SCHEDULER S P R E S E N T E D B Y T H E O F F I C E O F S T U D E N T L I F E A N D C U LT U R A L C E N T E R S

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1 SCHEDULER S WORKSHOP P R E S E N T E D B Y T H E O F F I C E O F S T U D E N T L I F E A N D C U LT U R A L C E N T E R S

2 WELCOME TO THE SCHEDULERS WORKSHOP Today we ll cover BRIC Reservations OSLCC Reservations ASI Reservations

3 FACILITY RESERVATIONS AND RENTALS

4 Reservable vs Non-Reservable Available for Reservations Studios A, C, D and E Studio B only available for Sport Clubs Bronco Peak - North Side Wall Poolside Lounge Tables, Couches, Grills + Tables Pool Leisure and Lap Lanes Courts MAC, Courts 2-4 Not Available for Reservations Indoor Track Indoor Lounge Bronco Commons Athletic Fields Ropes Course Space directly in front of BRIC

5 Who can reserve space at the BRIC? Approved Student Clubs and Organizations (through OSLCC) University Departments (Foundation, ASI, College of Business, etc) For Clubs and Orgs, ONLY the Club President or Scheduler may submit reservations We are unable to accept reservations submitted by other club members or committee heads/ chairs Make sure you update OSLCC with any changes to your council/e-board

6 Tiers and Payment Tier 1 Groups: CPP Student Clubs Tier 1 Groups may not incur Facility Rental Fees. However, staffing fees still apply. Tier 2 Groups: University and CPPF Departments, co-sponsored events (two clubs having a social/mixer), Recruitment/Rush Events, Member Non Member Ratio Tier 2 Fees incurred Facility Rental Fees. Tier 3 Groups: Off Campus Groups Tier 3 Fees incurred Facility Rental Fees.

7 Indoor Rental Pricing Indoor Facility Space Tier 1: Tier 2: Tier 3: Court 2, 3 or 4 $0 per hour $50 per hour $80 per hour Multi-Activity Court (MAC) $0 per hour $60 per hour $96 per hour Exclusive Use of ALL 4 Courts $75 per hour $250 per hour $400 per hour Studios (C & D) $0 per hour $30 per hour $48 per hour Studios (A & E) $0 per hour $40 per hour $64 per hour Studio B*** $0 per hour $50 per hour $80 per hour Exclusive Use of Bronco Peak* $0 per hour $175 per hour $280 per hour

8 Outdoor Rental Pricing Outdoor Facility Space Tier 1: Tier 2: Tier 3: 2 Lanes in Lap Pool area** $0 per hour $80 per hour NA Leisure Pool (Volleyball Area) $0 per hour $80 per hour NA Poolside Couch Area $0 per hour $30 per hour NA Poolside Table Area $0 per hour $30 per hour NA Poolside Grills + Tables $0 per hour $50 per hour NA Exclusive Use of Poolside Lounge Only** Exclusive Use of Poolside Lounge & Pool** $75 per hour $100 per hour $160 per hour $175 per hour $250 per hour $400 per hour

9 Before placing your reservation Check out the Live Calendar found on our website Make sure your date and time is available (3-hour time limit max) Read up on our policies found on our website Have event details prepared: Purpose for reservation Activities Number of Attendees Food Plan Décor Audio/Visual

10 Submitting your Request Find our form on our website asi.cpp.edu/campus Fill out the Reservation Request Form Submit your requests at least 10 business days in advance Processing can take 2 3 business days.

11 Processing Payment for Student Clubs Purchase Order (3 6 business days) 1. ASI Campus Recreation sends you a Quote and Purchase Order Request (POR) 2. Your organization (treasurer or president) provides POR to ASI Financial Services 3. Financial Services provides your organization with a Purchase Order 4. Your organization provides us the Purchase Order Form once form is received, your reservation is confirmed. (Confirmation ) Credit Card/Cash/Bronco Bucks (2 3 business days) 1. ASI Campus Recreation sends you a Quote 2. Your organization (treasurer or president) sets up an appointment with our Member Services Team to complete payment 3. Once payment is received in full, your reservation is confirmed. (Confirmation )

12 The Day of Your Event Check in at Front Desk show proof of reservation (Confirmation ) Have all non-members sign in at the Front Desk (waivers may be needed) Leave space as clean as how you left it Make sure payment has been completed prior to your event Minimum of 3 business days prior

13 Contact Information Reservations and Rentals Supervisor Member Services

14 OSLCC SCHEDULING THERE WILL BE A QUIZ AT THE END OF THE PRESENTATION Your group will NOT get credit if you leave early or fail to follow instructions This presentation will be available online

15 WHAT IS A SCHEDULER? Person responsible for all online reservations Person responsible for Event Application & department signatures Point of contact for club events Departments will ONLY discuss Event Applications with Schedulers This is a BIG responsibility

16 WHAT IS OSLCC SCHEDULING? We schedule: Indoor spaces for OVER 300 student clubs and organizations Outdoor spaces for the ENTIRE UNIVERSITY 10 Student Staff & 1 Staff member Please, be patient with our office

17 THINGS TO KNOW Indoor and Outdoor requests are processed through different systems We schedule on a first-come, first-serve, basis Last minute events are not possible We start scheduling next semester during week? Fall scheduling starts??? (check OSLCC website) Clubs must complete chartering before scheduling

18 PLANNING AN EVENT- KNOW YOUR EVENT Know your event time, location, & details. Recurring Events: Single/Special Usually General Meetings Occur weekly or biweekly Indoor or Outdoor Events Usually occur only once Food Sales or Tabling

