FACILITIES USE PRACTICES AND PROCEDURES

 

TO MAKE A RESERVATION, CONTACT:

Manoa Admissions and Records, Scheduling Office (956-7953)

·         To reserve a classroom or auditorium during all regular hours (i.e., fall and spring semesters, 7:30 am to 6:00 pm)

 

Outreach College (956-7221), email requests to clasroom@hawaii.edu

·         To reserve a room for outreach college courses for summer sessions and fall/spring extension evening hours (6:00 pm to 11:30 pm).

 

Facilities Management Office, Work Coordination Center, email requests to mareserv@hawaii.edu

·         To reserve a room during all hours as needed during weekends, holidays, and non-instructional days (i.e., semester breaks) by RIOs or UHM departments .

·         To reserve a room on instructional days during Fall, Spring, and Summer semesters except for classes and events sponsored by the Campus Scheduler and Outreach College.

 

 

RULES, REGULATIONS, AND RESPONSIBILITIES:

·         Applications shall be submitted at least THIRTY (30) days prior to scheduled event. FMO may not be able to accommodate requests made on short notice.

·         The WCC reserves the right to change room assignments when necessitated by unforeseen conflicts.

·         An event when the use of University facilities will also involve the sale or service of food, groups are required to complete the “Request to Serve/Sell Food on Campus”, contact food@hawaii.edu.  This form must be completed at least three weeks prior to the scheduled event. 

·         No fundraising activity on McCarthy Mall or Legacy Pathway

·         No chalking on sidewalks

·         No alcoholic beverages may be consumed on campus

·         Sound amplification equipment may be used provided that it does not interfere with the educational functions and affairs of the University.

·         Organizations shall be responsible for damages resulting from use of campus facilities and/or equipment and furnishings, and for any loss of equipment and furnishings.

·         If use charges are assessed, you must pay at least five (5) working days before the event.   If payment is not received, your reservation will be cancelled. Cancellations should be submitted in writing at least 48 hours prior to the event for a full refund.

·         Submit a customer request in the AiM System if you need any assistance from Facilities, including but not limited to the following:

o   Electrical access/assistance (Electric Shop)

o   Garbage cans (Landscaping)

o   Custodial assistance (BGM)

·         If your event/activity on the UH Mānoa campus affects traffic or requires parking accommodations, please coordinate with the Parking Office by contacting the Special Events Parking Manager at 956-6455 or eventsprk@hawaii.edu.

·         If security coverage is needed, please notify the Security Control Center at 956-8211 and email uhcs@hawaii.edu in advance of the scheduled event.

·         The current University of Hawaii at Manoa facilities use policy and charges were approved by the Board of Regents in 1973. Click to see the facilities use policy and current rental charges.

·         The formula charges are subject to change at any time and without advance notice.

·         The omission of any rules, practices, or procedures from this document does not mean they do not apply.  Rules, practices and procedures in all official publications and documents shall apply to the use and scheduling of campus facilities whenever they are pertinent.

 

 

TO SUBMIT A REQUEST:

1. Determine which facility you would like to use. See list of available classrooms and auditoriums.

Reservations for the following are not handled by the WCC so reservations should be made directly with the organization listed:

Reservations for the following Auditoriums are handled by the WCC (use on weekdays, after 6:00pm). **Please note that auditoriums are affected by Manoa Green Days.

  • School of Architecture auditorium -
    956-7225
  • Art Building auditorium - 956-5270
  • Athletic facility area, makai of the parking structure - Facilities section of Intercollegiate Athletics - 956-7350
  • Campus Center Facilities 956-4817
  • Kamakakuokalani Center 973-0989
  • Kennedy Theatre 956-7677
  • Kuykendall Hall auditorium - 956-8075
  • Law building - 956-8395
  • Music building auditorium - 956-7786
  • Student Housing areas - 956-8177
  • Webster Hall 101 - 956-6978 (CTE)
  • Center for Korean Studies – 956-7041
  • QLCSS Queen Liliuokalani Center for Student Services – 956-3290
  • Sakamaki D101, D102 and D103 - 956-9535 (Office of Faculty Development & Academic Support)
  • Bilger 150
  • Bilger 152
  • Biomed B103
  • Biomed T208
  • Biomed T211
  • BusAd A101
  • BusAd A102
  • Crawford 105
  • Crawford 115
  • George 227
  • HIG 110
  • Post 126
  • Post 127
  • PhySci 217
  • Spalding 155
  • St. John 11

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2. Complete request form – see below

Image of sample room reservations form

REGISTERED INDEPENDENT ORGANIZATION (RIO)
Registered Independent Organizations (RIO) or affiliates of an existing RIO, should obtain information at Student Life & Development (SLD)

Complete the "Application and Agreement for Evening and Holiday Use of University Facilities" form available at Campus Center 209. 

