Pratt School of Engineering Event Space Reservation Policy

Transcription

1 Pratt Schl f Engineering Event Space Reservatin Plicy Table f Cntents 1.0 Plicy Statement Schician Auditrium Space Pririty Engineering Dean s Office Right t Refuse r Cancel Bkings Event Types Pratt Event Nn-Pratt Event Nn-Duke Event Event Space Descriptins and Restrictins Schician Auditrium Pre-functin (auditrium lbby) Fitzpatrick Center Atrium FCIEMAS 1441 Vide Cnference Rm Teer Auditrium Teer Lecture Hall nd Flr Teer Lbby Physical Space Restrictins Submitting Reservatin Requests Event Services Space Access Husekeeping Catering Services & Rentals AV/Tech Supprt Liability Smking Alchl Plicy Security Parking Nn-Duke Reservatin Requests Cntract and Payment Cancellatin by User Rm Reservatin Agreements Cpyrights and Trademarks University Trademarks Advertising Cancellatin f Bking by User... 9 Fitzpatrick Center Event Space Rental Plicy Revised: August 2011 Pratt Schl f Engineering Page 1

2 Duke Pratt Schl f Engineering Event Space Reservatin Plicy The Pratt Schl f Engineering is cmmitted t the use and maintenance f its Event Spaces which will cntribute t a cmfrtable and cnducive educatinal and wrk experience. These spaces include Schician Auditrium, Pre-functin (auditrium lbby), Fitzpatrick Center Atrium, 1441 FCIEMAS, 115 Teer Auditrium, 203 Teer Lecture Hall and 2nd Flr Teer Lbby. Due t the high vlume f demand fr these spaces pririty is assigned t departments and prgrams nrmally invlved in the use f these spaces n a daily basis within the Pratt Schl f Engineering, fllwed by University Administratin, Duke University Hspital Administratin, and ther schls and prgrams within Duke. The Event Spaces are available fr use by nn-duke clients fr prgrams and activities cmpatible with, r that enhance, the missin f the Pratt Schl f Engineering and Duke University. Every Event Space User is required t cmply with the rules and regulatins utlined in this dcument. 1.0 Plicy Statement The purpse f this plicy is t prvide guidelines fr making agreements fr the use f Event Spaces as well as t ensure prper use f the area and t encurage a smth reservatin system. Event reservatins must be submitted thrugh Duke s 25Live calendar system. Final apprval is made by the Calendar Administratrs in the Engineering Dean s Office (EDO). Users are required t state the purpse f their reservatin, utline the subject matter f the event, and include detailed infrmatin abut the event and their space needs. Users must be members f Duke University r Duke University Hspital System cmmunity and will maintain respnsibility fr the actins f all persns using Event Spaces as part f their event. Nn-Duke events, spnsred by a member f the campus cmmunity, may use the Event Spaces at the discretin f the EDO. 1.1 Schician Auditrium Space Pririty Classes requiring mre seating than is available in ther classrms r requiring technlgy which is nt available in ther classrms Events invlving Pratt students and/r faculty hsting prminent utside speakers which prvide visibility fr Pratt Duke academic events invlving Pratt students and/r faculty Scial events fr the Pratt Schl f Engineering Scial events fr ther schls r students grups within Duke. 1.2 Engineering Dean s Office Right t Refuse r Cancel Bkings The EDO reserves the right t deny r cancel any bking that cnflicts with the pririties established in Paragraph 1.1 r which in the pinin f the EDO cnflicts with Pratt r Duke s missins and/r plicies, whse functin is nt suitable fr the requested space, r Fitzpatrick Center Event Space Rental Plicy Revised: August 2011 Pratt Schl f Engineering Page 2

