EVENT RESERVATION REQUEST FORM

Office of Conferences and Scheduling

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Event Reservation Request Form

Please visit the following sites to assist you with planning:

University Events Calendar (events scheduled through Resource 25)
Event Reservation Request CHECKLIST
View the University's Three (3) Year Planning Calendar

All requests must be submitted 2 weeks prior to the event. Conferences & Scheduling cannot guarantee processing of space requests submitted with less than 2 weeks in advance of your event.

Please make sure you refer to the policies and procedures outlined at www.longwood.edu/scheduling/scheduling.htm.

To make your request, please complete the Event Reservation Request Form that follows. You must include resources required such as tables, chairs, tents, tarps, trashcans, technology and food on your request. Upon submission of your request form you will receive an automatic reply that your request has been sent to our office. This is NOT a confirmation of your event.

Conferences and Scheduling will schedule your space and contact the appropriate department to schedule your resources. Once confirmed, Conferences and Scheduling will send you a confirmation of your event detailing all dates, times, resource requests and locations. Events requiring overtime or set expenses may require additional charges for support services.

Any changes to your event or requests for resources submitted after processing will be subject to availability of resources and may incur labor costs if overtime is required.

EVENT DESCRIPTION

Event Title:

Details for the Public/Special Instructions*

Requested Date

Please select a date by clicking on the calendar button.

Visit the Longwood University Events Calendar for planning.

Event Start time
Time: * Time of Day: *

Event End time
Time: * Time of Day: *

Setup Time Time required before event for Client access.

hour* minutes*

Takedown Time Time required after event for Client clean-up.

hour* minutes*

Number of Participants:
*
Campus Security may be required for groups larger than 150 participants at a fee of $26/hour/ officer for a minimum of 2 hours. View Scheduling Procedures

Location Preferences For Single Location Events Only
View Campus Map

*Conferences & Scheduling is authorized to schedule limited and open spaces as designated in the Room Event Classification Report*

1st Choice:

Alternate Choice: *If a room in the Dorrill Dining Hall is requested, you must also request food or beverages.

Location Preferences
For Multiple Location Events Only
View Campus Map

	Location	Date	Time In	Out
1
2
3
4
5
Add.

Is This a Recurring Event?
Yes No

If yes, list additional days and times or date and time patterns:

Publicity
Open to Public
Campus Wide
Specific Group Only

(All publications with Longwood University listed must be approved by the Public Relations Office; view full policy)

If there is an admission fee, please explain:

RESOURCE NEEDS

AUDIO/VISUAL and TECHNOLOGY NEEDS

Please Enter Number Needed in the Fields Below.

Microphone
Lavaliere (clip-on)
Cordless Handheld
Wired
Microphone Stand

PowerPoint
PowerPoint Setup
Includes: screen, LCD projector, and laptop with CD-Rom and zip drive capabilities

LCD Projector

Lectern

Stage

Screen

TV / VCR

Conference Call (Budget Code Required for University Offices)

Internet Capabilities

Other Resources Not Listed:

Multiple Locations:
For events with multiple locations, please list the locations where each resource should be placed.

*All technology requests must be submitted no later than two weeks prior to the event.
View Scheduling Procedures

EQUIPMENT NEEDS

Please Enter Number Needed in the Fields Below.

Table

Chair

Tent (required for outdoor picnics)

Tarp (required for non-athletic events in Lancer and Iler Gyms.)

Trashcan

Other Resources and/or Comments

*Associated fees will be charged to the client for extensive housekeeping needs. These charges are associated with, but not limited to: tarps, overtime, excessive mess, etc.**
View Scheduling Procedures

FOOD/BEVERAGE NEEDS

Food/Beverage Needs
Meal-through-the-Line (Dining Hall meal)
Picnic
Catered Meal
Refreshment Break

ARAMARK is the official caterer of Longwood University. Internal clients may submit their orders via the CaterTrax program, featured on the Catering web site.

Conferences and Scheduling confirms with ARAMARK to insure the event can be catered. The clients is responsible for contacting ARAMARK to select menu, flowers, etc.

*All food and beverages, including alcohol, served on University property must be provided by ARAMARK.**
*Spaces reserved in the Dining Hall must have requested food/beverage.**
View Scheduling Procedures

Will Alcohol be served at this event? Yes No

*Events serving Alcohol may require a Longwood University Police officer in attendance at a fee of $26/hour/ officer for a minimum of 2 hours.
View Scheduling Procedures | View Student Policy

OTHER RESOURCES

Number of Parking Spaces Needed:

Accessibility Information
Will anyone with disabilities requiring special accommodations be attending?
Yes No
If Yes, Please Explain:

Music Information

Yes, I will have a Band present.
Yes, I will have a DJ present.
No, I have no musical needs.

If yes, please list arrival, departure times, electrical needs and other relevant information:

CONTACT INFORMATION

Name:
*

Phone Number:
*

Email Address:
* (must be your entire email address; for example, "scheduling@longwood.edu"--submitting only "scheduling" will cause an error and your form will not submit)

Affiliation to Longwood

Please fill out your appropriate information:

Faculty/ Staff
Department:
Account:
(An account number is required to process any technology needs for University Departments)

Sponsoring Dept/ Student Organization

Sponsoring Dept/ Organization:

Yes, our advisor approved this event.
Advisor's Name:
Advisor's Phone:
Advisor's E-mail Address:
Account:

External Organization/ Individual Billing Address

Street Address:
City: State: Zip:

Comments, Questions, or Other Information:

PROCEDURES FOR THE USE OF FACILITIES

It is recommended you view the University Events calendar at www.longwood.edu/scheduling and select calendar prior to scheduling your event to avoid major conflicts. Scheduling events to occur at times when few other events or activities are scheduled may increase the attendance rate. ARAMARK is the official, exclusive caterer of the University and any activity held on the campus requiring food and beverage service must use the services of ARAMARK. Outside caterers are not permitted. Longwood has a limited amount of audio-visual resources available for use. Requests for use of this equipment must be included on the original request form at submission. External requestors will be charged a fee to use this equipment. A charge for repair or replacement will be assessed to any group, internal or external, if the equipment is not returned immediately following the event or if the equipment is lost or damaged. It is the policy of Longwood University that all events involving or sponsored by students or external groups where alcohol is served require security staffing. Students are required to pay for security staffing in advance and the request must be submitted 14 days prior to the actual event. Student or external groups with more than 150 people in attendance, whether alcohol is served or not, will require security staffing. The Department of Public Safety will provide all staffing at cost to the sponsoring group or individual. Event managers for internal groups may request security staffing at their discretion. The Director of Athletics, in consultation with the Director of Public Safety, will determine the need for security staffing at Longwood University athletic events. Outdoor events, including beer gardens, and events that involve the exchange of monies are required to have security present. The requestor shall assume responsibility for liability for injury to Longwood employees or damage to Longwood property in connection with the use of Longwood facilities. The requestor shall agree to hold Longwood harmless for any and all liability relating to the requestors employees or guests. Formal evidence of insurance coverage may be required where the nature of the event presents a serious loss situation. Non-University requestors will be charge fees for use of any of Longwood’s equipment or services.

I have read, and understand the procedures for use of facilities.

Your reservation request remains tentative until you have received a confirmation form from the Office of Conferences & Scheduling.

Reservation requests must be submitted a minimum of two weeks prior to the event.

NOTE: Conferences and Scheduling will reserve available space and resources as requested on the scheduling form. Please be sure you have fully indicated all needs.