For the Facilities Request Form -- click here.
Facilities on the USCA campus are available to be scheduled for
events for both internal and external groups.
Internal groups are defined as academic and administrative departments
and units and student organizations.
External groups
are defined in the following categories:
1. University-Affiliated - any program or event
which has substantial involvement by a USCA department or office
is considered a university function and therefore will receive
the University-Affiliated rates.
2. Non-Profit - any program or event which is
sponsored by an organization or agency which operates on a non-profit
basis will receive Non-Profit rates.
3. Corporate/Private - any program or event which
is planned and sponsored by a non-University entity will be responsible
for the Corporate/Private rates.
All external groups will be charged an administrative
fee which is 10% of the total charges or a minimum of
$25.00.
The Conferences & Continuing Education Office
will schedule and coordinate all events for external groups, with
the exception of the Etherredge Center.
These policies and procedures for scheduling campus facilities
are applicable for both internal and external groups:
1. The Conferences Office will be the coordinating unit with final
approval for any campus facility requests. USCA
Facilities/Scheduling Request Forms are available online.
2. All groups using campus facilities are required
to use campus food services (Aramark).
3. All audio visual equipment must be requested
from the Instructional Services Office at Ext. 3769. Laptop
computers must be requested from the Computer Services Dept. at
Ext. 3355 or 3522.
4. There may be charges for housekeeping, house
managers, technical personnel and/or operations (i.e. set-ups,
take-downs, clean-ups) in addition to any rental fee for the use
of university facilities to be assessed by the Conferences Office, the Etherredge Center
Office and/or the Operations Office. (A production meeting is
required prior to any event held in the Etherredge Center.) A
projected set of costs will be provided in advance of the event
date, along with any special conditions. After the event has taken
place, an itemized bill will be sent to the rental group contact
person.
5. The Conferences Office and the USCA Department of Public Safety
will determine the need and role of USCA Public Safety at all
events held on campus. If it is determined that security is needed
at specific events, the charges for this service will be paid
by the responsible group(s). If it is determined by the above
offices that security is not needed at an event, the group having
the event has the option of hiring a USCA Public Safety officer
if they choose to do so.
6. Parking may be available in Parking Lots A,
B, C and D. Visitors should park in the spaces indicated by white
lines. The parking spaces indicated by yellow lines are reserved
for faculty and staff; visitors are prohibited to park in these
areas.
It is the responsibility of the person scheduling an event to
consult with the Conferences Office concerning parking for
groups of more than 50. These larger groups may be asked to park
in a specially designated area.
7. Campus facilities are not available for
use on official University holidays
PROCEDURES FOR SCHEDULING INTERNAL GROUPS
1. Before completing the Facilities/Scheduling
Request Form, call and check on the availability of the room or
facility with the designated scheduler (the scheduler’s
directory is located on page 2 of the Facilities Request form).
This should be done a minimum of two (2) weeks in advance. All
campus rooms and facilities are booked on a first come, first
served basis.
2. The information that is on the Facilities/Scheduling
Request Form - name of event, times and location of event - is
the information that will appear on the weekly campus calendar
which can be accessed at www.usca.edu/calendar/ or on the USCA
homepage, click “Calendars” then click “Campus
Calendar”. It is important to note that the campus calendar
is used by the Operations Office (for heating and cooling facilities)
and the Public Safety Office (for security purposes and to have
facilities locked and/or unlocked) to monitor events on campus.
3. Set-ups: If the desired facility is available, the
Facilities/Scheduling Request Form should be completed online
and printed out by the requestor. If any type of set-up is required, a diagram
must be attached to the Facilities/Scheduling Request Form and
the form should be sent to the Operations Office to determine
the set-up and take-down times for the event. The Operations Office
will then send the Facilities/Scheduling Request Form to the designated
scheduler. If no set-up is required for the event, the Facilities/Scheduling
Request Form should be sent directly to the designated scheduler.
If catering is required for an event, contact Aramark
(Ext. 3293) to determine how many tables
will be needed for the catering and add these details to your
set-up diagram. If audio visual equipment is required from the
Instructional Services Office for a set-up, include the location
of the equipment in the diagram and send a copy of the diagram
to the Instructional Services Office.
4. Complete and submit the Facilities/Scheduling
Request Form at least two (2) weeks in advance of the event.
5. All
student groups/organizations must have their forms signed by the
student organization advisor and the Director of Student Activities
prior to turning the form in to the designated scheduler.
6. The designated scheduler will sign and date
the form and send it to the Conferences Office for approval. The requestor
will receive, via campus mail, a copy of their approved form within
five (5) working days of receipt of the form by the Conferences
Office. Facility/Scheduling
Requests should not be considered final until approval of the
request is received from the Conferences Office.
7. All changes in plans for an approved event
must be communicated to the Conferences Office as well as the
designated scheduler (for example – time changes, set-up changes,
cancellation of events, etc.).