3 2.0 Event Types which may be unlawful, present a risk t public safety r persns using the facility, r be cntrary t public plicy. Refusals and cancellatins are final. 2.1 Pratt Event Any event spnsred by the Pratt Schl f Engineering intended fr use by members f the campus cmmunity. These events will invlve participatin by the hst department r prgram and shuld cntribute t the department r prgram s missin. 2.2 Nn-Pratt Event Any event spnsred by Duke University departments r rganizatins r the Duke University Medical Center intended fr use by members f the campus cmmunity. These events will invlve participatin by the hst department r rganizatin and shuld cntribute t the department s r rganizatin s missin. 2.3 Nn-Duke Event Nn-Duke indicates any event that des nt have a majrity f Duke University members in attendance. This event must be spnsred by a Duke University department. Rental fees will apply dependent n the details f the event and its spnsrship. Acceptance r denial f nn-duke event requests is at the discretin f the EDO. 3.0 Event Space Descriptins and Restrictins 3.1 Schician Auditrium Fixed furniture, tiered classrm style with a dividing wall; Side A has fixed pdium Capacity: 103 in Side A (FCIEMAS 1464) 103 in Side B (FCIEMAS 1466) 206 in Sides A&B (FCIEMAS CONFAB) Cmputer DVD VCR Prjectr Dcument Camera Smart Bard Vide recrding f event All seats have pwer utlets and gigabit netwrking Duke Wireless (registratin required) is available Fd and drink are nt permitted with the exceptin f water fr presenters. 3.2 Pre-functin (auditrium lbby) Lcated utside f Schician Auditrium, used as an verflw/supplemental space fr bth the Auditrium and Atrium. Fitzpatrick Center Event Space Rental Plicy Revised: August 2011 Pratt Schl f Engineering Page 3

4 Capacity will depend n type f event: 100 peple standing 80 peple seated Fd and drink are permitted. Tw plasma screens N rentals are prvided fr this space. All rental needs shuld be handled by an appinted caterer r rental cmpany. PLEASE NOTE: This is a public access space and cannt be cmpletely clsed ff during events. 3.3 Fitzpatrick Center Atrium Open space arund the grand staircase in FCIEMAS; 2nd and 3rd flrs are nly available fr Pratt Events. Capacity will depend n type f event: 250 peple standing 160 peple seated Fd and drink are permitted. N rentals are prvided fr this space. All rental needs shuld be handled by an appinted caterer r rental cmpany. PLEASE NOTE: This is a public access space and cannt be cmpletely clsed ff during events. 3.4 FCIEMAS 1441 Vide Cnference Rm Mveable seating arund a U-shaped cnference table. Capacity: 23 peple Fd and drink are permitted. Cmputer DVD VCR Prjectr Dcument Camera Smart Bard Vide recrding f event All seats have pwer utlets and gigabit netwrking Duke Wireless (registratin required) is available Teer Auditrium Fixed seating, tiered classrm style Capacity: 50 peple Fd and drink are nt permitted with the exceptin f water fr presenters. Fitzpatrick Center Event Space Rental Plicy Revised: August 2011 Pratt Schl f Engineering Page 4

5 Cmputer DVD VCR Prjectr Dcument Camera Smart Bard Vide recrding f event All seats have pwer utlets and gigabit netwrking Duke Wireless (registratin required) is available Teer Lecture Hall Fixed seating, classrm style, nn-tiered, raised stage Capacity: 118 peple Fd and drink are permitted. Cmputer DVD VCR Prjectr Duke Wireless (registratin required) is available 3.7 2nd Flr Teer Lbby Lcated utside f 203 Teer Lecture Hall Mveable cuch/chair seating and end tables; there are tw 8 tables which mve between the lecture hall and lbby Capacity (standing rm nly): 40 peple Fd and drink are permitted. 3.8 Physical Space Restrictins All rms must be restred t their riginal cnditin after an event; it is up t each User t make sure that the rm is cleaned and ready fr the next persn using it (see Husekeeping belw). Nthing is t be adhered r attached t the walls r clumns in any f the Event Spaces fr any reasn. Use f ballns in the Atrium is nt permitted. Use f candles r pen flames in Event Spaces is nt permitted withut expressed written cnsent f the EDO. Payment fr repairs r restratin t Event Spaces fr any damages caused during an event will be the respnsibility f the User. The User will be prvided with cpies f any invices fr thse repairs r restratins. 4.0 Submitting Reservatin Requests All reservatin requests must be submitted thrugh the Duke 25Live system ( Fitzpatrick Center Event Space Rental Plicy Revised: August 2011 Pratt Schl f Engineering Page 5

