Fillable General Meeting Room Reservation Form printable pdf download

UTEP Library

GENERAL MEETING ROOM RESERVATION FORM

Failure to return the room to the original set-up will ban your office or group from using Library meeting rooms.

By signing below you indicate your acceptance of the privileges and the restrictions mentioned below.

Event date/s: _________________________ Requesting Dept./Contact: _________________________________

UTEP Sponsor if different: _______________________________________Phone/Email: _______________________

Signature: _______________________________________________

Today’s Date: ________________________

Note: Not signing this form will only delay the reservation process.

PLEASE READ, SIGN AND RETURN TO: THE LIBRARY ADMINISTRATION OFFICE, ROOM 316 or Fax 747-5345.

The University Library meeting rooms are NOT available for: 1) non-UTEP sponsored groups, 2) regular scheduled

University classes, or 3) on-going regularly scheduled meetings. Note: Student organizations must be currently

registered with the Student Engagement and Leadership Center. (SELC).

Violation of these policies will result in loss of privileges to use the Library Meeting Rooms.

HOURS OF AVAILABILITY:

(Note: Exceptions to this policy are rare and must have approval of the Director of the Library).

Blumberg Auditorium, Room 309, and Room 410 are available ½-hour after the Library opens through 1-hour before

closing. No meetings will start before 9:30 a.m. on Saturdays to allow time for set-up.

ROOM & SEATING ARRANGEMENTS and SPECIAL EQUIPMENT NEEDS:

Each room has a pre-set arrangement Blumberg Auditorium is set up Theater Style (podium and riser cannot be moved

or charges will apply); Meeting Room 309 is set up in Classroom Style, and Room 410 is set up in Board Room Style.

Changes in the room set-up must be made at the time of the Reservation. If you have additional requirements moving

tables or chairs or other than these stated, please contact Facilities Services two weeks in advance, and they

charge a fee for their services (747-7187). Groups using the rooms are responsible for the physical arrangement of

chairs, tables, and the return of furnishings to their original places immediately following the event/meeting.

Groups needing audiovisual (A/V) equipment must indicate this at the time of their request. Please list your A/V

equipment requirements on page two of this form. The Library Administration accepts no responsibility for setting up

equipment if this information is not included. Non-functioning equipment should be reported immediately.

IT MAY NOT BE POSSIBLE TO FILL LATE REQUESTS.

All Audio/Visual / Technology questions, contact: Alex Fierro, (915) 747-6712 or email him at aefierro2@utep.edu. You

may also contact the Collaborative Learning Center (CLC) at (915) 747-5391.

REFRESHMENTS:

Food and drinks must have prior approval, including water pitchers and cups, and can ONLY be provided through the

Campus Food Services (Campus Catering at 747-7460). Groups are responsible for leaving rooms in clean condition.

Alcoholic beverages MUST be pre-approved by the President’s Office. Cost of repairing stains or damage to the

furniture, carpeting, or Library Collections will be charged to the department/group and must be reported immediately to the

Circulation Desk on the main floor.

ACCESS TO THE MEETING ROOMS:

Rooms will be opened/unlocked 30-minutes prior to scheduled start time (not before Library opens), so please include

preparation time in your request. If the room is not open, please check with a staff person at the Circulation Desk on the

main floor. Circulation staff must be notified at the conclusion of the meeting that the room is vacant and ready to be

secured.

Received: ___________________________

Circle:

Approved or Denied

Copied: __________________________

[Revised RLS: 10/26/15)

General Meeting Room Reservation Form

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