Conference Services » Facilities Reservation Guidelines

Facilities Reservation Guidelines

Internal Guidelines

This policy is designed to address the use of Stevenson Facilities for campus events other than regular academic activities. The intent of this policy is to:

Establish consistent scheduling policies
Establish and communicate a clear consistent process for facility usage outside of regularly scheduled classes.
Minimize scheduling conflicts
Implement a central scheduling system to streamline room requests and publish campus events on a master calendar.
Monitor the number of events occurring each day and oversee use of facilities and service personnel.
Establish consistent fees and contracts for use of facilities and services.

Academic classes are scheduled through the Registrar’s Office. Classrooms may not be scheduled for non-academic purposes prior to the formulation of the class schedule for each semester, after the first week of classes. Once the Registrar’s Office has finalized the class schedule for the semester, facility requests should be directed to the Conference Services Office. Conference Services will not accept requests for classroom space prior to one month before the schedule is released to them.

I. Requesting Space

A. Student Clubs and Organizations – Student requests should be directed to the Student Activities Office. For large events, student clubs should expect to provide assistance for set-up and breakdown needs.

B. All other requests from departments, faculty and staff should fill out the appropriate form provided on this website. Click on Forms at left and choose the appropriate form from the list. The Room Only Form, when no setup is required or the Event/Facility Request Form, when a room setup is required.

For Theater Requests, email Conference Services with your request including your audiovisual needs and setup requirements:
- The theatre should be reserved a minimum of two (2) weeks in advance of the proposed event to allow time for simple setups, such as a podium and a microphone.
- Events that require more than the use of the apron of the stage should be reserved at least one (1) month in advance because of the time needed to set the lights.
- Because no technical equipment is permanently installed in the theatre, lead-time is required to accommodate complex technical requirements, including screens, PowerPoint, microphones, and other technical equipment.
- It is important to state all of the accommodations that will be needed for the event at the same time the reservation is made. Last-minute requests for equipment and other modifications may not be possible to prepare.
- Each semester when the theatre department schedules its load-in and production, no other events will be scheduled in the theatre.
For Athletic Facilities (Gymnasium, Bubble, or Fields), use the Athletics Request form.
- The Gymnasium may be reserved on a case-by-case basis. The Director of Athletics shall be consulted.
- Requests to use the Gymnasium shall be made at least two weeks in advance by using the form located on the University’s website.
- Confirmation of use will be cleared for the Gymnasium through the Director of Athletics.
For the Ratcliffe Room, use the Ratcliffe Room Request Form.
For the Campanella Room, contact Ruth Hubbard at extension 2203 (if no other space is available on campus).
For the President’s Dining Room, use the President’s Dining Room Request Form.
For the Owings Mills Community Center, contact Miecia Zaplatynski at extension 4011. Once you receive your confirmation, please notify the Conference Services Office.

C. Please have the required information ready when making a reservation request using the individual/department/groups requesting the event, contact information, date and time of event, number of attendees, setup needs and any special requests you may have (i.e., housekeeping, security, etc.) and your department account number.

Requests for classrooms during Final Exam week can only be confirmed through the Registrar’s Office. Scheduled class times during Exam Week change according to Exam Schedules. The Registrar’s Office controls and schedules all exams and classroom usage during this week.

D. Reservation Setups – Each reservation requires a setup. Depending on the complexity of the setup, different timelines are required.

Minor setups – Minor setup require movement of equipment and/or furniture, including the rearranging and/or delivery of a minimal amount of extra chairs and tables.
Major setups – Major setup requires extensive moving of a large number of tables, chairs or other equipment from room to room or building to building. Reservation requests for major room setups must be submitted no later than twenty-one days in advance of the reservation date. Major setups may results in additional charges. The University reserves the right to refuse any setup dependent upon labor extensive needs or failure to observe the twenty-one day notice.
Postings and decorations must be approved in advance by the Conference Services Office prior to be attached to any structure (i.e., walls, columns, windows). Artwork displayed by the University must not be tampered with in any way.

E. Upon receipt of a Room Reservation Request Form, a response will be sent to the requestor of the event by close of business on the 2nd day after the request is made, indicating the status of the request. For a successful event, review your confirmation and contact the appropriate office with any changes.

F. The primary purpose of Stevenson University is to serve the University’s academic mission and operational activities. Stevenson seeks to balance its academic mission with its commitment to cultural, social, and economic development of the community of which it is a part. On a case by case basis, SU will make its facilities available to groups outside the University whose purpose is consistent with the University’s mission. The University maintains the right to determine which activities are appropriate to be held on campus. Events shall in no way violate the purposes, property, policies or guidelines of Stevenson University. All internal and external groups are expected to follow the rules governing all Stevenson facilities.

