Important Information for University Offices - Lottery for Fall Semester Meeting Rooms

Monday, March 29 - Thursday, April 1 
 

Please share this information with others in your area; feel free to make copies as needed.  

ROOM RESERVATION PROCESS  

• ALL REQUESTS CAN BE SUBMITTED EITHER ON-LINE OR IN WRITING TO OUR OFFICE,
  

• SUB#2000, between March 29 to April 1. 

• We will NOT accept early requests.  Please DO NOT submit requests both on-line and on paper for the same thing!!! 

• WE WILL NOT BE TAKING FALL REQUEST VIA OUR WEB-SITE until all lottery requests are completed.
  
• ALL POLICIES, CHARTS, AND FORMS WILL BE AVAILABLE (March 29) HERE.
   
• WE USE A LOTTERY SYSTEM to assign rooms, according to size of group, to ensure that all have an equal opportunity to get a meeting room. 
  
• OUR PRIORITY SYSTEM ensures that student groups are given first priority after campus-wide events:

Priority 1: Campus-wide events (such as Homecoming, Career Fairs, University Planning Day, Visit Days, Board of Governors Meetings, etc.)

Priority 2: Student organization meetings and events

Priority 3: University departments and offices

Priority 4: Off-campus events (banquets, workshops, meetings, etc.)

REQUEST FORMS & INFORMATION

Based on the information you provide on our form, we will assign a room that maximizes efficiency for all groups.   
 

• Fill out the fall 2010 lottery request form(s).  If you are meeting every week, every other week just circle the dates you need.  

• If you have a special event (such as a workshop or conference), which lasts more than one day i.e., Friday & Saturday, please circle those dates on one form.  This will be considered a one-time special event. Your event will have a better chance of being drawn as a single event, and not as two one-time events. 

• Submit your request(s) to the Student Union Administrative Office any time between Monday, March 29 to Thursday,  April 1.

WHAT HAPPENS NEXT? 
 

• Requests will be categorized by priority and size of group, then drawn at random and    assigned to rooms with capacities matching the size of group.
  
• Any request received after the lottery will be handled on a first-come, first-served basis after lottery assignments have been processed.
  
• All confirmations will be sent via campus-mail to your office by Wednesday, April 28^th  or sooner. 

ANY QUESTIONS? - Contact the Student Union Administrative Office at x4186, or stop by our office, SUB 2000 inside the Hub.