6 Reservatin requests can be submitted any time fr an event BUT any requests made fr events that take place Mnday thrugh Friday during the Fall r Spring academic semesters will nt be prcessed until classes fr the requested semester have been scheduled and psted. Once the classrm schedule is cmpleted, Event Space requests will be addressed in the rder in which they were received all requests are handled n a first cme, first serve basis. N event is cnsidered cnfirmed n the calendar until the Calendar Administratrs have prcessed and apprved the request. It is up t the discretin f the EDO t place a hld fr an event n the calendar. 5.0 Event Related Services 5.1 Space Access Nrmal building access hurs are Mnday thrugh Friday, 7:00 am-7:00 pm. It is the User s respnsibility t identify times they need access t a facility, including set-up and take dwn time. Fr scheduled events taking place utside nrmal access hurs r n the weekends, the Calendar Administratrs will then ntify Facilities t ensure that building drs are unlcked and accessible. 5.2 Husekeeping It is the respnsibility f the User t see that the facilities are returned t their riginal state after the event and that all trash is prperly dispsed. Arrangements fr immediate clean-up fllwing events invlving fd and beverage must be made with FCIEMAS Husekeeping ( ). The User is respnsible fr all FMS charges in cnjunctin with clean-up, including any vertime r surcharges incurred if clean-up time ccurs utside f the FMS nrmal perating hurs. Failure t have all areas cleaned and catering equipment remved immediately after the event may result in the denial f future requests t use the facility. 5.3 Catering Services & Rentals Catering is t be arranged thrugh any University-preferred catering service. There are n rentals prvided fr the Event Spaces by the Pratt Schl f Engineering. Rentals shuld be arranged thrugh the designated catering service r a rental cmpany. It is the respnsibility f the User t see that the area is returned t its riginal state after the event and that all trash has been bagged and is easily accessible fr daily remval. If rentals are t be left vernight fr next day r delayed pick-up, the User must clear this with the Calendar Administratr in case f scheduling cnflicts. The User is respnsible fr any expenses assciated with vernight r delayed pick-up. Please be aware that the Pre-functin and Atrium are public access spaces and the Pratt Schl f Engineering is nt liable fr lst r damaged rental prperty. Fitzpatrick Center Event Space Rental Plicy Revised: August 2011 Pratt Schl f Engineering Page 6

7 5.4 AV /Tech Supprt Schician Auditrium, 1441 FCIEMAS, 115 Teer, and 203 Teer are utfitted with state-fthe-art equipment. If unfamiliar with the AV equipment in these Event Spaces, it is the respnsibility f the User t arrange a basic training sessin with Pratt IT Services ( r supprt@pratt.duke.edu) n less than 3 days prir t the event. If an event requires a technician be present, cntact: Fr Pratt Events, Jhn Vincent (jhn.vincent@duke.edu) Fr nn-pratt and nn-duke Events, cntact Duke Tech Services Instructinal technlgy charges are the respnsibility f the User. It is the respnsibility f the User using the standard equipment in these Event Space t cmpletely shutdwn the system, screens, prjectins, and micrphnes upn cnclusin f the event. 5.5 Liability Event spnsrs are respnsible fr ensuring that the Event Spaces are nt damaged during the curse f the event. After events, the Event Spaces will be mnitred t ensure cleanliness and adherence t the plicy and prcedures defined in this publicatin. The Event Spaces are used at the Users wn risk. The Pratt Schl f Engineering r University is nt respnsible fr damage t r lss f persnal effects r equipment, nr injury t User r any persns in attendance at any event rganized by nn-duke Users. Any damage t equipment r prperty as a result f the User will be the sle respnsibility f the User and will be charged fr repairs r replacements. 5.6 Smking Smking is nt permitted anywhere in the buildings. 5.7 Alchl Plicy All university plicies regarding the use f alchl and scial hst respnsibility apply. In accrdance with this, alchl will nly be permitted fr apprved scial events and acknwledged by the Calendar Administratrs prir t the event. Any individual hsting an event where alchl is served is assuming cnsiderable risk and may nly d s as an apprved scial hst. Prir apprval must be received frm the Calendar Administratrs and prper university dcumentatin prvided. In all cases where alchl is available at a scial event, the hst f the event must ensure that all alchl use is legal and respnsible. Alchl fr purchase (cash bar) is prhibited. An apprved scial hst wishing t have alchl served t guests may d s nly thrugh a caterer. All bartending csts are the respnsibility f the User.Under n circumstances will individuals be allwed t directly prvide r serve alchl. Fitzpatrick Center Event Space Rental Plicy Revised: August 2011 Pratt Schl f Engineering Page 7

