Purpose

This policy provides clear guidelines for the procedures involved in trading or giving up reserved space between organizations at the Campus at Stampede Park. It ensures that all space trades or cancellations are documented, processed, and properly managed through the Campus Portal to maintain organization and avoid conflicts.

Scope

This policy applies to internal programs and campus residents only. Third-party bookings are not covered by this policy. If multiple third-party events request the same date, priority will be given to the next group in line according to the booking hold status associated with their booking.

Policy

Trading or Giving Up Space

• Approval Requirement:

  Groups are allowed to trade or give up reserved space with another organization, but a formal cancellation request must be submitted by the original space holder.

  • Note: Cancellation fees will not be charged due to a space trade.

• Cancellation by Original Holder:

  The organization that originally holds the space must submit a cancellation request via the Campus Portal.

  • When submitting the cancellation, it is helpful to include a comment indicating that the cancellation is part of a space trade.

• New Booking Request by Receiving Group:

  The organization that is taking over the space must submit a new space booking request through the Campus Portal.

  • This ensures that the space is properly allocated and that all relevant details are updated in the booking system.

• No Informal Agreements:

  Informal agreements between groups, such as one group verbally agreeing to give up space to another, are not recognized.

  • All trades must be formalized through the proper submission channels to avoid scheduling conflicts or misunderstandings.