301 or faxed to 516.877.3606 (on campus fax to ext. 3606). A response will follow either confirming or denying the space request.

In the event that the department table and/or the vendor tables are not reserved the week prior, it will be made available to wait-listed student organizations.

The student organization or department name must be displayed in a visible location. If the student organization or department is fundraising for a charity, then the charity name must also be clearly displayed.

 

For further information, please contact:

Office of Auxiliary Services
p – 516.877.4299
e – auxiliaryservices@adelphi.edu

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