Student Organization Handbook
How to Schedule an Event
As soon as the program idea is set, reserve the location where the
event will be held. Due to the number of activities on campus, getting
the exact room, auditorium or facility may be difficult. One way to avoid
this problem is to plan EARLY and RESERVE the space as soon as possible.
In some cases, finding out the availability of the space first will help
in the planning process.
INDOOR EVENTS:
Facilities and Scheduling Office
Scheduling requests for reservations are to be made through the Facilities
Scheduling Office located on the 1st floor of Lowry Center. Reservations
can be requested three ways: 1. Via e-mail at scheduling@wooster.edu
2.via phone at x2570 or 3. in the facility scheduling office. Information needed
to complete a reservation include the date of the event, title of event, time
of event, special set-up needed and other pertinent information.
Classroom Space
During the academic year, scheduling of any academic building space before 4:00pm
on weekdays must be arranged through the Registrar's Office. Academic space
can be scheduled through the Facilities Scheduling Office if the event takes
place after 4:00pm. Activities planned for classrooms must be compatible
with the academic purpose of the building. Activities should not disturb
students or faculty in the building. No social activities are to be scheduled
in classrooms.
Residence Hall Space
The Residence Director of each building administers reservations
for space in the Residence Halls. Because some spaces fill quickly, it
is best to contact the Director as early as possible.
Timken Gymnasium
Requests for Timken Gymnasium should be submitted to the Director
of Athletics (x2500).
The College Underground
Private parties or events may be scheduled in The College Underground.
Contact the Assistant Director of Student Activities in Lowry Center (x2062).
Scot Lanes
Private parties or events may be scheduled in the Scot Lanes. Contact
the Student Manager (x2550) or the Scot Lanes Manager in Lowry
Center (x2602).
OUTDOOR EVENTS:
Galpin Park and the Quad are two commonly used areas. Outdoor spaces
may be reserved by completing an Outdoor Event Form available in the
Facility Scheduling Office. Because the College must comply with the
city's noise ordinance, only a certain number of outdoor events involving
music will be permitted each year. Outdoor Event forms must be approved
by the Director of Grounds and the Director of Student Activities.
SPECIAL SERVICES:
Custodial Services
Building custodians are not expected to provide special services
to the sponsoring groups unless prior arrangements have been made with
the Facilities Scheduling Coordinator.
Loss and Damage
The group using/renting the facilities will be liable for any loss
of damage incurred as a result of negligence.
Special Set-up and Services
If special set-up or services are necessary, requests should be indicated
on the Room Reservation Form no later than one week prior to the
event. There is a possibility of minimal fees for special set-ups. In
the event services of an electrician, projectionist, sound-technician,
set-up crew, or other personnel are needed, the Facilities Scheduling
Coordinator will schedule those special requests.
Accommodations for Guests
If a guest is invited to campus by an organization,
it is the organization's responsibility to extend hospitality
courtesies. Transportation, food, and lodging should
be arranged prior to the guest's arrival. The organization
assumes all the financial responsibilities for each
of those areas. The College has two on-campus Guest
Rooms which can be reserved through the Facilitiy Scheduling
Coordinator (x2570). Other options include the
Wooster Inn, (x2237) or any local hotel in Wooster.
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