USVI Public Records

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FACILITY RENTAL RESERVATION FORM Administration & Conference Center (ACC) The reservations and arrangements for the use of the University of the Virgin Islands facilities must be made through the Office of Business and Fiscal Affairs. No reservation is confirmed until this form is completed (with payment) and the approval is given. Any questions should be directed to the Office of Business and Fiscal Affairs, 340.693.1259 or 340.693.1140. In the event of an emergency please contact the Security Department at 693-1530. PLEASE READ THE REQUIREMENTS FOR USE OF CONFERENCE ROOM. THIS FORM MUST BE FILLED OUT AND SIGNED BEFORE ROOM RESERVATIONS ARE CONFIRMED. Name of Event: Description of Event: What type of Musical Entertainment? Sponsoring Organization(s): Contact Person(s): Contact Number: Email Address: Space Requested: Type of Setup Day & Date of Event: Anticipated Attendance: Actual Event Time: From/To a.m. /p.m. Equipment Needed: Mic Podium Projector Screen Will food and Drinks be served? If yes, Breakfast Lunch Organization Responsible for Payment: Fee for use of facilities: Deposit: (Completed by the University if applicable)  Official University Use Only: Facility Use: □ APPROVED □ NOT APPROVED Fee(s) Deposit Approved By: ________________________ Date: ________________ Revised 10/2014 FOLLOWING ARE SOME MANDATORY REQUIREMENTS FOR USING THE ACC BUILDING (Please initial each line to accept requirements of use) _____You will be personally responsible for the building – 1ST Floor Conference Rm, ACC Building. _____There must be someone stationed in the reception area, at all times, to ensure participants do not wander on other floors of the building. (When a member of the Business Services staff is not present) _____All garbage and food must be disposed of once the activity has ended – please double check. No food should be left in room whatsoever. (After hours and weekend events) ______You or your designee must be on hand until Security arrives to secure the building. In the event of an accident Security must be notified. Security can be reached at 693-1530. We would notify security of the activity and they would be available in the event of any emergency. (After hours and weekend events) _____ SETUP: You are responsible for your individual setup. If setup is required there is a setup fee of $125.00. An Interdepartmental Service Requisition should submitted and credited to account number 100000-7110. (Setup will not be actioned until signed requisition is received). _____ CLEANING FEE: An interdepartmental Service Requisition is required in the amount of $200.00 and submitted to the office of Business and Fiscal Affairs prior to your event. Once the room has been checked by our office and all requirements have been met we will return your requisition. (Requisition must be received prior to your event). _____ REFRESHMENTS: are not allowed in any room having carpet on the floor. In the case of the ACC building, catered food will be set-up in the vending machine room unless permission is granted to set-up in the conference room. (There will be a clean-up fee assessed of $200.00) FURNITURE: may NOT be moved into or out of any room, balcony, or other area. If additional furniture is needed for your activity, please advise the Reservation Office ahead of time. If you would like to rearrange the furniture in a room, you may do so as long as the furniture is returned to its original arrangement by you after your activity. _____ SIGNS, POSTERS, or MATERIALS of any kind may not be attached to the walls, windows, or outdoor wooden columns. The University's windows are treated with solar film which would be destroyed by tape applied to it. The use of candles, lighter fluids, matches or incendiary device may not be used in University facilities. ACCEPTANCE - All terms and conditions as described in this Agreement are herewith accepted. __________________________________________________ NAME OF PERSON COMPLETING FORM (PRINTED) DEPARTMENT _____________________________________ SIGNATURE OF PERSON COMPLETING FORM* DATE ___ NAME AND SIGNATURE OF DEPARTMENT HEAD DATE  Official University Use Only: Facility Use: □ APPROVED □ NOT APPROVED Fee(s) Deposit Approved By: ________________________ Date: ________________ Revised 10/2014 SIGN SIGN