Academic classes and major University events are given priority for the use of University facilities, grounds and equipment. All other events are scheduled on a first-come, first-served basis. All facilities are the property of Stevenson University and must be scheduled through Conference Services. There is no departmental or individual ownership of facility space.

Confirmation will be based on the following criteria: 1) the facility is available and suitable for the event, 2) adequate resources (staff, equipment, etc.) are available, 3) the event will not conflict with other activities already scheduled, 4) there is sufficient time to properly setup and breakdown the facilities/support services for the event.

G. Room requests can only be made for the current semester. Requests for other semesters cannot be processed until the academic calendar is completed by the Registrar’s Office. Exemptions are given to major campus events.

II. Changes/Cancellation Policy

A. If an event is cancelled, Conference Services must be notified as soon as possible, making the room available for other users. If any expense has already been incurred by Conference Services in preparation for the event, the charges will be billed to the meeting requestor.

B. Reservation confirmations may be subject to change at the discretion of the University. The University has the right to cancel/reschedule or relocate a confirmed reservation due to inclement weather, unforseen disasters or unanticipated conflicts. In the event of a need for cancellation/rescheduling/relocation, Conference Services will make every effort to find a suitable location/date for the event.

C. The configuration of room confirmation may change as needs and opportunities change. Due to the limited amount of meeting space, those scheduling a room on a repetitive basis understand that space may be preempted on occasion. Departments should expect limited space availability when making reservations in close proximity to the event date.

D. If there are any changes to the event or its setup, it is the responsibility of the event contact person to notify Conference Services of the changes at least 24 hours prior to the event.

III. Inventory

A. The University has a limited inventory of equipment and furniture which may be available for an event. If the University supply is depleted, additional items will have to be rented. The department requesting the event will be responsible for these costs. Please provide your account number at the time of your request. Examples of items that can be requested are tables, chairs, audiovisual equipment, linens, catering and other items (i.e., stage, lighting, etc.) Fees will be assessed to groups requiring setups or University services after normal hours of operation, as determined by the Administration and Security Office. Additionally, fees will be assessed when setup needs and services bypass the normal scope of most meetings. Events requiring out of the ordinary support services from University operations, such as custodial support, grounds, public safety, logistical services, media services, information technology, audiovisual support, facilities support and overtime labor. The cost of services will be communicated, in advance, and applied according to the particular needs of the event. The department requesting the additional services will supply the appropriate account number and be responsible for the assessed fees.

B. Conference Services has a limited inventory of linens to provide for your meeting needs. We can supply up to 3 tables of skirting for a single meeting at no charge. For meetings requesting food service, your linen requirements will be coordinated through Sodexo.

C. For audiovisual equipment – Currently the library houses most of the audiovisual equipment available for meeting purposes. Please contact the library to reserve your AV. Conference Services will coordinate all other needs (i.e., screen, microphones, etc.).

D. Other items – Conference Services will help coordinate other items, depending on meeting needs (i.e., stage, lighting, etc.).

IV. Catering

A. If you would like to request food service for your event, contact Dining Services at extension 2283 or use the catering line at 443-352-4009 for available menus, services, and pricing. The Sodexo Catering Guide is available on the University webpage for your review.

B. Alcohol Policy – All University sponsored events where alcohol is served, either on or off campus, must be approved by the Dean of Students, Claire Moore. If you receive approval for alcohol to be served at a University event, alcohol may only be served by a licensed bartender.

C. A contract with Sodexo can only be completed after an Event Confirmation is received.

D. If you would like to bring your own food or make other food arrangements, Conference Services must be notified. Conference Services will help coordinate your food service needs.

E. All rooms are expected to be left in the condition in which they were before the event began. Special issues (i.e., excessive trash, parking, signage, etc.) should be detailed in advance in the initial meeting request form.

V. Sponsoring an External Group

A. Requesting to sponsor an outside group requires approval b the academic Dean, Dr. Paul Lack or Tim Campbell, CFO. Please fill out the appropriate sponsored event form. Sponsored events will pay rental fees and service charges at a reduced rate. Facilities for sponsored events are scheduled directly through the Conference Services Office. Conference Services will coordinate contracts for use of University facilities and services. The sponsoring department is required to have a staff person on-site during the duration of the event.

In order to meet the needs of our changing environment as the University grows, all guidelines are subject to change.

The Conference Services Office looks forward to assisting you in the planning and execution of your meeting needs.