Obtain approval/signature from SLD (Student Life & Development) and file any necessary supplemental forms (e.g. fundraising). Additional information can be found in the RIO Handbook located on the SLD website (under “Getting Involved Registered Independent Organization RIO Handbook Using Other Campus Facilities). Information regarding Promotional materials, Fundraising activities, etc. can be found at the Administrative Policies Governing Registered Independent Organizations (RIOs) at the University of Hawaii at Manoa.


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DEPARTMENT FACULTY/STAFF
UH faculty and staff please submit an email request to
mareserv@hawaii.edu.
Emailed requests must include the following information before processing can begin:

·         Department Name and address

·         Contact person’s information (name, phone & email)

·         Name and detailed description of event.  (If applicable, please indicate how the event is related to regularly scheduled course/curriculum)

·         Date(s) and specific time of event. Set up and clean up time should be considered. (may also want to specify 2nd choice as a substitute)

·         Facility or Room interested in reserving (may also want to specify 2nd choice as a substitute)

·         Number of people attending

·         Specify if the activity involves fund-raising, admission charge, donation requests, or any other type of charge.

·         Specify if any equipment is needed (computer, projectors, TV, etc.)

·         Other special considerations or remarks.


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Non UH Department Faculty/Staff or Registered Independent Organizations (RIO)
Please seek sponsorship from a Dean/Director/Chair of a University of Hawaii at Manoa Department. The sponsoring department head will be the point of contact for the event.

Requests must include the following information before processing can begin:

·         Letter from Sponsoring Department’s Dean/Director/Chair announcing sponsorship of the event.

·         Organization’s and Department’s Contact person’s information (name, phone & email)

·         Name and detailed description of sponsored event.

·         Date(s) and specific time of event. Set up and clean up time should be included. (may also want to specify 2nd choice as a substitute)

·         Facility or Room interested in reserving (may also want to specify 2nd choice as a substitute)

·         Approximate number of people attending

·         Specify if the activity involves fund-raising, admission charge, donation requests, or any other type of charge.

·         Specify if food and drinks will be served. Groups are required to complete the “Request to Serve/Sell Food on Campus form” and contact food@hawaii.edu if an event will involve the sale or service of food. This form must be completed at least three weeks prior to the scheduled event.

·         Specify if any equipment is needed (computer, projectors, TV, etc.)

·         Other special considerations or remarks.


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OPEN AREA RESERVATIONS

A formal letter needs to be submitted by all groups requesting the usage of an open area (needs to be signed, scanned, and sent as an attachment in an e-mail to mareserv@hawaii.edu).  **Please note that for Bachman Lawn requests, besides the approval of the Facilities Management Office, approval concurrence must be received from the President’s office at Bachman Hall.

 

The following information is necessary for all open area requests:

1.    Name of organization.

2.    State whether the organization is a Registered Independent Organization (RIO)

3.    Short description of the organization.

4.    Name and contact information of advisor or in-charge person of the organization.

5.    Name and contact information of requestor.

6.    Location being requested (be specific if area is large, e.g., Bachman Lawn, under the trees near the bus turn-around, or immediately fronting Bachman Hall, etc.).

7.    Proposed event at the site (meeting, picnic, get acquainted social, fund-raiser, etc.).

8.    Proposed activity at the site, e.g., socializing, volleyball, tug-of-war, picnic games, etc.

9.    Day, date and time of the activity (arrival time to set up, departure time after clean up).

10.  Number of participants expected (approximate).

11.  An event that will involve the sale or service of food, groups are required to complete the “Request to Serve/Sell Food on Campus”, contact food@hawaii.edu.  This form must be completed at least three weeks prior to the scheduled event. 

