Room Reservation Request Form For Co-Sponsored Events

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This form must be completed by the Hofstra department making the request.

Responsibilities of the Hofstra University Department Co-Sponsoring the Event
A. Submit a letter at least 30 days prior to the event explaining how this event coincides with and supports Hofstra's mission and goals. The statement must be approved and endorsed by the responsible Dean or Vice President as applicable.

B. Coordinate planning committee and approve all promotional marketing literature for the event. It is required that all event material display "co-sponsored by Hofstra University," the University logo, and the name of the sponsoring Hofstra Department.

C. Ensure that Hofstra students, staff and faculty will be admitted without charge or at a reduced rate.

D. Have a representative in attendance during the event to act as liaison between Conference staff and the outside agency.

E. Ensure that all money derived from event sales or fees are used only to offset the operating cost of the event. Should the outside agency make a profit from the event the co-sponsorship is then considered null and void and the outside agency will incur facility fees.

F. Confirm room set up, audio/visual requests, event times, catering and any other needs.

G. Confirm that the organization is following campus regulations, policies and procedures.

H. For Co-Sponsored events, the external organization must be Not-for-profit. A 501(c)(3) form is required. If this event does not meet these requirements, please complete the external group reservation request form.

Department Information

Department Name *

Budget Number
*

Department Contact Name (Requestor)
*

Telephone (463-) *

Hofstra Email Address
*

Co-Sponsored Organization Information

External Organization Name(s) *

External Organization Contact Name *

External Contact Email *

External Contact Telephone *

External Organization Address (as it will appear on Certificate of Insurance) *

Event Information

Event Name *

Event Description *

Is your event open to the public? *

Yes

Does your event include High Profile Guests/State or Federal Officials/Celebrities? *

Yes

Location Preference? *

Do you require breakout rooms? If yes, how many? *

Anticipated Attendance

Hofstra Students, Faculty, and Staff
*

Non-Hofstra Guest
*

Total Anticipated Attendance *

Requested Date

Preferred Date? *

YYYY

Additional Dates? List here: *

Is your event date flexible? *

Yes

Requested Time

Pre-Event Time

(Time you would like to enter room to prepare for your event)

Time

Event Starts *

Time

Event Ends *

Time

Post-Event Time

Time you expect to be done removing materials after your event.

Time

Furnishings Layout & Quantity

Choose Furnishing Layout *

Please indicate quantity for each item.

Chairs
*

Rectangle Tables (6'). Max of (3) chairs per table *

Round Tables
*

Set up Instructions *

Audio/Visual Equipment: Charges Apply

Do you want an A/V Technician present during your event?

Please Note: Technician presence is required in all theater spaces contingent upon equipment needs.

Yes

A/V Equipment Requested for Presentation Needs *

PC Laptop

Projector

Screen Surface

Audio/MP3 Connection

Wired Microphone

Wireless Microphone

Lavaliers

Blu-Ray/DVD Player

Required

Please indicate quantity of microphones

Wireless Microphones *

Wired Microphones *

Lavaliers *

Do you want your event Video Recorded?

Please note: Video recording is a one camera, unedited shot intended for archival purpose only. Charges Apply.

Yes

A/V Set up Instructions *

Other Event Information

Please contact Campus Dining Services for all food and beverage services at least one week prior to the event. Campus Dining Services can be reached at 516-463-5395. The use of other caterers is not permitted without written approval from the Campus Dining Administrator.

Serving Food? *

Yes

Serving Alcohol *

Yes

Required Signature
*

I understand that this is only a request and does not guarantee approval of my event.

I understand that a certificate of insurance must be provided for this event.

I understand that a letter of support from the co-sponsoring department with the Vice President or Dean's endorsement must be provided for this event.

I understand that some of the services requested may incur a charge (work orders, rental furniture, custodial overtime, etc.).

I understand that all conference arrangements are subject to a duly signed agreement and final approval from Hofstra University. Events and conferences are not confirmed until both requirements have been attained and I will not advertise my event until I have received official, written, final approval.

Required

Thank you for your request. Completing this form does not guarantee a reservation. Please complete as accurate and detailed as possible. Requests will be reviewed in order received. We welcome any suggestions.

Upon submitting this form an email from conferenceservices@hofstra.edu will verify your request. Conference Services will communicate the status of your event within three business days. Contact our office with any questions or modifications concerning your event. We can be reached by phone at ext. 3-5067 or email at conferenceservices@hofstra.edu or stop by the office in the Student Center 104.

Please note that all conference arrangements are subject to a duly signed agreement and final approval from Hofstra University. Events and conferences are not confirmed until both requirements have been attained. Please do not advertise your event until you have received official written final approval.

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