Engineering Quad Reservation Form

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RESERVATIONS MORE THAN SIX MONTHS IN ADVANCE ARE NOT PERMITTED.

NOTE: Prior to reserving The Engineering Quad, please check with Mechanical Engineering (MechE) administrative personnel to see if the First Floor Scaife Atrium is reserved (the space including Redhawk Coffee).

To reserve the Scott Hall Cafe during school hours, please check with Dining Services (dining@andrew.cmu.edu) to inform them of the possible disruption of service.

Conflicting events will defer to a first-come, first-served basis. If either room is reserved within 30 minutes of your request, it will be denied.

To ensure safety and the structural integrity of offices below the surface, the Engineering Quad patio can support only 100 lbs per square foot. Please let The Engineering Dean's Office know in advance about any equipment you plan to use (e.g. tents, recreational equipment, large interactive fixtures, etc.), including their placement. FMS will be notified to see if the equipment load/weight is feasible for the space.

The reservation of the Engineering Quad can be revoked at any time by the following offices: The Office of the Dean of the College of Engineering, The Office of the Provost and the Office of the President.
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POLICIES AND GUIDELINES

Please note: Fees will NOT be charged to departments and programs of the College of Engineering. Recording of your Oracle String and/or GL String is in the event of damage to the room and/or area.

The reservation of the area can be revoked at any time by the following offices: The Office of the Dean of the College of Engineering, The Office of the Provost and the Office of the President.

ROOM CAPACITY

The Engineering Quad has a capacity of 100+, with the recommended capacity not to exceed 150.

POLICIES

Any outside materials used for events (e.g. stanchions, streamers, tablecloths, etc.) should be removed completely by the host and/or FMS (using an FMS form).

The furniture in The Engineering Quad must stay in the area. If any piece of furniture is deemed to be missing or damaged, the host's Oracle String/GL String will be charged.

Any damage sustained will be charged to the host and/or organization's Oracle string - e.g. stains, unplugging of any technology, egregious moving of furniture, etc.

Dean’s Office personnel will inspect the facility after each event. If damages to the area, equipment or furniture are discovered, it is the event host’s responsibility to cover the cost of repairs.

Event host is responsible for arranging and paying for area setup/tear-down and other services related to FMS, IT/MediaTech, catering, security, etc.

Event host must submit a work order to custodial services (FMS) to ensure that the area is clean and orderly for the next user.

If you are using rental furniture for your event, it is your responsibility to monitor drop-off and pick-up of furniture by the vendor. Please contact the Dean's Office when you have confirmed that the rental furniture has been picked up by the vendor.

If alcohol is served, it is the event host’s responsibility to designate a University-authorized Social Host who must be in attendance.

With use of this outdoor space, you are REQUIRED to submit a work order for custodial services (FMS; cleanit@andrew.cmu.edu) to have the area cleared of garbage at the conclusion of your event. If your event uses the kitchen it must be included in the FMS work order. The College reserves the right to also hold you accountable for additional cleaning.

FEES FOR EXTERNAL DEPARTMENTS & PROGRAMS

Single Event Reservations: $TBD

Consecutive Event/Day Reservations: $TBD/day

HELPFUL LINKS

FMS Email: cleanit@andrew.cmu.edu

FMS Link: https://fms-apps.andrew.cmu.edu/workorder/workorder?formname=wo-request

MediaTech: https://www.cmu.edu/computing/services/comm-collab/media-services/event-support.html

Social Host Request Email: social-host@andrew.cmu.edu

Social Host Procedures Link: https://www.cmu.edu/policies/forms-and-documents/social-host-procedures.pdf
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Name/Purpose of Event* This field is required.
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Your Email* This field is required.
example@example.com
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Start Date (include set up time)* This field is required.
Date
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Hour
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End Date (include tear-down time)* This field is required.
Date
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Day
Year
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Hour
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Host Department/Organization* This field is required.
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Expected Attendance (150 max)* This field is required.
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Name of Event Coordinator* This field is required.
First Name
Last Name
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Event Coordinator Campus Address
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Event Coordinator E-mail* This field is required.
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Event Coordinator Phone Number* This field is required.
Area Code
Phone Number
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Will alcohol be served?* This field is required.
Yes
No
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If yes, who is the designated and authorized Social Host?* This field is required.
First Name
Last Name
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Social Host Campus Address* This field is required.
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Social Host E-mail* This field is required.
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Social Host Phone Number* This field is required.
Area Code
Phone Number
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Payment Method* This field is required.
GL String
Oracle String
Other
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Oracle StringType in OBJECT CODE, FUNDING SOURCE, FUNCTION, ACTIVITY, ORGANIZATION and ENTITY numbers separated by periods. e.g. 000000.000.000.000000.01 If charges need to be split, please go to the OTHER section and enter additional information.
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Grants LedgerType in PROJECT, TASK and AWARD numbers separated by periods. e.g. 00000.000.000 If charges need to be split, please go to the OTHER section and enter additional information.
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OtherPlease list other Oracle Strings, Grants Ledger numbers, credit card numbers or PO numbers below. Enter N/A if no other information is needed. If charges need to be split, please separate additional information with a semicolon.
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Indicate the FMS Work Order number* This field is required.Enter "N/A" if FMS Work Order number is not available. Number will be required
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I have reviewed the policies and guidelines outlined above and I agree to comply with them. Please enter your name as confirmation* This field is required.
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Date* This field is required.
Date
Month
Day
Year
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Grants LedgerType in PROJECT, TASK and AWARD numbers separated by periods. e.g. 00000.000.000 If charges need to be split, please go to the OTHER section and enter additional information.
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OtherPlease list other Oracle Strings, Grants Ledger numbers, credit card numbers or PO numbers below. Enter N/A if no other information is needed. If charges need to be split, please separate additional information with a semicolon.
Should be Empty:

RESERVATIONS MORE THAN SIX MONTHS IN ADVANCE ARE NOT PERMITTED.

POLICIES AND GUIDELINES

ROOM CAPACITY

FEES FOR EXTERNAL DEPARTMENTS & PROGRAMS

HELPFUL LINKS