Facility Reservation

The Event and Conference Services office serves as the primary contact for space reservations and requests on campus. Facilities may be reserved through the Campus Facilities Calendar (campus spaces - internal), through the Fred M. Rogers Center Internal Space Request Form (internal only), or through contracting with external customers.

II. Detailed Procedures

The Campus Facilities Calendar and Fred M. Rogers Center Internal Space Request Form is for use by College personnel and students only and must be accessed through the College Intranet. Requests by non-College groups should be directed to Event and Conference Services. Contracts are issued and rental charges may apply for the use of facilities by non-College groups.
Just requesting the space DOES NOT mean that the space is The requestor must wait for a confirmation email before assuming the space is reserved.
Approvals for events submitted are given by the following areas:
1. Event and Conference Services – Fred M. Rogers Center, Conference Spaces; all non- classrooms, vans
2. Registrar’s Office – all classrooms and computer labs
3. Athletics Office – all fields, gym, athletic facilities
Major College Events including but not limited to Homecoming, Honors Convocations, Commencement, etc. should be booked no less than 2 years prior and all other events should take into consideration these events before requesting a space.
Campus Reservations
1. College personnel and students should make all space requests using the Campus Facilities Calendar no less than 72 hours in advance. Any reservation made within less than 72 hours that requires food service or a set up is NOT guaranteed.
2. All non-College groups must be directed to the Assistant Director, Sales & Marketing for a quote and contracting process.
3. Any non-College groups wishing to have facility charges waived for an outside group must follow the In-Kind Policy and complete the form.
Fred M. Rogers Center
1. College customers may submit a request through the College Intranet using the Fred M. Rogers Center Internal Space Request Form.
  1. Space will not be guaranteed more than 4 months prior to the date. If securing a speaker, or for publicity reasons an event must be guaranteed prior to 4 months, requests must be made in writing to the Director of Event and Conference Services and receive approval.
  2. Any student groups wishing to host an event using meal exchange may not book their event more than 4 weeks prior to the desired date or less than 2 weeks before. All student ID numbers must be submitted to Event and Conference Services 2 days prior to the event.
  3. While requested room may be confirmed, the Event and Conference Services office reserves the right to substitute a more appropriate space once the attendance guarantee is received.
  4. Invitations should NOT list a specific room assignment, but list the building as the location. Groups may be moved within the building to make sure all groups are accommodated accordingly using the space most appropriate for their event.
2. All non-College groups must be directed to the Assistant Director, Sales & Marketing for a quote and contracting process.
3. Any non-College groups wishing to have facility charges waived for an external group must follow the In-Kind Policy and complete the form.
4. Groups are required to make space requests no less than 72 hours in advance. Any reservation made within less than 72 hours that requires food service or a set up is NOT guaranteed.
All events are subject to state and federal laws, Saint Vincent College’s rules, regulations and policies as set forth in the Student Handbook, and the following guidelines. It is the sponsoring department or organization’s responsibility to ensure that the event and its attendees are in compliance with these requirements.

Date Created: January 28, 2009

Date Effective: July 15, 2009