Reservation Policy PDF Version Link

 

Operating Hours
8 am - 8 pm Monday – Friday
By Request Saturday
By Request Sunday


Policies are subject to change without notice.
1. A designated area may be reserved by submitting a request via Outlook to
iee@ttu.edu or via the linked form on our website. If using Outlook, please include the information below in the email request:

• Date & Time:
• Organization or Department:
• Position in Department/Organization:
• Which space are you requesting:
• Number of attendees:
• Name of event/meeting:
• Contact & Contact information for event:
• During or after Center hours:
• Food:
• Technology needs:
• Space set up needs (see IEE website for configurations)

2. Reservations must include setup and breakdown time.

3. Reservations must be submitted 2 weeks in advance of the date being requested.
Reservations submitted less than 2 weeks in advance are not guaranteed
consideration.

4. Submitting a reservation request does not guarantee the use of the space. All
reservations are subject to availability and the approval of staff.

5. Status regarding the submitted request will be communicated within 5 business
days (Monday – Friday) of the request submission date. If you have not received
a response within 5 business days, please contact the Director.

6. Spaces cannot be reserved beyond the current semester.

7. All event reservations scheduled during normal business hours must end at least
30 minutes prior to the end of building operating hours unless arranged
otherwise in the original request.

8. No individual, groups, student organizations, departments, etc. may transfer
their reservation to another party.

9. Reservations are granted on a first-come, first-serve basis. IEE may remove
and/or reschedule any event should a University or Department emergency arise
that requires the closing of the building. If this occurs, you will be notified as
soon as possible.

10. Organizations determined not to be in good standing based on previous
reservations will not be permitted to reserve space for one month within the
current or subsequent fall/spring semester. The Director will communicate with
the person responsible for the organization or meeting to discuss any concerns
following reservations prior to a status of “not in good standing.” Factors
contributed to be deemed not in good standing include but are not limited to:

• Continuous cancellations of reservations less than 3 business days
  prior to the day of the scheduled event.
• Failure to clean space and complete the post-event process.
• Severe damage to space, furniture, etc.
• Problematic behavior during events (fights, disrespect of staff,
  creating a hostile environment, violating space policies, etc.)
• Continuous failure to fulfill a scheduled reservation.

Walk in Reservations

1. Check in with the Delegate at the front desk and advise the following
information:

• Which room would you like to reserve
• Number of attendees
• Time of meeting

2. If the room is available, the delegate will manually reserve your room for you and
obtain the required information to complete your reservation.


Post-Event Clean Up & Follow Up

1. An event closing checklist will need to be completed for any event.

2. Failure to return the space to the same condition it was in prior to the event could
result in the full cost of any major damages fees assessed to the reserving group.

Cancellations and No-show

1. Reservation cancellations must be submitted via e-mail to iee@ttu.edu by 5 pm
no less than 3 business days prior to the day of the event (i.e., Communicating
cancellation by 5 pm Monday for an event reserved on Thursday).

2. Any individual, groups, student organizations, departments, etc. canceling a
reservation less than 3 business days prior to the day of the event will receive a
warning for being in violation of the reservation policy. A second cancellation
given less than 3 business days prior to the day of the scheduled event will be
addressed by the Director. A third cancellation given less than 3 business days
will constitute a violation and the group will not be able to reserve the space at
the institute for one month within the current or subsequent fall/spring semester.
Each group gets one 24hr cancellation per semester.

3. Reservations not fulfilled within the first 45 minutes of the scheduled event will
constitute a no show. Staff and space will be released from the scheduled event.

4. Any individual, groups, student organizations, departments, etc. that are deemed
a no show on more than two occasions will be in violation of the reservation
policy and required to meet with the Director regarding the matter.

 

Facility Use Policy PDF Link

1. No dye, glitter or confetti are allowed. No tape, nails, or tacks are to be used to hang
banners or signs on the walls, curtains, ceilings, mill work, stucco, or brick.
Arrangements need to be made with the facilities coordinator if a banner or sign must
be displayed.

2. No smoke machines, sparklers, or fireworks are allowed.

3. No smoking in the building.

4. IEE reserves the right to charge an additional clean-up fee for any event where
excessive clean-up is required. The person reserving the space will receive immediate
notification of any additional charges.

5. No weapons/firearms are allowed in the building.

6. Audio Visual support is available; ask the staff for more information.

7. The department/student organization renting the facility is also responsible for any
damage caused by any vendor (IE: Decorator, DJ, Florist) hired to help with the event.

8. None of the lobby furniture or art can be moved without the permission of the
Director. If permission is given only staff can move these items.