Meeting Reservation and Confirmation
RUL 06.21.09
McKimmon Conference and Training Center (MCTC)
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Authority: Vice Chancellor for Extension and Engagement
History: First Issued:
April 8, 2001. Last Revised: February 13, 2008. Additional History Information.
Additional References: McKimmon Conference and Training Center (MCTC) Website
Contact Info: Client Relations & Customer Service Manager (919)515-2277
1. INTRODUCTION:
The meeting reservation/confirmation form outlines the privileges, responsibilities
and programmatic requirements of the meeting planner reserving space in the
McKimmon Conference and Training Center (MCTC).
2. REQUIREMENTS:
Potential users of the McKimmon Center either inquire about or request space
for their particular program, function or event. Adhering to the following
overall criteria, Client Relations personnel will determine if the requested
activities qualify for implementation in the Center.
2.1. A McKimmon
Center Meeting Reservation and Confirmation Agreement will be provided
to the user contact if adequate space to meet the expressed needs is available
on the date requested.
2.2. The form must be completed and returned within two weeks of receipt to
Client Relations for review of use eligibility and confirmation of space.
Meeting space in the Center is not confirmed until the form
is completed and signed by both the user group and MCTC representatives.
2.3. Should setup be necessary prior to the actual event date(s) of the program
and/or following the program date(s), this space must be reserved and confirmed
on the initial form. Appropriate rental fees will be assessed for these
extended periods.
2.4. Exhibit space should be requested when other space needs are being reserved.
Charges for such space utilization will be made for daily use and will be
contingent on the amount of space required.
2.5. Subsequent to confirmation of all relevant space needs received by the
respective user group, a Room
Setup and Catering Requirements Form will be provided the group contact
in which final meeting details and catering needs are identified. This form must be completed and returned to Client Relations two weeks prior
to the event date.
2.6. Shipment of exhibitor displays will be accepted 24 hours prior to the
event date with return shipment within the same amount of time after the
event. The individual exhibitor and/or other user group representative will
be responsible for packaging the items and contact with the appropriate
shipper.
Additional helpful information is available at the MCTC
Website.
