Kennedy Union :: Guide to Meeting on Campus

In an effort to accommodate University events, space in Kennedy Union, Lawnview Apartments, McGinnis Center, Virginia W. Kettering Hall meeting rooms, and University classrooms will be booked according to the following guidelines and timetable:

Internal Groups

For the purpose of reservations, internal groups are defined as those departments with a University account number and those student organizations recognized by the Office of Student Activities as a registered student organization.

A program qualifies as a University department event when the space is reserved by a University department, the department is actively involved in the planning of the event, the majority of the attendees are employees/students of the University, and the program is charged to a University account. Facilities are available to all University departments at no charge when participants are members of the University community (administrators, faculty, staff, and students) and no fees are assessed to the participants* such as admission fees, donations, or registration fees. Facility charges will be in effect when participant fees are assessed.

The University is pleased to offer its facilities and even planning services to all University registered student organizations. A student organization is recognized as registered once it has completed the necessary application with the Office of Student Activities located in Kennedy Union Room 206. All Student organizations must fill out an authorized users form before reserving a room. This form, filled out by the President, enables specific individuals (three to four) in the organization to reserve rooms. If this form is not filled out we will be unable to process room requests. We are also unable to allow individuals not included on the list to reserve rooms for their organization. Facilities are available to all University registered student organizations at no charge when there are no fees assessed to the participants. For events involving admission fees, donations, fund raising benefits, or registration fees, facility fees will be applied.

*Summer Conference charges vary. Please see page 7 of this guide for further information

External Groups

All groups not meeting qualifications for internal groups as listed above, will be considered external and will be required to pay room rental fees and/or fees for services.

EVENTS HELD AUGUST 20 � DECEMBER 31 (FALL SEMESTER)

Classrooms & Auditoriums:

- Internal departments and student organizations may begin to book on April 1.

- External groups may begin to book on August 10. Academic functions in classrooms have priority at all times and may displace previously booked events

Kennedy Union & Outdoor Spaces:

- Internal departments and student organizations may begin to book on April 1.

- External groups may begin to book on August 10.

McGinnis Center and Lawnview Apartments:

- Internal departments and student organizations may begin to book on April 1. No reservations can be made for dates prior to the first day of classes.

- External groups may begin to book on August 10.

Virginia W. Kettering Hall:

- Internal departments and student organizations may begin to book on August 10. No reservations can be made for dates prior to the first day of classes.

- External groups may not book for use during this time period.

EVENTS HELD JANUARY 1 � SPRING GRADUATION

Classrooms & Auditoriums:

- Internal departments and student organizations may begin to book on November 1.

- External groups may begin to book on November 15.

Academic functions in classrooms have priority at all times and may displace previously booked events.

Kennedy Union & Outdoor Spaces:

- Internal departments and student organizations may begin to book on November 1.

- External groups may begin to book on November 15.

McGinnis Center and Lawnview Apartments:

- Internal departments and student organizations may begin to book on November 1.

- External groups may begin to book on November 15.

Virginia W. Kettering Hall:

- Internal departments and student organizations may begin to book on November 1.

- External groups may not book for use during this time.

EVENTS HELD DURING SUMMER SESSIONS (Summer Conferences)

Summer Conferences involving housing, food and meeting rooms are scheduled through Kennedy Union & Conference Services. If you are interested in planning a summer conference, please call (937) 229-3333 to reserve facilities.

Summer Conference groups will be charged for all meeting spaces used. If the program is coordinated by a faculty/staff member of the University, then � of the external rental rate (per meeting room, per day) will be charged.

For meeting room use only during summer sessions, follow the Reservation Procedure listed on page 8 of this Guide, and the following scheduling priority.

Classrooms & Auditoriums:

- Internal departments and student organizations may begin to book on February 15.

- External groups may begin to book on March 1.

Academic functions in classrooms have priority at all times and may displace previously booked events.

Kennedy Union & Outdoor Spaces:

- Internal departments and student organizations may begin to book on February 15.

- External groups may begin to book on March 1.

McGinnis Center & Lawnview Apartments:

- Internal departments and student organizations may begin to book on February 15.

- External groups may begin to book on March 1.

Virginia W. Kettering Hall:

- Internal departments and student organizations may begin to book on February 15.

- External groups may begin to book on March 1.

Events held in Outdoor Spaces follow the same scheduling priority as Kennedy Union.

Events held in Auditoriums follow the same scheduling priority as Classrooms.

Note: If booking dates should fall on a weekend or holiday, reservations requests will be accepted on the weekday immediately preceding.