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Frequently Asked Questions
o
When
will I hear from you?
o
How
can I order A/V equipment?
o
How
do I change something about my event?
o
What
are the different set up styles?
o
What
happens if I do not show for a scheduled space?
o
What
is your cancellation policy for meeting spaces?
o
How
can I advertise my event in the
o
Why
are there UPD charges listed on my confirmation report?
o
What
is an authorized scheduler?
o
Who
are my group’s authorized schedulers?
o
How
do I become an authorized scheduler?
o
Why
do I need SAC approval for my major events?
o
My
request was not processed because, as I was told, my group is not a registered
student organization. What does this
mean?
o
I
registered my organization with the SAC office but was told I am not a
registered student organization. How is
this possible?
o
How
do I know who my event planner is?
o
It
is less than one month before my event and I have yet to be contacted by an
event planner. What should I do?
o
What
is the cancellation policy for major and outdoor space events?
o
Why
must I book a rain site or date for my outdoor space request?
o
Will
my rain site AND outdoor location be set the day of my event?
o
Can
I bring my own food for a meeting in the
o
My
event does not take place in the
o
I
would like to serve alcohol at an event.
Is this possible?
General Space Questions
When will I hear from you?
It takes up to 2 business days for us to process an incoming meeting space request. Be certain to fill in all information on your form, as we cannot process a request unless we have all of the information. If it has been more than 2 business days since you submitted your meeting space request, please call us.
Incoming major space requests take up to 3 days to process depending on the complexity of the event and the information provided. Please contact us if it has been more than 3 days since you submitted your major space request.
How can I order A/V
equipment?
Please indicate your needs on the form prior to submitting
it. If your request has already been turned
in, you will need to submit an Event Modification form located in suite 204 of the Marvin Center.
How do I change something
about my event?
All changes to an event, including location, time, and
equipment, can be submitted on an Event Modification form. If your event is in an outdoor or major space,
you may also discuss changes with your event planner.
What are the different set
up styles?
Please take this link to see diagrams of our
various seating styles. If you do not see
what you are looking for, please give us a call!
What happens if I do not
show for a scheduled space?
1st time= You receive a warning.
2nd time= Current and future requests and reservations will undergo review.
3rd time= Your organization is put on
probation from scheduling events.
What is your cancellation
policy for meeting spaces?
You may cancel a meeting space reservation any time prior
to noon the day before your event
with no penalty. Cancellations submitted
after this time period will be treated
as a “No show” and penalized accordingly.
If
you have signed a contract (this applies to sponsored, 1918, and 1957 events only),
you will pay a cancellation fee as outlined in your contract. Please note that a contract is not the
confirmation report signed to confirm all reservations.
How can I advertise my event
in the
If you would like to advertise your event in the
elevators of the
-
Printed on 8.5x11”
paper, portrait orientation;
-
Advertise for events
that take place in
-
Identify event
information (date, time, location);
-
Provide a contact
phone number or e-mail address; and
-
Display an
official University logo.
If
you would like to place your flier on the bulletin boards around the building, you may hang those on your own. Students interested in distributing fliers through Mount Vernon Campus Life must submit 15 posters to the SAC office in Marvin Center room 427.
You
may also advertise your event in Quibeca, the Hippodrome bowling alley’s
display system. To arrange this, please
contact the Hippodrome Manager at 202-994-7471.
Why are there UPD charges
listed on my confirmation report?
If you are serving alcohol, UPD will be assigned to your
event. Events that collect donations,
charge admission, sell items costing more than $5, or have VIP’s in attendance also require UPD coverage. If you are still uncertain as to why UPD was
assigned to your event, please contact us.
Authorized Scheduler and Registered
Organization Questions
What is an authorized
scheduler?
An authorized scheduler is someone registered with SAC
and approved by your organization to schedule events for your group. Each organization may have up to three
authorized schedulers.
Who are my group’s
authorized schedulers?
Unfortunately, we cannot tell you who your authorized
schedulers are; however, we can confirm if you yourself are authorized. If you are unsure of who your authorized
schedulers are, please talk to your club president or SAC advisor.
How do I become an
authorized scheduler?
You must speak with your SAC advisor.
Why do I need SAC approval
for my major events?
Without SAC written approval (given via event checklist),
your event will be cancelled.
My request was not processed
because, as I was told, my group is not a registered student organization. What does this mean?
Your organization is not registered with the SAC office. Without this registration, you will be
charged for room and equipment rental fees.
To register your organization, please visit Marvin Center room 427 to speak to a SAC
advisor.
I registered my organization
with the SAC office but was told I am not a registered student
organization. How is this possible?
It takes about 24 hours for the registration software to
update. If it has been longer than 24
since you registered your group, please speak with your SAC advisor.
Major and Outdoor Space Questions
How do I know who my event
planner is?
You will be contacted by your event planner via e-mail 20 to 30 days before your event takes place.
It is less than one month
before my event and I have yet to be contacted by an event planner. What should I do?
Please call us at 202-994-7470 with all of the information
on your event. We will research your
event and give you the contact information for your event planner.
What is the cancellation
policy for major and outdoor space events?
A cancellation request for major and outdoor space events
must be submitted at least 10 days prior to the event. Events cancelled after this time period will
be treated as a “No show.” If you have
ordered catering for your event, you must also inform your caterer of the cancellation.
Why must I book a rain site
or date for my outdoor space request?
Our goal is to facilitate your needs as much as possible. With a rain site or date, we can still host
your event even if there is inclement weather.
Will my rain site AND outdoor
location be set the day of my event?
No. If there is no
rain, only your outdoor space will be set.
If it is raining, only your indoor space will be set.
Catering Questions
Can I bring my own food for
a meeting in the
No. Events in the
My event does not take place
in the
Yes, Colonial Catering is also available to clients using
space at 1957 E Street,
I would like to serve
alcohol at an event. Is this possible?
In order to serve alcohol on campus, you must register your event with CADE by calling 202-994-2599. All events on University property are subject to DC and federal law and restrictions.
Phone:
202-994-7470 Fax: 202-994-7442
