Reserving AS Meeting Rooms & Equipment

Rules of Using Communal Spaces, Reserving
Rooms, and Using AS Equipment

Purpose

The AS-managed meeting/conference rooms include all shared spaces managed by AS. By reserving meeting rooms, users agree to abide by these guidelines; failure to do so may result in reservation rights being revoked and all future reservations canceled.

Rules of Using Communal Spaces

Associated Students will have several rooms available for students and staff to reserve and use throughout the year. The rules of using these spaces are as follows:

1. Each group shall be responsible to ensure that, after the meeting, the Conference Room is returned to the same condition as it was prior to the meeting.
2. The room should be completely cleaned, surfaces wiped down, and any materials used should be wiped as well.
3. Users have a responsibility to reset the furniture back to the typical layout after their meeting.
4. Users are required to clean up any trash or catering items left in the room.
5. AS Admin staff are not available to assist with clean-up.
6. Setup, cleanup, and restoration of furniture to its original arrangement must be accomplished within the scheduled time for the meeting.

Failure to restore the meeting room to such prior condition shall render the group liable for the cost of repair and/or clean up and may result in forfeiture of future bookings.

Reserving Rooms

How to Reserve an A.S. Space

Rooms may be reserved in the following ways:

1. Requested by your advisor
2. In-person at the AS Admin front desk
3. via a Slack message to the following Slack channel :
   reservations-and-rentals
   Everyone has access to this Slack channel, but you will need to join manually (search for it) when you access this Slack channel for the first time

Please include the following information when requesting a reservation:

• Subject Line: Meeting name (User Name)
• Number of attendees
• Meeting room requested: from the list of available rooms
• First Meeting date/dates
• Start time of meeting:
• Duration of meeting: (Reservations must include enough time for setup and breakdown)
• Will this be a recurring meeting?
• the frequency of meetings, including the end date for all meetings.

NOTE: Meeting rooms may be reserved in advance for a quarter and reservations may be renewed after each quarter. Reservations for a longer period will be considered on a case by case basis.

Scheduling Etiquette

• Reservations should be appropriate to meeting capacities and technological needs.
  ○ A meeting of a handful of people should be scheduled in a smaller room. This allows larger groups to use high capacity rooms
  ○ Meetings without a videoconferencing need should be scheduled in low-tech rooms.
• Reservations must be canceled promptly to allow other users full access to rooms.
• Reservations must be calendared, even if the room is empty and your group just “pops in”.
• Meetings must come to an end promptly at the end time.
• A new reservation may not “bump” an existing reservation.

All users agree to conduct reservations in a collegial manner and be as accommodating as possible.

Available Rooms

• Nati Conference Room (15 max)
• 2nd Floor Patio Area (10 max)
• Main Office Meeting Room (15 max)
• Annex Meeting Room (12 max)
• Annex Outdoor Area (20 max)

Receiving AS Equipment

Associated Students will have equipment available for students and staff to reserve and use throughout the year.
Equipment may be reserved in the following way:

1. In Person at the AS Admin front desk
2. via a Slack message to the following Slack channel #reservations-and-rentals

When reserving equipment, please include:

• Equipment requested: from the list of available equipment
• Date/dates needed
• Duration of use: (Reservations must include enough time for setup and breakdown)
• Name of designated check-in and check-out user

Rules of Using AS Equipment

The rules of using the equipment are as follows:

1. All equipment must be checked out and in by the designated person listed on the reservation.
2. Each user shall be responsible to ensure that, after each use, the equipment is returned to the same condition as it was prior to the meeting.
3. All equipment must be wiped down/cleaned prior to return.
4. AS Admin staff are not responsible for making sure equipment is returned. The user must bring the equipment back.
5. Equipment must be returned each day if needed for multi-day use.

Failure to return equipment, or return it in the same condition as it was received, shall render the designated user liable for the cost of repair/loss. Also, said designated user will be prohibited from checking out any other equipment for the rest of the school year.

Available Equipment

• 3 OWL Cameras
• 2 Tripods