ROOM RESERVATIONS
Who can reserve space?
· Chartered Student Organizations and Sport Clubs
o Requester must be an officer listed on Organization’s Connect profile or a delegated individual with authority to represent the Organization or Department.
· SMU Business or Academic Departments
Special Events are classified differently. If your reservation for space meets any of the following criteria, it will be labeled as a Special Event and require a different procedure. Please contact David Chambers, Associate Director of Operations, at 214-768-4823 or dchamber@smu.edu for more details.
A. Space reservation duration greater than 2 hours.
B. Attendees greater than space capacity or exceed 50 people in attendance or participation.
C. Will involve the serving of food within the building.
D. Requires special set-up and breakdown such as tables, chairs, music, food service, floor coverings, etc.
E. Events that intend to invite or anticipate having external to SMU participation or attendance.
F. Events sponsored by or hosted by external to SMU community for-profit or non-profit businesses, organizations, clubs, etc.
G. A Philanthropy event or involves a “pay” to play, participate, or attend including but not limited to: registration fee, individual charge, donation, etc.
H. Event is outside of Dedman Center’s published hours of operation.
When can space be reserved?
· Facility Space Reservations must be received a minimum of 3 business days (Monday-Friday) prior to reservation date and time.
· Reservations that meet Special Event criteria must be received a minimum of 6 weeks prior to event date.
Reservations and Events will be subject to the Event Guidance Level limitations and restrictions determined by the current campus Event Guidance Level and Campus Recreation (See Chart Below). PLEASE NOTE: Given the extenuating circumstances of the pandemic, the situation is extremely fluid, and requirements are subject to change, including cancellation of events and reservations.
What Rules, Procedures or Guidelines to Reserve a Space?
· Follow all CDC, State of Texas, and Dallas County guidelines.
· Facility Use Requests must meet and abide by University Policy 6.4: Use of Facilities by University and Non-University Individuals and Organizations.
· Facility space reservations involving an instructor-led activity will be required to provide proof of instructor’s qualifications prior to approval of reservation and within the timeline stated above.
· Intended facility space must be appropriate for the activity and may be denied at SMU Campus Recreation discretion. EX: classrooms are for meetings and lectures.
· All reserved spaces must be returned to the original condition, trashed removed, and cleaned/sanitized before the end of the reservation.
· Food is not permitted within the facility and drinks must have lids. Open containers such as cups or cans and coolers are prohibited within the facility.
· If permitted at the time, food may be served at exterior property only. Requestor must provide a copy of work order for custodial and trash clean up from SMU Event Services.
· The reservation requester and organization or department will be held responsible for damage, repairs, and/or or additional charges associated with a return to original condition as determined by SMU Campus Recreation.
· Failure to follow Event/Reservation Expectations or abide by the Rules and Guidelines will result in loss of future reservations, additional charges, and possible submission to Student Conduct and Community Standards.
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GREEN |
YELLOW |
ORANGE |
RED |
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· Space Reservations Permitted · Events Permitted · Drop-In Room Use Permitted |
· Space Reservations Permitted. · Events Not Permitted · Drop-In Room Use Prohibited |
N/A |
N/A |
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Attendance |
· SMU Non-Members of Dedman Center attending must be communicated in advance of reservation and fees may apply. · Non-SMU attendance meets criteria for Special Event.
