Facility Scheduling Policy
All meetings held on or off campus (i.e., school, departmental, committee, staff, club or other
activities) are to be recorded on the master calendar in the Events Management office.
This will assist in achieving and maintaining the University's goals of (1) keeping the campus
informed of all activities of the University, (2) enabling the switchboard, as well as other campus
offices, to direct and relate needed information, and (3) printing an accurate
weekly calendar. Reservations by faculty and staff for off campus groups are made at the rates
shown in the "Event Management" brochure. Any exception to the regular rental rates must
have the written authorization of a Vice President or the President.
Event Scheduling
Any individual or external groups will notify Events Management and request events at
www.cbu.edu/events,
rsvp.room@cbu.edu or at 901-321-3525.
When the event has been approved and scheduled, the group will receive written confirmation of the
event's booking. Groups will be held responsible and liable for good use of the space. There is a
separate room deposit required on all room rentals, which will be refunded after the event if there
are no damages and the rooms are left clean. The deposit will be invoiced and is due upon receipt
of your confirmation letter. The balance of the invoice must be paid in full no later than the
date stated in your confirmation letter; otherwise the room reservation will be cancelled automatically.
Your cooperation will be greatly appreciated. Rooms are booked on a first-come, first-serve basis.
Conflict Resolution
When conflicts arise from several groups needing the same space at the same time or when one group
has an immediate need for the space previously reserved by another person or group, the conflict
should be negotiated by the parties involved or by their immediate supervisors. Event Management
should be involved in any change of space reservation or utilization in these situations.
Diversity
Events Management balances the various needs of the University and the Memphis community and offers
hospitality to outside groups. This hospitality and cooperation with the needs of the outside
community serves as an advantage to the CBU faculty, staff, and students directly by providing
diverse activities on campus and indirectly through public relations efforts and information.
Setup/Reset
Room setup/reset arrangements are made by on-campus groups through Luther Headley in ARA at
901-321-3298 (or fax: 901-321-4206). Event Management handles arrangements for off-campus groups.
Audiovisual Resources
An audio-visual technician is required as part of the package whenever the Montesi Executive
Conference Center or the Spain Auditorium is utilized by an on-campus or an off-campus group,
unless there is definitely no audio-visual component of the reservation. Audiovisual arrangements
are made through the Jerry Swanberry, Director of Multimedia Services (901-321-4220).
Event Management handles arrangements for off-campus groups.
Food Services
Catering arrangements must be made through ARAMARK Food Services on the CBU campus (901-321-3560).