OFFICIAL

Policy and Procedure Statement 20.02                                                         Scheduling the Conference

Issued: 1/08                                                                                                Room at the Texas Rivers Center

Review Cycle: Jan. 1, E4Y                                                                            (14 paragraphs)

Review Date: 01/01/2012                                                                               Attachment I (word) (pdf)

Reviewers: Executive Director,

River Systems Institute

POLICY STATEMENT

1. This Policy and Procedure Statement sets forth the policy and procedures for scheduling the conference room at the Texas Rivers Center.

PROCEDURES FOR SCHEDULING THIS FACILITY

2. The River Systems Institute (RSI) oversees and is responsible for scheduling the Conference Room in the Texas Rivers Center. The room capacity is 85 people.

3. Normal reservation priorities for reserving the TRC Conference Room will be on a first-come, first-served basis within priorities. (See attachment I (word) (pdf)) Reservation requests are to be submitted using the online reservation form: Texas Rivers Center Conference Room Reservation Form

MANAGEMENT PROCEDURES

4. RSI staff will open and close the room. The room is available for use from 8:00 AM to 5:00 PM, unless otherwise approved. All users will be assessed a usage fee. (See attachment I (word) (pdf)).

5. If the room is utilized during a time that is outside of regular business hours, an additional fee will be assessed. (See attachment I (word) (pdf))

6. RSI’s Executive Director may require that security be present during the room’s use. If security is required for an event, the sponsoring organization will be charged for costs associated with security. (See attachment I (word) (pdf))

7. Food must be provided by a University approved caterer. For a list of approved caterers, contact auxiliary services (http://www.auxiliaryservices.txstate.edu/) at 245-2585 or the Coordinator of SCS at 245-2264.

8. For additional furniture and audio-visual equipment not currently in the room see Operating Details (See attachment I (word) (pdf)).

9. RSI strongly recommends that users make an appointment with TRC Conference Room Coordinator to view the room prior to submitting a request for use to ensure it will appropriately meet user’s needs.

10. Users may not decorate the room unless the RSI's Executive Director approves the decorations in advance. Using adhesives on the floors and walls is strictly prohibited.

11. For set-up, clean-up or coordination of additional audio-visual and furniture needs please see Operating Details (attachment I (word) (pdf)).

12. The sponsoring organization will be charged for any damages that occur to the room or furniture as a result of the event.

13. For cancellation policies please see Operating Details (See attachment I (word) (pdf))

CERTIFICATION STATEMENT

14. This PPS has been approved by the reviewer listed below and represents Texas State's Division of Academic Affairs policy and procedure from the date of this document until superseded.

Review Cycle: ________________ Review Date: ____________________

Reviewer: ____________________ Date: __________________________

Approved: ____________________ Date: __________________________

Gene Bourgeois

Provost and Vice President for

Academic Affairs

Texas State University-San Marcos

Provost and Vice President for Academic Affairs

Last Updated: July 9, 2009

Send comments and questions to: tg12@txstate.edu