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· SMU (students, employees, and Dedman members) Only. Non-SMU Prohibited · List or Roster of attendees must be provided in advance (See Contact Tracing) · Requester, Organization or Department must screen attendees for current COVID-19 positive or exhibiting signs and symptoms. |
N/A |
N/A |
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Reservations Restrictions |
· May not exceed operating hours or start prior to opening or extend after closing. · 2 Hour Max. Duration · 1 Reservation per day. · 3 Reservations per week. · Reservation must end 30 minutes prior to closing. |
· Must be within operating blocks. Not permitted when building is closed. · 1:30 Max duration. · 1 Reservation per day · 2 reservations per week · Must end 15 minutes prior to closing of each block. |
N/A |
N/A |
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Space Limitations / Capacity Limits |
· May not exceed designated space capacity. · Restricted to the space reserved. |
· May not exceed modified COVID-19 space capacity limits. · Restricted to space reserved. |
N/A |
N/A |
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Contact Tracing |
· Attendees must be able to enter Dedman Center with active membership. · Non-SMU attendees or participants classifies as a Special Event. |
· All Attendees must be SMU or Dedman Center Members. · Requestor, Organization or Department MUST provide list or roster of attendees to include name and ID number PRIOR to start of reservation. · Attendees are not permitted to use the facility before or after reservation without a Facility Access Reservation. |
N/A |
N/A |
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Social Distancing |
· Social distance as needed or is necessary. |
· Attendees or participants must maintain 6 feet social distancing at all times. |
N/A |
N/A |
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Face Coverings |
· Unless otherwise communicated, masks and face-coverings are not required. |
· Mask or Face Coverings are REQUIRED at all times within building. · For exterior property, mask or face covering is required if social distancing cannot be maintained. |
N/A |
N/A |
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Food / Drinks |
· Food may be served at external property. Reservation for space is required. · Drinks in individual containers with a lid may be distributed. · Cups or cans are permitted at exterior properties. · No glass containers permitted. |
· No Food Service. · No distribution of drinks. · Personal drink containers with a lid are permitted. · Water fountains are disabled but water bottle re-fill stations are operational. |
N/A |
N/A |
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Equipment / Audio-Visual |
· Audio/Visual and stereo not provided. Bring own. · A table (1) and chairs (2) available upon request. · Sports Equipment MAY be available upon request and availability and MUST be included in the reservation request. |
· Audio/Visual and stereo not provided. Bring own. · Tables and chairs not provided. · No equipment available. Organization or Department provides own equipment. |
N/A |
N/A |
How to Request a space reservation?
NOTE: A Request is only a request and does not confirm a reservation. Requesters will receive a confirmation of reservation email upon approval. Without this approval confirmation, the space is not reserved and use of the space will be denied upon arrival to Dedman Center.
1. Click "http://schedule.smu.edu" or type in your URL address box
2. Click on the "Login" and enter your SMU Credentials
3. The daily calendar for the University will be displayed.
4. In the right-hand corner, select the green box labeled "Request Event."
5. Enter the title of your event in the top box. Click on the drop-down arrow under "Select an Event Request Form" and choose "Dedman Center Room Request," and click "Next."
6. Fill in the required* fields.
NOTE: Requesting a Space from the Drop-Down menu does not ensure this space will be available. It provides Dedman Center Reservations with an idea of the type of space and intended use you desire.
7. Under Meeting Information,
a. Enter the Event Name. EVENT NAME MUST IDENTIFY THE STUDENT ORG OR SMU DEPARTMENT (EX: SMU Students for Change Meeting).
b. Select a Meeting Type from the drop-down menu that best describes your intended use.
c. Please enter another brief description of the reason for reservation request.
d. Enter maximum number of people that may attend your reservation in the Max Attendance field.
NOTE: Dedman Center is regulated by restrictions on room capacity. Your expected Max Attendance will determine the space available to you. Your reservation will be limited to the space requested therefore provide an accurate Max Attendance.
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8. Move to the Meeting Recurrence section of the form. This function is very similar creating an appointment in Outlook and Google Calendars.
a. For an individual or one-time reservation (EX: Tuesday, March 12 at 7:00 PM) or several different dates but with the same time, select Single Meeting(s) tab.
i. Enter the beginning and end times (if times change for different dates, you will need to repeat this process for each time and date).
ii. Select each individual Date from the calendar options.
iii. Select Create
b. For regularly occurring meetings or reservations consistently (Daily, Weekly or Monthly) over a period of time (EX: Every Saturday at 3:00 PM for next 6 weeks), select the Recurring tab.
i. Enter the beginning and end time (for reservations with different times, repeat these steps for each time such as Saturday at 3 PM and Sunday at 6:00 PM).
ii. Select the recurring Day Pattern tab (Daily, Weekly, Monthly).
iii. Select the relevant pattern for reservations.
iv. Enter the Date Range or number of occurrences (May not exceed end date of current semester).
v. Select Create.
9. Your selected reservation time and dates will move to the Meetings portion and now you MUST Assign Rooms to complete your reservation.
a. Select (√) the event occurrence.
b. Select the Assign Rooms button
c. A List of Dedman Center Rooms will appear with availability. If desired space does not appear, your attendance surpasses the space capacity.
d. Select the Available next to desired room(s). Availability will change to “Selected”
e. Upon completion of selection, click OK.
NOTE: FAILURE TO ASSIGN A ROOM WILL RESULT IN A DENIAL OF RESERVATION REQUEST.
10. SAVE to complete the Request.