Procedures and Guidelines for Reserving Campus
Facilities
and Conference Services
Community
Relations and Conference Services
USE OF CAMPUS SPACE AND FACILITIES
The Community Relations and Conference Services Department is the campus "Reservations Hub."
1. Schedules/reserves campus space and facilities for the following activities:
- Campus special events
- Academic class needs
- All guests and campus tours
- Meetings, conferences, seminars and luncheons
- Student orientation programs
- Testing for off-campus groups scheduled by Testing Services
2. Assist Requestor in booking and managing conferences, seminars and training's locally off premise and out of town.
- Locating and negotiating hotel agreements for conference guests.
- Determine meeting rooms needs
- Assisting in catering needs
- Assisting in various community activities and tours
- Assist Client in all services and support in managing conferences, seminars or training's
- Assist Requestor
3. Coordinate all users' needs including physical setups, housekeeping, parking, police, multimedia, catering and conference hotel and entertainment needs.
4. Works with internal departments, student organizations and external clients.
PROCEDURES FOR RESERVING CAMPUS SPACE AND FACILITIES
1. A fully executed Event Request Form is required for all space and room reservations, a minimum of one week in advance.
- Requests for campus space and facilities (including parking) are on a first-come, first-served basis; however, facilities will not be held until all required paperwork is submitted.
- Facilities and all other needs, i.e., parking, are not confirmed until a fully executed request form is submitted and all Requested documentation.
- Campus groups requesting to schedule a professional conference / seminar at UHD must meet with the Director of Community Relations and Conferences prior to booking or confirming outside groups.
2. If needing to reserve parking facilities, a Request for Parking Services form and SCR must be attached to each request form to reserve parking and pay for charges. No reserve parking will be made without an SCR submitted. All tokens to reserve parking guests will be distributed by the parking kiosk staff only.
3. If needing to reserve a police officer, a Request for Police Services is required.
- Attach to Event Request Form (if applicable
- Include a fully executed SCR if there are any changes involved.
4. A fully executed Application for Alcohol Permit is required when alcohol will be served at any UHD event.
- Must be submitted no later than thirty (30) days prior to the date of the event in order to secure event. a permit through the Texas Alcoholic Beverage Commission.
5. A Confirmation Notice is e-mailed to the requester upon confirmation of the event(s).
6. Once confirmed, all events are posted on the UHD web site under Calendar of Events and UHD Kiosk
7. After-hours/weekend assistance for room setups, housekeeping, multimedia, police services &/or event oversight may incur a fee to offset overtime charges (After-hours is defined as after normal university working hours of 8:00 a.m. to 5:00 p.m., Monday through Friday).
8. All students events scheduled on UHD campus must be attended at all times by the UHD Advisor/Sponsor. Keys and access to all secured facilities or locked areas will only be checked out by and given access to by the Student Advisor/Sponsor.
9. Please contact the Community Relations and Conference Services Department when scheduling or inviting visitors to the campus to ensure availability of parking, notification to the Police department for security purpose and to address outstanding maintenance/housekeeping issues.