Student Room Reservation Form :: Registration and Records

Room Reservations for Student Organizations

North Carolina State University
Department of Registration and Records
1000 Harris Hall

PLEASE READ THE POLICIES BELOW BEFORE SUBMITTING THE FORM BELOW

Room Requests are now being accepted for Spring 2013 only.

Reservation Policies

University classrooms may be scheduled from 7a.m. to 10p.m. for the current semester only
Rooms are not assigned until after the first full week of the semester is over
Rooms are not scheduled during finals week, university holidays, and during breaks between semesters
In order to reserve a room on campus, your student organization must be registered (each year) with the Student Organization Resource Center in 1202 Talley Student Center.
Buildings and rooms requested on the form are not guaranteed and you may be placed in a comparable room based on availability
Submit your request at least 2 business days before your event. Last minute requests should be e-mailed to the Event Scheduler at eventsscheduler@ncsu.edu with the date of your event in the subject.
If you need additional time to set-up and tear-down, please include that in your start and end time. Your reservation start time is the earliest time you may enter the room, and the end time is when everyone involved with your meeting or event needs to be out of the room.

Room Use Policies

All chairs, desks, and equipment must remain in the room. If items are moved, please return them to their proper position.
Your reservation only gives you access to equipment in your room, and you may not pull equipment from other rooms or common spaces. If you require any additional tables/chairs/etc. please include that information in the “additional details” part of the form or respond to the Event Scheduler’s confirmation email.
Any amplified sound, music, singing, etc. must not be disruptive to other events and classes nearby.
Many buildings prohibit food. Please let the Event Scheduler know if there will be food at your event so we can place you in the correct building.
For those buildings that allow food, please clean up all trash and dispose of it in a dumpster outside the building.
Candles, lighters, incense, or any open flame is prohibited in all rooms
Use of campus facilities for solicitation, addresses, or public assemblies require written permission from the Student Organization Resource Center in Talley Student Center AND must comply with university regulations
If serious complaints are filed because of misuse of rooms, Registration and Records may deny future requests for that organization.

Evening and Weekend Policies

Many of the campus buildings are locked on the weekends and after 5pm on the weekdays
Registration and Records doesn’t own or distribute keys to groups for locked rooms
The student listed on the reservation is responsible for contacting Campus Safety or a key contact to unlock doors
The procedure for contacting Campus Safety to unlock doors

Provide the name of the student who will call Campus Safety on the form below.
The day of the event Call Campus Safety (515-3000) with plenty of time before your event begins to come unlock doors.
The student MUST have a copy of the confirmation e-mail with his/her name in the e-mail to present to Campus Police.
The student must also have a photo id for verification.
When the program is over, the student must call and wait for Campus Police to arrive and lock the building.

Please contact the Event Scheduler with any questions about your building’s closing times and/or key contacts

Event Request Form for Student Organizations
General Information:
Student Organization:
Student Representative's Name:
NC State E-mail Address:	Phone Number:
Organization's Advisor:

Event Information:
Event Name or Brief Description:
Start and End Dates:	Days of the Week (if recurring):
Beginning Time: a.m. p.m.
Ending Time: a.m. p.m.
Number of Attendees/Seats Needed:
Preferred Building(s) and Room(s): (pdf of Room Options and Features) Please note: Witherspoon and Talley are not reserved through this form.
Number of Rooms Needed, if more than one:
Technical Equipment Needed: (example: VCR, DVD player)
Additional Information:

Weekend Information:
Name of student contacting Campus Police on day of event (no more than 2 names):

Please check each situation that applies to your event:
Amplified sound will be used
Music will be playing
Food will be present
An outside speaker is being invited for this event
Members of the media will be present
There may be protests associated with our event
Outside people other than NCSU students, faculty, and staff, or speakers may be in attendance

Sign Digital Signature
By checking this box, I certify that: I have read the policies listed above and I agree to abide by them I understand the process for unlocking doors during evening and weekend events I am able to represent this organization and take full responsibility for clean up and possible damages resulting from this event.
Once you submit this request, Registration and Records will process your request and send a confirmation e-mail for your records. If you do not receive e-mail confirmation within 48 business hours, please contact the Event Scheduler at eventsscheduler@ncsu.edu.

Room Reservations for Student Organizations

Reservation Policies

Room Use Policies

Evening and Weekend Policies

Event Request Form for Student Organizations

General Information:

Event Information:

Weekend Information:

Please check each situation that applies to your event:

Sign Digital Signature