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Facilities and Operations
Scheduling events around building hours
Our scheduling staff (students and professional) know what our building hours are and generally don't schedule outside of them. When we do have to there is a $25/hour charge to have our student centers open early.
We also use R25 and I know there is a place where you can set your building hours within R25. This helps as the spaces will not show up as available when viewed on-line.
I hope this helps!
Assistant Director, Facilities and Operations
David's right. In R25, right-click on the space (or select multiple spaces at once) and select "Assignment Policy". You'll see the Open/Close times as the first tab. It should then show those times as blacked out online.
For us, our scheduler tells people when we close and that the event has to end by then. If they want to stay past that time, it needs to be approved by me and we also assess a charge mainly for covering the additional staffing involved. The amount though depends on the event and the amount of cleanup/setup required after, etc.
As the Associate Director of Operations I set the building hours annually (academic year and summer). My events scheduler can put in a request to have the building opened earlier or stay open later (at a cost of $50 per hour to the group requesting the change) for special events. This is done via an email that goes to a number of people, including our building supervisors (students) who are responsible for opening and closing the building, custodial, and food service. If for some reason we do not have staff available (which has never happened) then we would tell the group that we can not meet their needs. We would attempt to locate them in another appropriate space on campus.
Associate Director of Operation
UAF Wood Center
We allow groups to have events beyond our building operating hours, but there is an additional non-regular hours fee that is applied. The fee is an hourly fee. We use EMS as our scheduling software and groups are able to request space through the EMS Virtual online website. Our staff will catch any reservations that come in beyond normal operating hours and alert the groups of the additional cost. Groups can then make the decision to continue with their event as planned or shorten their event hours to fall within our operating hours and not be charged the additional non-regular hours fee.
If you need any additional information, please feel free to contact me.
Assistant Director, Meeting and Event Services
University of Hawaii at Manoa
If a group (student or otherwise) wants to schedule outside of our normal scheduling hours, they must pay a $45/hour charge for extended building hours and $50/hour in extra staffing for our students to open the building. This is because we have not budgeted for these extra hours, so we ensure that we are able to get this money back to compensate for the extra staffing. I hope this helps.
For Squires Student Center, requests for late or early access to the building are handled personally by our Event Planning office. Utilizing the automatic notifications in EMS, I and our other facility/event coordinators are sent emails and we consult each other regarding the feasability of the request. It rarely happens, but we do reserve the right to deny the request. Our late/early access fees are charged in 15 minute increments and requests must be made 30 days prior to the event. Hope that helps.
Union Operations Coordinator
Squires Student Center