8 5.8 Security Security can be arranged thrugh the Campus Security Office ( ) and any additinal crdinatin and/r security csts will be the respnsibility f the User. 5.9 Parking Parking arrangements are the respnsibility f the User. Guest parking can be arranged thrugh Campus Parking Services ( ). 6.0 Nn-Duke Event Rental Fees Fr the definitin f Nn-Duke Event refer t Sectin 2.3 abve. N rental fees will be charged fr events hsted by any schl, department r institute at Duke University. All nn-duke events requests will adhere t the fllwing reservatin fee schedule: SPACE Schician Auditrium (Sides A&B) Schician Auditrium (Side A) Schician Auditrium (Side B) Pre-functin* Atrium FCIEMAS 1441 (Vide Cnf Rm) Nn-Duke Rental Fee $100 per hur (2-hur minimum) $50 per hur (2-hur minimum) $50 per hur (2-hur minimum) n charge $100 per hur (2-hur minimum) $50 per hur (2-hur minimum) 115 Teer Auditrium $50 per hur (2-hur minimum) 203 Teer Lecture Hall $50 per hur (2-hur minimum) * The Pre-functin is used as verflw/supplemental space fr bth Schician Auditrium and the Atrium. 6.1 Cntract and Payment Once a request has been apprved, a cnfirmatin and cntract fr the space will be sent ut. The cntract is t be signed and returned t the address prvided with payment in full in rder t secure the reservatin. Checks shuld be made ut t Pratt Schl f Engineering Duke University. 6.2 Cancellatin by User If cancellatin ntice is sent t the Calendar Administratrs n r befre the n later than date n the signed cntract, the full rental fee is refunded. If cancellatin ntice is sent after the n later than date n the signed cntract and mre than 48 hurs prir t the event, 50% f the rental fee will be refunded. If the cancellatin ntice is sent 48 hurs r less prir t the event, there will be n refund. Fitzpatrick Center Event Space Rental Plicy Revised: August 2011 Pratt Schl f Engineering Page 8

9 PLEASE NOTE: The fees listed abve d NOT include charges fr any additinal cntracted services such as AV, catering, rentals, and/r husekeeping. 6.3 Rm Reservatin Agreements Each User must review and adhere t the fllwing terms and cnditins Cpyrights and Trademarks The User is slely respnsible fr btaining all licenses with the regard t the use f cpyrighted music, dramatic r ther wrks in the rms r facilities and the User shall immediately pay when due any and all ryalties, fees and csts arising frm the use f such wrks and frm the use f any patented, trademarked, r franchised articles, devices, r prcesses in r n the rms r facilities University Trademarks The use f all University trademarks, trade names, lgs, designs, symbls and service marks belnging t the University is the respnsibility f the User t btain in advance frm the University Advertising Nn-Duke Users must nt imply an assciatin with the University except fr the purpse f describing the lcatin f the event Cancellatin f Bking by User Cancellatins f rm reservatins are handled by cntacting the Calendar Administratr at prattspaces@duke.edu. Failure t ntify the Calendar Administratr f an event cancellatin may result in the lss f future reservatin privileges. A bking may nly be cancelled by giving ntice in writing t the Calendar Administratrs and the User remains liable fr any fees. The User is respnsible fr cancellatin f any ther services related t their event such as catering, instructinal technlgy, facility management services, security, and s frth. Fitzpatrick Center Event Space Rental Plicy Revised: August 2011 Pratt Schl f Engineering Page 9