Conference Reservation Request Form

This form is to be used when requesting space for single events requiring multiple dates and/or rooms.

Contact Information:

User's Name
Today's Date
Home Phone
Day Phone
Organization Name
Type of Group: Administrative Department Academic Department Student Organization
Campus Organization
Event Coordinator
(if different from your name)
Home Phone
Day Phone
Address of Organization: Street, City, State, Zip
Please notify me via (check one): Email Address:
Phone Call/ message at phone number:
Intercampus Mail. My address is:

Event Information:                                    

Conference Title
(as you would like it posted)
Description & Intent of Conference
Requested Date(s)
Day 1: Date Requested From Until
Day 2: Date Requested From Until
Day 3: Date Requested From Until
First Choice Location:
Continuing Education Fine Arts PE Complex Pound Hall Powell Hall
Auditorium Art Gallery Arena Auditorium Lecture Hall
Lobby Choral Room Lobby Classroom # Lobby
Classroom # Lab Theatre Mezzanine    
  Sawyer Theatre Classroom #    
  Whitehead Auditorium      
  Classroom #      
         
Science Building University Center University Union Classrooms  
Auditorium 1011 Cypress Room Blazer Room Martin Hall #  
Auditorium 3009 Dogwood Room Camellia Room Nevins Hall #  
Classroom # Live Oak Conference Room Conference Room #1 West Hall #  
  Lobby Conference Room #2 UC #  
  Magnolia Room (1/2) Lobby Other  
  Magnolia Room (1&2) Milestone Room    
  Rose Room      
  Wisteria Theatre      
 

Willow Conference Room

      
         

Second Choice Location:    

               Audio               

                                   Visual                                       

_________Other                 

Lapel Microphone LCD Projector Laptop Tablecloths
Corded Microphone Slide Projector TV Piano
Cordless Microphone Overhead Projector VCR Floor Podium
CD Player Screen DVD Tabletop Podium
 
Flip Chart/ Easel
 Dry Erase Board  
*if more than one of the same item is needed, please specify in the Detailed Description area of this form.
 
Set-Up:
Tables: Chairs: Style:  
60 inch round number U-Shape Conference
8 ft. x 18 in. testing   Classroom Banquet
6 ft. x 3 ft. rectangle   Reception Auditorium
 
Detailed Description
 
Reservation Checklist:
Planned Activities
Requested
Yes                      No
 If Yes, Complete the Following:
Will food be served? Contact Valdosta State University Catering at 259-5510.
Will you require special parking? Elaborate in the Detailed Description area of this form.
Do you need breakout rooms? See Media Services to reserve proper audio visual equipment.
Will there be a conference registration fee? Affiliated rates will apply. See Facility Guidelines Manual.
Will there be vendors? Contact Auxiliary Services for vendor policies at 333-5706.
Do you need plenary sessions?
(One large meeting space)
 Elaborate how often and at what times in the detailed description area of this form.
Any further action required for "yes" marked under "requested" must be complete before final authorization will be granted. Example: for an event where the user is a recognized student organization and the event has an admission fee or is a fundraiser, the user also must submit the Fundraising Approval Form available in Event Services.
 

A RESERVATION IS NOT CONFIRMED UNTIL A CONTRACT HAS BEEN GENERATED AND SIGNED BY BOTH PARTIES.
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