Reservation Policies for All Groups

1. All registrations will be coordinated by the Administrative Specialist for the Office of Residence Services (x4177) using the form located at http://www.wright.edu/housing/tools_resources/forms.html and attached to this document.
2. Classes, no matter when scheduled, override any additional reservations.
3. This policy can be changed as circumstances require.  Changes impacting a groups’ reservation will be emailed to them as soon as possible prior to their event.
4. The rules outlined in The Sourcebook and Code of Student Conduct apply to all individuals and all groups at all times.  Particular attention should be paid to the guest/escort policies and quiet hours policies.
5. No exceptions will be made to provide additional spaces from those included above.
6. The individual making the reservation will be required to provide their UID number as part of the reservation process.  By doing so, this individual consents that they are aware of the policies included in this document and personally take responsibility for their groups’ upholding the policies.  This individual will be present for the setup of the event, the entire event, and the cleanup of the event.  This individual also agrees to pay for any damages or fines that result from their reservation through charges being applied to their Bursar account.
7. As part of the reservation process, groups are responsible for making their own arrangements with university departments for additional trash cans, folding tables, chairs, etc.  The Office of Residence Services is not responsible for securing these services.
8. The nature of an event, past experience with the event/organization, and other related issues may result in notification of WSUPD and/or contracting for additional security to ensure the safety of individuals and property.  This will be determined on a case by case basis, as determined by the Office of Residence Services, and will be charged to the group reserving the space.
9. All reservations are on a first come, first serve basis, regardless of the type of group reserving the space.
10. Community Directors (CDs) will ensure that signs are posted on the day of an approved event notifying all community members of the duration of the event and the group authorized to use the space.
11. At least two clear paths must be maintained at all times for individuals not associated with the group to travel through the space.
12. At the end of each event, RAs/CDs will conduct an inspection of the reserved space to ensure that all trash has been removed to the dumpster and the room has been cleaned and returned to its original configuration.  The individual that placed the reservation will be billed for all damages.
13. Groups will only be authorized for use of the space during their assigned times.  No arrangements are able to me made to accommodate groups arriving at another time to drop off or setup items for an event.

If you have not received an email update on the status of your room reservation within 2 full business days, you may call x4177 to inquire about your reservation.  Please allow the Office of Residence Services at least 2 full business days before calling.

Policies for University/Student Groups

1. The earliest groups can reserve residential locations is 45 calendar days before the event but all reservations must be submitted by 10 calendar days before the event.  Any group that occupies a space without a reservation will be billed $25 plus any additional fines for cleaning or relocation of furniture.
2. Groups may not schedule events on consecutive dates in the same space and can only reserve one date for each event.  Groups are not allowed to hold multiple dates until they are able to make a decision on an event time.
3. Verbal approval of a reservation request will be given once all documentation has been received.  A reservation is not confirmed and guaranteed without written permission from the Office of Residence Services indicating that a group has properly registered their event with Student Activities or other appropriate channels.  The Office of Residence Services will hold verbal approval for a maximum of 7 business days for a space before the space becomes available for other groups/individuals use.  After 7 business days, groups may reapply once they have all required documentation and assuming the space is still available.
4. No reservations will be accepted for spaces during the first week of the quarter, the last week of the quarter, finals week, and during quiet hours.
5. Groups must get approval for food at their event through Event Services in the Student Union as indicated in Wright Way Policy #5301 and the Food Policy for Registered Student Organizations.

 

Policies for RAs/Residential Organizations

1. The earliest groups can reserve residential locations is 45 calendar days before the event.  Residential groups can only be guaranteed space if they reserve the space by 5pm 2 business days before their event.
2. Residents and RAs that do not schedule a space in advance are authorized to use the space on a first-come, first-serve basis.  At all times, individuals must be sensitive to the needs of the entire community to share community space and will occupy space accordingly.
3. Residential groups are allowed to schedule events on consecutive dates though they should be mindful of others in the communities’ need to utilize the space.
4. Groups are not allowed to hold multiple dates until they are able to make a decision on an event time.

Additional Information

1. The Administrative Specialist for the Office of Residence Services (x4177) will add classes to the reservation schedule at the start of each quarter.
2. RAs will be mindful that while they are allowed to utilized unreserved spaces, they are also susceptible to the space being available first-come, first-serve.
3. CDs/RAs are responsible for unlocking, locking, and ensuring that university and community rules are followed during an event.

RAs will be trained to confront gatherings regardless of whether they are reserved the space or are occupying it as part of a first-come, first-serve basis.