Facility Reservation Form

To move forward with the reservation process, you should complete this form as soon as possible (preferably four weeks before the event), as it helps us better understand the nature of your event. Failure to complete this form may result in the forfeit of your reservation.

**** Student Organizations use the Cabral Center Mon-Thurs from 6PM-9PM

during the fall and spring semesters ****

If you choose to cancel your reservation, please alert the John D. O'Bryant African American Institute as soon as possible by emailing ReserveAAI@neu.edu. In many cases, there is a waiting list for event dates. All Cancellations must be made 10 (ten) business days before the event date. Failure to notify us of a cancellation will result in a $100 fee.

Please refer to our Facility Reservation Policy for more information before submitting any requests.

EVENT VENUE

Facility to be reserved *

Which layout have you booked? *

CLIENT INFORMATION

First Name *

Last Name *

Email Address *

Phone Number *

This event is for a: *

Name of Department: *

Name of Student Group: *

Have you secured approval from your
program manager for this event? *

Name of Program Manager: *

Date the Program Manager Approved: +

EVENT INFORMATION

Event Name *

Please give a brief description of the event, including all types of performers involved: *

Event Date * +

At what time will people be arriving to set up? *

At what time will guest start arriving/what time does the event start? *

At what time do you expect the event to end? *

Number of Attendees *

Is the space being booked on behalf of an external group? *

If YES, please contact Conference and Events Planning regarding a contract and insurance.
Phone Number : (617) 373-5136

Is an off-campus speaker or performer being booked in conjunction with this function? *

If YES, a performance contract must be signed with Conference and Events planning.

If this is an evening or weekend event, has public safety been requested? *

If NO, please contact Public Safety Division.

Will there be on-site registration and/or meet and greet in the lobby? *

Will there be any Deans, Vice Presidents or Senior VPs that will be in attendance? *

If so, please list their names.

SET-UP STYLE

Must do Facilities Work Order for set-up

Set-up Style *

Number of Chairs

Number of Tables

Number of High Top Tables

Kitchen Use *

Notes on how you would like them set up:

If you have setup requirements that are not listed you will need to submit a work order with facilities https://workrequest.neu.edu/FAWorkRequestForm.aspx - At the site you can submit a setup request for your event, by selecting “Event Setup” under Category and “Other”; under Type, you can then proceed to type out the details of your request on the facilities page in the blank comment box.

AV/EQUIPMENT INFORMATION

If you would like to get an IS specialist onsite to manage your event please indicate here: *

Yes - I would like to have an IS Specialist on site and will manage with IS

No – I choose to waive having an IS Specialist on site

If yes, the IS department is responsible for managing technical systems on campus. Information on reserving an IS specialist for your event, including rates, is located here: ITS Event Support.

What visual equipment will you need?

PowerPoint/computer presentation *

The computer I will be using is:

You must bring its VGA adaptor if you’re bringing a Mac to hook up to a projector.

DVD *

What audio equipment will you need?

Podium Microphone *

*

	Handheld		Lapel
Wireless Microphone

*Please note that there are only five transmitters available for wireless microphones. The total amount of wireless handheld and lapel microphones shouldn't exceed the amount of 5 transmitters.

Is this a major event? (VIPs present – Video Taped – Need Recording) *

Will you need any additional equipment? Please describe:

CATERING INFORMATION

Rebecca’s Catering is the primary onsite catering service for the university, handling all of the catering duties, including tablecloths, for all Event Management Venues. To initiate a request or access more information on food and linen prices please call 617-373-2479.

Will you be ordering any food or beverages for this event?

*

Will you be ordering linens and flowers? *

Will the catering need additional rooms or spaces? *

If YES, please specify the catering location. *

Are you using a catering service other than Rebecca's? *

Is the service an approved vendor of Northeastern? *

Does the service have the required insurance coverage? *

What time is catering expecting to show up?

CASH COLLECTION

Will there be cash collected on site for any reason? *

If cash is being handled, an NUPD detail is required at your department's expense.

Will there be merchandise on sale accompanying this event? *

Where will it be held? *

How will the cash be collected? *

I agree to adhere to the Facility Reservation Policy, all University Regulations, and the laws of the Commonwealth of Massachusetts. *

YES