NMSU: Department of Campus Activities

Department of Campus Activities

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This form is to be completed by Student Organizations and NMSU Departments when the majority of the attendees will be NMSU students and staff. All other registrations for activities should contact Conference Services, Corbett Center, Ph. 646-3049

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Submit to Campus Activities in Corbett Center at least Ten Days prior to the activity.
Registration Form is available on Website:
http://campusactivities.nmsu.edu

If you don't see the registration form, please scroll down.

Activity Name:

SPONSORING ORGANIZATION/DEPARTMENT:

Student Organization
University Department

Is there an Additional SPONSORING ORGANIZATION/DEPARTMENT:

Yes No

No. of attendees anticipated:

Is this a request to rent a University vehicle:

Yes

Proposed Location:

      Corbett Center Student Union Policies 
                
Policies have been developed to assure the most productive use of facilities, establish standards to determine proper and authorized use, and ensure consistent and fair availability. Below is a brief summary of policies which are essential to the day to day management of space in Corbett Center.

1. Advance Scheduling Using Virtual EMS 
Meeting rooms and information tables must be scheduled before 5:00 pm two (2) business days prior to event day. Otherwise, contact Conference Services for scheduling (no later than noon the day before the requested event).

2. Schedulers 
Only members listed on their student organization charter as schedulers may request meeting rooms or information tables without an Activity Request form. If individual is not on list, the room/table cannot be scheduled. If the individual is only delivering an Activity Request that has been approved by Campus Activities, the request can be scheduled.

3. Campus Activity Request 
A Campus Activity Request form is not required to schedule information tables or meeting rooms for regular organization business meetings or handing out organization information. Activity Request forms are required if information tables are being used for any other purpose or meeting rooms are being used for guest speakers, fund raisers, meetings other than business meetings, rehearsals, etc. All outdoor events require an Activity Request form.

4. Information Tables
Student organizations are allowed one information table per week in advance or recurring weekly. More than one day can be reserved in the same week if the table represents information for events that is in the interest of the whole University community (faculty, staff, students), such as Think Pink tables. During RUSH, there is no limit on the number of days a organizations can reserve a lobby table on the first floor or outside.

5. Cancellation and No-Show
Groups must give a 24 hour notice to Conference Services - no later than 12:00 noon the day before the scheduled reservation or by noon on Friday if the event is scheduled on a weekend or on Monday. No cancellation, late cancellation, and no-shows, will all be flagged as "no-show" for tracking purposes. Student organizations which accumulate four (4) "no shows" during an academic year will lose privileges to schedule events in Corbett Center including the use of Courtesy Rooms for the remainder of the academic year. Events already scheduled will be cancelled.

6. Courtesy Rooms 
A selection of rooms has been designated as Courtesy Rooms that can be scheduled by the Building Manager after business hours and on weekends for walk-in requests if rooms are available. These rooms are fixed seating and must be used "as is". When the meeting is over, tables and chairs must be straightened and in the same setup condition as when assigned. There cannot be trash or liter on the floors or tables. A clean up fee or reset fee may be charged to the organization if room is left in unsatisfactory condition.

7. Meeting Rooms Conditions 
When meetings are ended, rooms should be in the same condition as the start of the meeting. Trash must be put in receptacles and not left on tables or floors. Rooms that are in fixed seating setup style must have tables and chairs reset to the same configuration before ending the meeting.
 
8. Food In Meeting Rooms 
All Catering for events must be purchased from Campus Dining. Campus Dining will pick up their catering dishes and trash after the event. Student groups may "pick-up" catering orders from Campus Dining and take into the meeting room or attendees can bring their own beverage, snack, or fast food for individual consumption. Students are required to remove their food and trash from the meeting room. It cannot be left in the trash receptacles inside the room. Organizations cannot order from vendors off campus, bring in food or beverage purchased elsewhere, or prepare "pot luck" style to serve to the whole group.

9. Equipment
Equipment (AV, furniture, chairs) is furnished in meeting rooms at students requests at no cost for regular business meetings and university events (closed to the public). AV equipment will not be setup outdoors. Students will need to make other audio-visual arrangements for outdoor events.

10. Signage/Banners 
	A. Organizations holding events on the campus of NMSU may request banner, event boards, and digital TV signage in the Corbett Center to promote their event.
	B. Banners - will only be approved for events in Corbett Center or scheduled areas outside the building. They can only be hung by CCSU staff 48 hours prior to the event and removed the day after in the Crossroads area (north wall), outside the west entrance above the rotunda doors, and outside the north second floor entrance. Approximate size should be 4' to 10' in length and banners must have grommets to be able to hang with string or rope.
	C. Event Boards - Posters/Fliers to promote events on campus cannot exceed 14" x 11" in size. They can be placed on event boards located in Corbett Center no more than 30 days prior to the event. All signage must be date stamped and approved at the CCSU Information Desk. Signage will be removed and disposed of the day after the event.
	D. Digital TV Signage - There are 3 LCD TV screen inside Corbett Center. To request signage, fill out a CCSU Digital Signage Request form available from the Information desk or print a copy of the web form. If the organization would like CCSU to create the signage, indicate this on the request form. The form will be reviewed and if approved, will be placed in rotation to be displayed on the LCD screens. The event cannot be a regularly scheduled meeting. Digital signage may be posted up to 7 days prior to an event. Typical run time is 6-8 seconds in rotation.
    
