Reserving Space

Facilities Use Policy

Mission
The mission of the Women's Center is to educate, advocate, and provide support services for the achievement of women's equity at the University and within the community at large. Special attention is focused on, but not limited to, women who face additional challenges due to their race, ethnicity, socio-economic class, sexual identity, religion, age, and physical or mental ability.

Guiding Principles
The Women's Center strives to:

• Support the empowerment of all women through action and example.
• Promote a feminist* perspective and celebrate differences within and amongst all.
• Provide a safe and welcoming space, maintaining open mindedness and showing respect for all in times of crisis as well as in day-to-day interactions.
• Educate the UConn community and the community at large about all forms of oppression by way of community organizing, interaction and education.
• Affect global change through local actions and programs.

The primary purpose of the facilities at the Women's Center is to carry out our mission. To the extent that space is available, the Women's Center welcomes student organizations, groups, classes, community groups and organizations to utilize our facilities for purposes consistent with our mission. The Women's Center reserves the right to determine the appropriate use of our facilities. The fact that a group is permitted to meet at the Women's Center does not in any way constitute endorsement of the group's policies, beliefs or points of view expressed.

To request use of the facility, a completed Facility Reservation Form must be submitted at least 48 hours prior to the event being scheduled. Approval will be on a first-come, first-served basis, as long as all requirements have been met; however, activities organized by the Women's Center take priority over all other events. A confirmation of your approved request will be sent to you via email.

Women's Center facilities are available during regular hours of operation. A half hour will be added to the beginning and end of every reservation to allow for set-up and clean-up.

A designated contact person is required to assume responsibility for any event and must be present during the event. This individual is also responsible for ensuring that the Women's Center facilities used are left clean and orderly after the event. Rules posted in specific areas (e.g., kitchen) must be followed. Event sponsors should assure that the noise level inside and outside of the Women's Center is not excessive.

The capacity for each room, per the state fire codes , will be observed at all times.

Conference Room – The conference room has a large rectangular table that cannot be removed or reconfigured and seating to accommodate up to 8 people. The room contains a white board, bulletin board and flip chart easel.

Program Room – The program space can accommodate 154 people or 75 people with 10 tables and all of the chairs out. This room contains a podium, chairs for seating up to 70 people, a lounge area, a movie screen, outlets and data jacks for computer access, TV/VCR/DVD, slide projector, overhead LCD projector, CD/tape player, portable LCD projector and a flip chart easel.

No individual or group may release space to another individual or group. Reservations for space are group or event specific, and may be changed only by the Women's Center staff. Reservations can only be made for the current semester.

The Women's Center does not provide any supplies (i.e., markers, flip charts, plates, cups, etc.) or technical support for any of the AV equipment.

The person, department or organization reserving Women's Center space is responsible for setting up the furniture in the room and ensuring the room is returned to its original condition at the end of the event. Audio/visual equipment needs must be defined at the time the request to reserve space is submitted.

Absolutely no tables and chairs may be moved from one area to another. Any special arrangements must be made and approved in advance, at the time the application is made. No tape, nails, staples, etc. may be used on facility walls, ceilings or windows. Candles are also not permitted.

Equipment and furnishings at the Women's Center cannot be removed from the premises for any reason without written approval. No unauthorized use of Women's Center equipment or supplies (e.g., computers, copier, fax machine, etc.) is permitted. Storage is not available for any purpose either before or after the event/meeting.

The person, department or organization reserving Women's Center space is responsible for damage to any Women's Center furnishings or equipment used and any damages to the meeting space itself (furniture, walls, etc.). The cost incurred to repair any damage, replace any damaged property or for any special clean-up or maintenance, resulting from the event or the activity will be charged to the individual, department or organization responsible for the damage.

“All food and beverage services are to be provided by the University of Connecticut, Department of Dining Services. The use of an outside caterer or vendor for on-campus events or food or beverage services is determined only after University Dining Services has the first rights of refusal… All requests for initiating retail operations or arranging catering services from an outside vendor must be made through the Vice President of Student Affairs.”

All catering arrangements are to be made by the reserving organization. All food and beverages must be removed at the conclusion of the event by the reserving person or organization. The designated contact person must assume responsibility for both set-up and clean up. The kitchen is only to be used to prepare light refreshments, which involve no cooking, only warming. Groups utilizing the kitchen facilities must provide their own supplies. See Kitchen Policy.

Individuals or groups using Women's Center facilities shall obey published University and Student Union policies, regulations, guidelines, and local, State and Federal laws. Violation of these or the Women's Center policies will result in the loss of reservation privileges for an amount of time to be determined based on the violation.

All of the meeting rooms in the Student Union are accessible. Requests for reasonable accommodation should be made at the time of the reservation request or as soon as accommodation is known to be needed.

Event sponsors should notify the Women's Center at least 24 hours in advance if an event is cancelled or postponed. Failure to use the room on two consecutive occasions with out advance notification may result in the loss of reservation privileges.

The Women's Center is not responsible for any lost, stolen or damaged property belonging to users of the facilities. The Women's Center disclaims responsibility for injuries occurring in the use of or preparation for the use of the reserved space at the Center.

Forms