Purpose

The purpose of this procedure is to clarify the mandatory details required for all Campus space bookings, including events, rehearsals, and cancellations. This ensures consistent, clear, and accurate record-keeping in Ungerboeck.

Scope

This procedure applies to all Campus space bookings for events, rehearsals, and recurring activities. It covers requirements for space bookings, function line requirements, cancellations, and program-specific booking guidelines.

All sections described are located within the Ungerboeck event screen.

Bookings:

• Mandatory Space Booking for All Activities

  A space booking must be created for every activity, including periods when the space cannot reasonably be made available to another group (e.g., dark days or when assets are set up in the room).

  Each space booking entry must include:

  • One Space Booking per Date: Each booking must only cover a single day, as some external systems do not support multi-day bookings. Ensure each day has its own booking entry.
  • Spaces: Select all applicable spaces.
  • Status: Select the appropriate status
  • Usage: Select the option that best reflects the purpose of the booking.
  • Rate: Select the appropriate rate code.
  • Estimated Number of People: Provide an estimate for the number of people using the space.
  • Comment: Include a brief 1-3 word description of the space’s intended use.

• Optional

  • A function can be created based on the space booking as needed.

Activities

All changes to events should be logged in the activities screen.

Function Line Requirements

• Standard Events

  All standard one-off events require function lines for each day. Refer to the "Event Plan Procedure" for the functions to include.

• Recurring Rehearsals in Multiple Buildings

  For recurring rehearsals in multiple buildings, a minimum of one function line per day per building is required. Each function line does not need to specify individual spaces within the building.

  Each function needs to include the number of estimated guests

  

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For recurring rehearsals, the purpose of functions is to clearly communicate activities in each building. If a group has booked multiple rooms with identical timing, you may consolidate them into a single entry, provided it clearly indicates which rooms are being used.

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