11. Priority Scheduling 
Student organizations are listed as a third priority for scheduling events in Corbett Center. Organizations may schedule business meetings and events for the next academic year (fall and spring) on March 1-15 each year. Beginning April 1 of each year, scheduling opens up to any group (students, departments, public) to schedule for the fall and spring on a first come basis.

1st Priority: January 1-31 - Important University events (commencement, homecoming, etc.)
2"d Priority: February 1-28 - University events large in scale (conferences, career fairs, etc.)
3rd Priority: March 1-15 - All Student Organization meetings and events
4th Priority: March 16-31 - All University Department meetings and events
5th Priority: April 1 - Open scheduling (including Public events - on a first come basis) 

12. Fees 
There are no rental fees charged for meeting rooms or equipment for regular business meetings. Fees will apply when: 1) there is an admission fee or donation requested to attend an event; 2) the event is advertised to the public, i.e. newspapers, radio, flyers; 3) additional room setups or AV labor is requested; or, there are damages or cleanup fees assessed.
 
13. Rehearsals 
Rehearsals for events require submitting an Activity Request to campus Activities. If approved, a meeting room can be scheduled. If the auditorium is requested on the approved Activity Request form, the group will be limited to one practice per week in the auditorium up to the date of the approved event. The auditorium can be scheduled up to 2 days prior to the rehearsal date if it is available by Conference Services or by the Building Manager after 5:00 pm on the date of the rehearsal if the requestor presents an approved Campus Activity Request form which includes auditorium rehearsals on the form. If the auditorium is not available or has been pre-set for another event, it cannot be used for rehearsals, but other Courtesy Rooms will be offered if available. No additional setup of furniture or equipment will be provided for rehearsals. Room must be used "as is".

14. Decorating Policy -(Corbett Center, Stan Fulton Club, and Golf Course Banquet Facilities)
	A. Facility access for decorating and clean up must be approved by Conference Services in advance for each event. Please refer to reservation confirmation for specified times. These times must be adhered to. Access to the room, other than agreed upon times, will not be allowed.
	B. For your safety, decorating must be done from the ladders. Items such as chairs, tables, etc. should not be used. Ladders and other needed equipment for decorating must be requested in advance (not on the decorating day.)
	C. Emergency exits and service doors must not be blocked with any decorations, equipment, or chairs.
	D. Painters tape (blue) or removable poster mounts (magic mounts, 3m brands) are the only acceptable fastening material to be used on walls. Nails, tacks, other types of tape, screws, or staples must not be used to fasten decorations to the walls, doors, curtains, glass or any other part of the facility.
	E. Decorations, banners, or other items, must not be attached to, or suspended from any ceiling, doors or windows without prior notification and approval. (Attaching or suspending any item from the Corbett Center Ballroom acoustic cloth wall paneling is strictly prohibited - Pins cannot be used on the pipe & drape).
	F. Caution in the use of helium and other flammable material is essential. Fire codes prohibit the use of hay, straw, cornstalks, or other dry tinder in the building.
	G. Use of paint or aerosol spray products is prohibited.
	H. Candles are prohibited (lit or unlit).
	I. Glitter, confetti, rice, flower petals, and other hard to clean materials are prohibited.
	J. Large containers of water or fountains are prohibited without prior notification and approval.
	K. "Light Show" projectors and similar equipment using any type of liquid are prohibited.
	L. All equipment, supplies, and decorations brought into the facility shall be removed immediately following the event. University staff is not responsible for equipment or supplies left behind following an event.
	M. General cleaning of facilities is the responsibility of the facility staff. If excessive cleaning is required in the facility after the event, a cleanup fee will be charged to the customer following the event. This includes trash not deposited into trash receptacles; decorations not disposed of or removed; cleaning due to excessive spilled food, beverages, or other hard to remove items from the carpet.
	N. The Customer is responsible for the actions of their guests, staff, and contractors (caterers, decorators, and entertainers).
 	O. A credit card number (or Index number) may be required from Customer with authorization to charge excessive cleanup fees or damages after the event should they occur. The Customer will receive a courtesy notification.

Corbett Center Area

Other

COMPLETE DESCRIPTION OF ALL proposed activities.

FOOD?

Yes No

Date and Time :
Please indicate event start time.
Do not include setup time.

Date : / /
Start: /
End : /

Additional date(s) and time(s):

Is there a Performer (i.e. D.J., band, etc.) or Service (i.e. security, equipment rental, etc.)

Yes No
(If “yes” attach a copy of the signed contract or a “no charge statement”)

Will there be an admission charge?

Yes No

Is there sale of items (including food)?

Yes No

Is there a non-campus co-sponsor involved with the event:

Yes No

Please note: Your name & contact information will appear in the calendar (calendar.nmsu.edu)

University account number or billing address

PLEASE REVIEW , EDIT AND VERIFY THE INFORMATION ON THIS PAGE BEFORE CONTINUING AND PRINTING YOUR REGISTRATION.

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