Meeting Room Request

AAU Meeting Room Policies:
- Reservations must be made at least 72 hours in advance.
- A meeting agenda and an attendee list is required and must be submitted via this form or to meetings@aau.edu at least 48 hours in advance of this meeting.
- Modifications to a meeting: Please email the AAU's meetings department at meetings@aau.edu . No changes to this form will be accepted 48 hours in advance of this meeting.
- Cancellations: Please email meetings@aau.edu within 48 hours of the start of the meeting.
Meeting Information

Please provide details of your meeting.
Name of Meeting / Event *
Description of Event *
Number of Participants *
Event Date *

- Month - Day Year
Date
Event Start Time *

: Hour Minutes
Event End Time *

: Hour Minutes
Contact Person (person onsite) *
E-mail *
Phone Number *

- Area Code Phone Number
Conference Room Requested *

Conference Room A (small conf. room) Conference Room B (large conf. room) Conference Room A&B Founders' Room (Conference set-up only)
Meeting Set-up

Below are AAU's typical conference room setup options. If you would like to discuss a room layout not outlined below, please select "other" room setup and contact the meetings department at meetings@aau.edu.
Please select room setup (diagrams below) *

Theater U-Shape Classroom Chevron Board/Conference Pods of 4 Pods of 6 Pods of 8 Cabaret/Reception Hollow Square Other
*Set-up options apply only to Conference Room A, Conference Room B, and Conference Rooms A&B.

*Capacity varies according to each set-up, please consult with the AAU Director of Meetings and Meetings Assistant.

*For cabaret/reception set-up, caterer must supply tables.

*Maximum pods layout capacity is 8 to a pod.
Perimeter Seating Required
Head Table
Registration Table
Catering Requirements

For external groups: Catering orders are at the responsibility of the group organizer. In the drop down menu below, select "No, I will order catering" and indiciate what what meals you are ordering and meal times. Contact the meetings department at meetings@aau.edu for a list of recommended vendors and send your caterer info and delivery times at least 48 hours in advance of the meeting.
Do you require AAU to provide catering? If Yes, please identify food and time requirements below. *
Breakfast time

: Hour Minutes
Breakfast (Select one)
Lunch Time

: Hour Minutes
Lunch (Select one)
Dessert Time

: Hour Minutes
Dessert (Select all that apply)
Break Times (if applicable)
Reception (if applicable)
ReceptionTime

: Hour Minutes
Below are items AAU stores in-house. Please select items needed for the meeting:

Coffee Water Soda Plates/Cutlery/Napkins Hot water & Tea Selection
Special Catering Instructions (include dietary restrictions or food allergies)
Flowers
If yes, provide your budget for Flowers
Audio Visual Needs
AV Needs

Podium Flip Chart LCD Projector 2 Lavaliere Mics 4 Tabletop Mics Conference Call Presentation Audio Power at Tables
Dial-In Information (if Conference Call is checked under AV Needs above)
Meeting Materials

For internal AAU meetings, please let us know if you require any assistance in producing the following:
Select all that apply *

Tent Cards Name Badges Folder Labels I do not have any meeting materials
Attendee List

AAU requires an attendee list for all meetings held in the AAU office. Please upload your list below. The list should be in xls or word format (first name, last name, organization). If you are unable to provide the list at this time, please send the list to meetings@aau.edu at least 48 hours in advance of this meeting.
Can you provide a list of attendees at this time? *
Attendee List
Would you like to request the back door be accessible without a keycard during your meeting?
Meeting Agenda

Please provide AAU your meeting agenda. If you are unable to provide the list at this time, please send the list to meetings@aau.edu at least 48 hours in advance of this meeting.
Are you able to provide a meeting agenda at this time *
Meeting Agenda
Special Meeting Instructions

Please inform of us of any miscellaneous requirements
Should be Empty:

Meeting Information

Meeting Set-up

Catering Requirements

Audio Visual Needs

Meeting Materials

Attendee List

Meeting Agenda

Special Meeting Instructions