Facility Reservation Form

In order 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 forfeit of your reservation.

YES

Please Read the Facility Reservation Policy Prior to Submitting a Request.
I have read and understood the policy.

*

If you choose to decline this space, please alert the Office of Events as soon as possible, by emailing ReserveAAI@neu.edu, because in many cases, there is a waiting list for event dates. All Cancellations must be made 3 (three) business days before event date. Failure to notify the Office of Events of a cancellation will result in the lost of facility rental deposit as stated in the Facility Reservation Policy. So please let the Office of Events know as soon as possible if you will not be using the space.

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

Name of the Event *

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 behald 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

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:

AV/EQUIPMENT INFORMATION

If you would like to get an IS specialist onsite to manage your event in addition to the staff that Event Management will be providing, 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: http://www.northeastern.edu/infoservices/?page_id=1034.

Depending on the nature of this event and the level of A/V support required, Event Management may require staff to assist with this event to make sure the event runs smoothly; the average cost of service is $50/hour. Costs will vary depending on the length and complexity of the event. If there are concerns with staffing charges, please consult your Event Management contact.

What visual equipment will you need?

PowerPoint/computer presentation *

Brief Description

The computer I will be bringing is:

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

DVD *

Brief Description

What audio equipment will you need?

Podium Microphone *

*

	Handheld		Lapel
Wireless Microphone

*Please note that there are only 2 tansmitters available for wireless microphones, the total amount of wireless handheld and lapel microhpones shouldn't exceed the amount of 2 transmitters.

Additional microphones *

Will you be providing background music on a CD or IPOD? *

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 Massachusetts. *

YES