»Policies & Procedures
- Facility Scheduling Policies
- Facility Scheduling Procedures
Facilities on the Chapman University campus are available to be scheduled for events for both University related groups and Non-University related groups. University related groups are defined as academic and administrative departments and units, and recognized student organizations. Non-University related groups are defined as groups not affiliated with Chapman University.
The University Event Scheduling Office is responsible for room reservations and scheduling events on campus (other than regularly scheduled classes).
The University Event Scheduling Office creates a master calendar prior to each academic year. Priority is given to major campus events (i.e. Founder’s Day, Homecoming, Commencement, and American Celebration). Other major events are those which include the use of multiple facilities (i.e. conferences and festivals), programs that require special parking (i.e. forums, speakers, convocations), that anticipate large attendance and have special events associated with them (i.e. plays, concerts, cultural events), and other events that require special services or advanced planning. All other events are scheduled on a first come, first served basis. Please Note: Classrooms are unavailable to schedule (Monday – Friday, 8:00 am – 10:00 pm) until the third week of each academic semester.
Use of facilities by University groups may require authorized approval from appropriate University officials prior to scheduling. For example, a major event requires the approval of the appropriate Vice Chancellor or Vice President. Student events require the approval of Student Affairs or Student and Campus Life. Additional approvals may be required for use of specific facilities.
Use of facilities by Non-University related groups Co-sponsored by Chapman University academic and administrative departments and units, and student organizations require that certain conditions be fulfilled. Details are available in the Event Scheduling Office.
Requests from Non-University related groups must be made to the Conference Services Department, which administers University facility use policies. Use of facilities by Non-University related groups will be granted only when a “Chapman University Facilities Agreement” has been properly executed between the group and the Conference Services Department. Individual University faculty, staff, and students will be considered to be Non-University related when requesting facilities for events unrelated to or approved by a department, unit or campus organization, or when they wish to use facilities for commercial purposes.
Administrators, faculty, staff, and students are required to complete an online request or an “Application for Use of Facilities” form and submit it to the Event Scheduling Office. As noted in the policies above, facilities can be scheduled prior to the beginning of the academic year or a minimum of (5) five working days prior to the event. A minimum of (30) thirty days notice is required for major events.
A confirmation notice will be forwarded via email or campus mail. It is the responsibility of the requestor to check the accuracy of the confirmation notice. Submitting an application or online request does not guarantee the use of facilities. The event is not officially scheduled until a confirmation is issued from the Event Scheduling Office. Requestors are cautioned to avoid publication or announcement of the event before receiving the confirmation.
Changes or cancellation of an event must be submitted online or in writing to the Event Scheduling Office.
The Event Scheduling Office schedules facilities for University related groups. It does not provide event management services. Requests made in the support section of the application or online are not confirmed until the requestor has received a confirmation from the support service.
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- » 1. Before You Start» 2. Disability Accessibility» 3. Selecting Date and Time» 4. Scheduling Room or Venue» 5. Facilities and Media Services Set-up» 6. Risk Management» 7. Demonstration and Protests» 8. Fire Prevention» 9. Alcohol» 10. University Accounts and Funding» 11. Event Budgets» 12. Payment, Cash Advancement and Reimbursement» 13. Fundraisers, Sponsorships and Donations» 14. Gambling, Raffles and Auctions » 15. Ticket Sales» 16. Contracts» 17. Performers and Speakers» 18. Vendors» 19. Film Screenings and Copyright Compliance» 20. Catering Services and Food» 22. Parking» Files» 23. Security» 24. Lodging and Accomodations» 25. Marketing and Advertising» 26. Chapman Name, Logo and Official Building Names» 27. Photo Consent» 28. Book Signing and Displays» 29. Decoration and Themes» 30. Day of the Event» 31. Wrap Up and Evaluation
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