Kennedy Union :: Guide to Meeting on Campus

Reservations for Kennedy Union, Lawnview Apartments, the McGinnis Center, Virginia W. Kettering Hall meeting rooms, Kennedy Union Plaza, Kennedy Union Field, Kennedy Union Games Room, Boll Theatre, the McGinnis Center Plaza, and Jesse Phillips Humanities Center Plaza are accepted from 8:30 am until 5:00 pm, Monday through Friday.

To make a reservation, call (937) 229-3333 or stop by the Kennedy Union & Conference Services Office, in Kennedy Union Room 241 or reserve on-line at http://www.udayton.edu/~ku. When making a reservation for a major event, please schedule an appointment with the Kennedy Union staff to discuss your needs.

The following information is needed when requesting space:

� Your Name

� Your Phone Number

� Your Organization or Department Name

� Date(s) and Time(s) of the Event

� Preferred Location of the Event (KU, LV, McG, VWK)

� Title of the Event

� Number of People Attending

� Room Set-up needs (see section entitled Meeting Room Layouts on page 34)

� Audio/Visual Equipment Needed (see section entitled Audio-Visual and Other Equipment on page 11)

� Catering Services Needed

Note: Requests for food and beverage service can be made at the same time an event reservation is requested. Kennedy Union staff and Catering services staff collaborate to assure that every aspect of the event runs smoothly. Please see the section entitled Catering Services Policies and Procedures on page 20-24 of this guide for further information.
*Kennedy Union and Virginia W. Kettering Hall rooms must use services provided by the University of Dayton Food Services Department of Catering. However, student groups may bring their own food into Virginia W. Kettering Hall.
*Outside catering services may be used in the McGinnis Center. Student groups may bring their own food into McGinnis.

� Any additional Special Requests

The Kennedy Union staff can serve each group only in regards to the received information. Please be accurate and complete in requesting reservations. Last minute changes or additions may not be able to be accommodated.

Reservations remain tentative until all necessary information is provided by the contact person and all necessary approvals are obtained for the event (i.e. student organizations must register campus-wide events with the office of Student Activities). After the staff receives all necessary information for the event, a written confirmation will be sent to the contact person. Reservation confirmations for recognized Student Organizations will be placed in the appropriate mailbox found in Kennedy Union Room 209.

The room preferred will be assigned when available. However, the Kennedy Union staff reserves the right to change the location of a reservation if scheduling conditions deem it necessary, at which time the contact person will be notified by phone, fax, or mail.

All reservations are subject to operating, rental, and all other policies as described in this manual. Student groups may reserve a maximum of two meeting spaces per week for their organization (with each meeting having a time limit of two hours per meeting). Special events throughout the semester may be booked in addition to this �two meetings� policy, based upon the discretion of the Kennedy Union Staff. This policy enables more student organizations to reserve meeting spaces on campus.

Policies governing the use of rooms are based on the type of organization or group involved:

* If a room is used for a fund-raising event or admission is charged, then the room rental applies.

* Non-university groups and private parties are assessed a room charge, based on the room selected.

Summer Conferences

Summer Conferences are those events and programs involving the coordination of housing, meeting spaces, and food services. Those events can be scheduled on campus May though the beginning of August.

Summer Conferences are scheduled up to five years in advance. By contacting Kennedy Union & Conference Service, housing, meeting space, food services, parking, use of the PAC, and equipment rental can be coordinated.

For a more detailed description about booking a summer conference, call (937) 229-3333.