19 PLANNING AN EVENT- KNOW YOUR SPACE Indoor Spaces- LECTURE HALLS ONLY Size of room Projectors? Whiteboards? Computers? AV Equipment? Etc. Outdoor Spaces Power? Lights? Restrooms? Know correct names Maps are on the reservation website

20 INDOOR FEATURES We only reserve lecture rooms U-hour requests should be submitted for 12:00 12:50pm We will not reserve a classroom for any time beyond 10pm Special Permission Rooms Library- during open hours Requires Bronco log in We send all events to the master calendar by end of day The urgent option DOES NOT work

21 OUTDOOR FEATURES First priority- large scale, university, and departmental events Be mindful of others- don t overbook Requires ASI account # ASI Financial Services or Treasurer Bring your own supplies ASI Conference & Events

22 PAINT THE CPP LETTERS Outdoor reservation through OSLCC No U.S. flag Lots of paint, mops, roller brushes Cutoff mid-may Fall/Winter less busy Read the full Policy before making reservation request

23 EVENT SCHEDULING PROCESS 1. Check to see if the space is available 2. Complete EITHER the Indoor OR Outdoor Reservation Form 3. Complete the EVENT APPLICATION 3A. Contact departments IF signatures are required (see CHART) 4. Turn in Event Application to Office of Student Life & Cultural Centers 5. Wait for confirmation 6. REVIEW confirmation for event details Reservations will be confirmed by OSLCC within 15 BUSIENSS DAYS of receipt of Event Application

24 1. CHECK FOR SPACE AVAILABILITY Indoor: Indoor and outdoor: Campus Calendar Not all events are listed on the Campus Calendar, but it s a good place to start

25 2. SUBMIT AN ONLINE RESERVATION

26 S T E P 3 - C O M P L E T E T H E E V E N T A P P L I C AT I O N Same form for all events The more details the better Updated form for the year 2 sides Asking for more details

27 EVENT APPLICATION- DETAILS Be as specific as possible. CPP s ONLY

28 EVENT APPLICATION- MEETING DETAILS Will you be posting online or advertising off campus? Always provide a back up location Building # or Outdoor

29 EVENT APPLICATION-DETAILS Any sound- microphones, speakers, bull horns, etc. Not a place to request equipment We will be adding more questions here - Movies? - Will an advisor be present? - Etc Probably comes from Risk Management

30 STEP 3A- EVENT APPLICATION- DEPARTMENT APPROVALS Some departments can charge money for some services

31 STEP 3A- SIGNATURES

32 EVENT APPLICATION- CLUB SIGNATURES Scheduler s ONLY Required for ALL Events

33 UNIVERSAL SIGNERS Available at the Office of Student Life and Cultural Centers Takes 72 business hours to get a signature Advisor will be contacted before paperwork is signed CANNOT sign Budget forms for ASI

34 STEP 4- FORM SUBMISSION Submit the Event Application to The Office of Student of Life & Cultural Centers Application should be submitted AT LEAST 15 business days prior to event

35 STEP 5- WAIT FOR CONFIRMATION

36 STEP 6 - CONFIRMATION REVIEW Wait 15 business days for an confirming your space Check spam/junk/clutter READ THE CONFIRMATION!!! Contact OSLCC if there are questions

37 OFFICE CONTACT You Contact Us When Your event is changing Cancellation Time, Date, Location Add, remove, change food DO NOT request changes in the system Always contact OSLCC to make changes Computer changes will drop you to the back of the line. We Contact You When Event description is lacking Cannot find venue that meets your needs Space requires special approval, instruction, or limited time usage

38 FACILITIES WE DO NOT SCHEDULE: Bronco Student Center (BSC) The BRIC Kellogg West The Restaurant and Kellogg Ranch The Historic Kellogg House Pomona (Kellogg Mansion) Athletics Facilities (gyms and fields) University Recital Hall & Theater Labs- reserve through departments Residence Halls Parking Lots

39 FACILITIES- SERVICE REQUEST Facilities needs to be contacted if you need: Lights turned on Sprinklers turned off Trash boxes Recycling boxes Forms submitted to Facilities via fax or taken to their offices. Require at least 4 business days to render services, sometimes longer. Office can have different hours from main campus OSLCC does NOT need this paperwork

40 FOOD SALES Details are part of online training A club is allowed 3 food sales per quarter Must schedule an outdoor space to sell from Tell us your food Do not set up on walkways (emergency zones) Do not set up in front of the Marketplace Do not enter the kitchens of campus services for ANYTHING Do not clean grills or equipment in campus restroom facilities Post EH&S permits at your table Failure to follow procedures may result in fines or sanctions

41 USE OF GROUNDS POLICY Library Corner If you have reserved a space, you cannot move to this space instead Food sales cannot be conducted in the space Policy

42 LARGE EVENTS Large events that require review by the Police Department AND Risk Management will now go to The On-Campus Event Review Committee Committee meets every week Allow for this in timelines Start talking to OSLCC EARLY!!!

43 BSC SCHEDULING No P.O s, no events Please be patient as ASI tries to work harder towards helping students reserve the facility in an easier manner.

44 COMMON CHALLENGES Must do steps 2 AND 3 Not the scheduler Last Minute Advisors cannot schedule for you Lack of basic details Not a space we reserve Lack of Department Signatures We don t have equipment You don t call us back Keep copies Form is incomplete Not a specific outdoor location Andrea is NOT the only person to talk to You re not a club- classes and students CANNOT reserve space Turning it stuff too early We can t help with ASI Budget related things

45 OTHER THINGS TO DO AT OSLCC Posters Stamps Club Mailboxes Club Registration Update E-board members

46 RESOURCES Event Scheduling Club Resources Websites: Club Resources Office of Student Life & Cultural Centers ( Main Office)

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