12.  State whether food will be cooked on-site, or pre-prepared and brought to site (catered)

a.    If food is cooked on-site, use of charcoal is not permitted, while propane fired barbecue grilles are permitted.  Please contact the EHSO Fire Safety Program for more information at 956-4683.

13.  State whether tents will be erected, and describe the number and size of the tents.  Map of layout is required.

14.  If tents are used, will sandbags or water barrels be used to secure them? If not, how will they be secured? Please note that stakes or other in-ground methods are not permitted.

15.  State whether tables/chairs will be used (how many).

16.  State if a sound system will be used.


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ANDREWS AMPHITHEATRE RESERVATIONS

A formal letter needs to be submitted by all groups requesting the usage of the Andrews Amphitheatre (needs to be signed, scanned, and sent as an attachment in an e-mail to mareserv@hawaii.edu.) 

All applications shall be submitted at least 3 months in advance.

 

The following information needs to be included in the formal letter:

 

·         Name of organization.

·         Short description of the organization.

·         Name and contact information of person in charge of the organization.

·         Name and contact information of requestor if different from person in charge.

·         Details of proposed event at Andrews Amphitheatre (fund-raiser, graduation, concert, etc.).

·         Date and time of the activity (arrival time to set up, departure time after clean up).

·         Alternate date if first date is unavailable.

·         Number of participants expected (approximate).

·         An event that will involve the sale or service of food, groups are required to complete the “Request to Serve/Sell Food on Campus”, contact food@hawaii.edu.  This form must be completed at least three weeks prior to the scheduled event. 

·         State whether tents/tables/chairs will be used, and provide the quantity and size of the tents/tables/chairs.  A map of the layout must be provided to the Work Coordination Center.

·         If tents are used, will stakes, sandbags, or water barrels be used to secure them?  If not, how will they be secured?

·         State if a sound system will be used and how it will be powered.

·         If this is a public event, a copy of all publicity/advertisements must be submitted to the Work Coordination Center.

·         If proposed event is a concert, state whether tickets have been printed (no more than 3,500 tickets should be printed) and procedures in place to distribute.

·         State if security has been hired for the event (minimum of 15-20 security personnel required for concert events).  A copy of all security arrangements must be provided to the Work Coordination Center.

·         State if liability insurance has been obtained.  A copy of all insurance forms must be provided to the Work Coordination Center.

·         State whether restroom arrangements have been made.  If portable toilets will be used, at least one must be handicap accessible.

 

*Please note that no alcohol is permitted in Andrews Amphitheatre*

 


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REQUEST TO POST, DISPLAY OR STAKE SIGNS, POSTERS, NOTICES OR HANG BANNERS

A formal letter needs to be submitted by groups requesting to post signs/hang banners (needs to be signed, scanned, and sent as an attachment in an e-mail to mareserv@hawaii.edu)

 

·         All notices, posters and announcements shall indicate the event, time, date, location and the sponsoring organization.

·         No poster shall exceed 14” x 22” in size.  Oversized posters shall be removed unless prior written approval has been obtained.

·         All banners and displays shall be adequately secured and shall not exceed 3’ x 6’ in size.

 

 

The following information is necessary for all requests:

 

1.    Name and short description of the organization

2.    Name of in-charge person of the organization

3.    Name and contact information of requestor

4.    The event that the banner/sign is intended to publicize

5.    The date, time, place and expected audience at the event

6.    Actual dimensions of Sign/Banner(s) and the material of which it will be fabricated (Plexiglas, tarp, canvas, plywood, etc.)

7.    Location(s) sign/Banner(s) to be posted (be specific if area is large, e.g., Bachman Lawn, under the trees near the bus turn-around, or immediately fronting Bachman Hall, etc.)

8.    How Sign/Banner(s) is to be posted & responsible party & Contact Information

9.    Identify the type of fastener you intend to use to support the banner/sign (screws, nails, rope, twine, etc.)

10.  Date Sign/Banner(s) to be put up and taken down (usually we allow a week before the event, and it must be taken down no later than 24 hours after the event is completed.

11.  Colored copy of exact text/sign layout (.pdf file can be emailed to Work Coordination Center)

12.  Map of area is required


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