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COVID-19 Information

Event Policy

Only Student Organizations can reserve classrooms, courtrooms, and common spaces.

Reservations will not be made for individual student use.

There are study rooms available in the library for individual use. All requests will be processed on a first come, first served basis so it is advised that you request rooms as soon as possible. 

All requesters must abide by the policies set forth below. 

Classroom Reservations

To reserve a classroom for regular organization meetings or speaker presentations, the Student Organization must do the following:

  1. Obtain permission to hold the event from the Associate Dean of Student Affairs (ADSA permission does not constitute school permission)
  2. Have the Faculty Advisor fill out the Event Request Form at least 72 hours in advance
  3. When the event is approved, the Faculty Advisor will be sent a confirmation email (events may not be communicated to the Coastal Community until the event is approved).
  4. If the organization requested podium access, IT will send the information the day before the scheduled event

Moot Court/Mock Trial/Law Review

To reserve a courtroom or classroom for a competition practice, follow the steps below. Please request all rooms for the duration of practices prior to practices beginning.

  1. Determine what dates and times the group will need a room
  2. Send an e-mail to the Office of Student Affairs identifying yourself as the team manager and include the competition name the team is practicing for along with requested dates, times (beginning and ending), and preferred room at least 72 hours prior to the first practice
  3. A confirmation e-mail will be sent with the room numbers assigned

Common Space Reservations

Table in the atrium (tabling is not permitted in any other part of the building)

To pass out information, sell tickets or hand out coffee/candy – Send an e-mail to the Office of Student Affairs at least 48 hours in advance with the Student Organization name, date, time and the event name.

To sell lunch or host a potluck at a table in the atrium, the Student Organization needs to do the following:

  1. Obtain permission to hold the event from the Associate Dean of Student Affairs (ADSA permission does not constitute school permission)
  2. Have the Faculty Advisor fill out the Event Request Form at least 72 hours in advance
  3. When the event is approved, the Faculty Advisor will be sent a confirmation email (events may not be communicated to the Coastal Community until the event is approved)

Events in the Student Lounge

To host an event in the Student Lounge, the Student Organization must do the following:

  1. Obtain permission to hold the event from the Associate Dean of Student Affairs (ADSA permission does not constitute school permission)
  2. Have the Faculty Advisor fill out the Event Request Format least 72 hours in advance
  3. When the event is approved, the Faculty Advisor will be sent a confirmation email (events may not be communicated to the Coastal Community until the event is approved)
  4. Place a note on both doors of the Student Lounge at least 48 hours in advance notifying students that there will be an event in the lounge during a specified time

Events on the Deck/Parking Lot

To host an event on the Deck, the Student Organization must do the following:

  1. Obtain permission to hold the event from the Associate Dean of Student Affairs (ADSA permission does not constitute school permission)
  2. Have the Faculty Advisor fill out the Event Request Form at least 72 hours in advance
  3. When the event is approved, the Faculty Advisor will be sent a confirmation email (events may not be communicated to the Coastal Community until the event is approved)

Events in the Atrium

To host an event in the Atrium, the Student Organization must do the following:

  1. Obtain permission to hold the event from the Associate Dean of Student Affairs (ADSA permission does not constitute school permission)
  2. Have the Faculty Advisor fill out the Event Request Form at least 3 weeks in advance of the event designating a single point of contact for the event (the point of contact can be a student, staff or faculty member)
  3. When the event is approved, the Faculty Advisor and the point of contact will be sent a confirmation email (events may not be communicated to the Coastal Community until the event is approved)
  4. The point of contact must meet with the School’s Event Coordinator at least 12 business days prior to the event to discuss details (linens, catering, and decorations)
  5. The point of contact must meet with the Director of Facilities at least 5 business days prior to the event to discuss the set-up needed


IMPORTANT NOTES:

If a Student Organization needs to cancel a previously approved event, they must send an e-mail to the Office of Student Affairs at least 12 hours prior to the event.

To serve alcohol at an event, special permission must be obtained from the Dean and/or President.

HELP

For assistance with requesting events or any other questions, please contact mschade@fcsl.edu.