Scheduling Information and Cancellation Policy

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• 21 N. Park Street building occupants (listed below) may schedule events in Welcome Center spaces up to 18 months in advance.
  • Bursar (through 2009)
  • Business Services
  • Division of Continuing Studies (beginning in 2009)
  • Employee Compensation and Benefits
  • Office of Human Resources
  • Orientation and New Student Programs
  • Registrar, ISIS, and Enrollment Management (through 2009)
  • Research and Sponsored Programs
  • Transportation Services
  • Visitor & Information Programs
• To maintain top priority of Welcome Center spaces for business functions of 21 N. Park Street occupants, all non-building occupants are permitted to hold one event/week, maximum. The breakdown in regards to priority is listed below.
  • University Departments (non-building occupants) may schedule up to 6 months in advance. Registered Student Organizations are permitted to schedule events only if their event is co-sponsored by a University Department.
  • All others may schedule up to 3 months in advance.
  • All reservations must be submitted and confirmed no less than 5 days prior to the scheduled event.
• Reservation No-Shows/Cancellation Policy (applicable to all users)
  The shared spaces at 21 N. Park St. are in great demand by the university community. We request assurance that any user with a confirmed space reservation utilizes the space as agreed upon. “No-shows” and last minute cancellations are empty rooms that prevent maximum facility use by the university community. The following procedures will be followed to minimize reservation “no-shows” and last minute cancellations:
  1. Cancellations must be made at least seven business days in advance. If charges were indicated in the reservation confirmation, the user is still liable for charges. The user will be charged for 50% of the total bill assessed if the cancellation is made less than seven business days before the date of the event. If the cancellation is made with more than seven business days notice, the cancellation charge will be waived.
  2. “No-shows” who do not cancel at all will be billed the full amount of the charges indicated in the reservation confirmation.
  3. For 1106/1108, shared space administrators will verify that an event takes place as scheduled. If the user does not arrive for their reservation, notation will be made in the appropriate event report that is maintained within that particular unit (i.e., the Welcome Center will maintain a list of no-shows).
  4. The organizer will be contacted regarding the “no-show”. If it is the first occurrence of a “no-show” for the user, the event organizer will be verbally reminded to contact the Welcome Center when a cancellation is known.
  5. If a second “no show” is reported by the same user, a written notification will be sent to the organization explaining the nature of the offense and the future action to be taken. A copy of the letter will be kept on file.
  6. A third reported “no show” will be followed by a letter suspending the organization from use of the Welcome Center at 21 N. Park St. for six months. The letter will include an opportunity for the user to appeal. A copy of the letter will be kept on file.