Best Practices
Room Reservations
To help ensure a successful event experience, please review the best practices outlined below. All event requests must be submitted through the Event Request Form. Please do not use a room unless you have a confirmed reservation. Please also note that the Registrar’s Office holds all classroom space through the first week of each semester for scheduling purposes. We cannot confirm classroom reservations until the academic course schedule has been finalized. We appreciate your patience and understanding as we work to finalize your request as soon as possible.
Important Information About Reserving a Space at HGSE
- Space requests should be submitted at least 48 business hours in advance in order to ensure there is time to process the request.
- If you are requesting space that needs a security detail less than a week out, your request may not be able to be filled due to staff unavailability.
- For tracking purposes, please do not attempt to email or call with the reservation information.
Event Etiquette
- Submit event requests as early as possible to allow adequate planning time.
- Do not advertise your event until you have received your space reservation confirmation.
- Keep attendance estimates updated so staffing, room setup, catering, and safety needs can be properly accommodated.
- Decorations must be approved in advance and may not damage walls, furniture, or campus property. Open flames, candles, glitter, confetti, and similar materials may not be permitted in campus spaces.
- Events with external guests may require additional security coordination. Please keep your Event Coordinator updated on the status of your guests.
- Amplified sound or music may be restricted depending on the location and timing of the event. Please let your Event Coordinator know if you expect your event to be above normal business meeting noise level.
- Please begin and end your event at the scheduled times to respect subsequent reservations and campus operations.
- Do not move furniture or equipment without approval from the Events team.
- Event hosts are responsible for ensuring guests follow campus policies and conduct expectations.
- Signage and promotional materials must follow campus posting guidelines.
Catering is provided across campus for many reasons. We host faculty, student, and staff events. We additionally hold events sponsored outside the HGSE community. When catering is set up in a common area, it cannot be assumed that it is available for public consumption. It has most likely been ordered and paid for by a specific
group.- Catering that is not consumed by the group is still the property of the event organizer. Often, leftovers are wanted by the sponsoring group, which anticipates packing them up at the end of their event. If catering has been left for public consumption, a sign will be posted. Otherwise, food and beverages should not be touched by a non-participant.
- It will be at the discretion of the Operations Department as to whether food is still suitable for consumption based on food safety guidelines. If food has been sitting out for an extended period or in hazardous temperatures, it will not be permitted to be consumed by anyone.