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Reservation Agreement

AFIT Kenney Hall Reservation Agreement

As a sponsor of a function to be held in the AFIT Auditorium, I agree to the following conditions:

1. RESPONSIBILITY: It is the responsibility of the event OPR to provide individuals (at least 2 recommended) to operate the audiovisual equipment in the auditorium. Individuals should arrive ½ to 1 hour prior to the event for equipment instruction and sound checks. AFIT/SC does not provide personnel to run your audiovisual presentation. Upon arrival, phone x4357 (phone is located on the circulation desk in the atrium), or come to room 2200. Support personnel will accompany you to unlock the doors, assist with the equipment set-up, and provide instruction on how to operate the equipment. Do not bring your presentation on a zip disk; there is no zip drive available on the auditorium computer. DVD and VCR recording capabilites are available. You must bring your own VHS tape, -R or -RW DVD. Please ensure your audiovisual needs are known in advance. You must be present, or have a designated person present, from the start of the activity to its conclusion. The event OPR is responsible for the evacuation of the facility by all persons attending the activity upon its completion. The event OPR will also accept financial responsibility for any damage to the facility or its equipment, including that caused by spillage of food, drinks, etc. in the lobby area. AFIT assumes NO RESPONSIBILITY for personal items not secured.

EVENT SETUP: Bring your own set of flags, staffs, and bases. Do Not remove any flags from the back part of the auditorium. If you remove or move podiums or tables you are expected to return them as they were. Any additional tables you may need out front you need to provide the manpower to move them in place and move them back after the event. You will be shown where they are located. Food and beverage tables must be set up only in areas where there is no carpet.

SCHEDULING: The OPR must reply by fax or email agreeing to the terms and conditions of this agreement. Upon receipt of this response, the auditorium will then be officially reserved. Failure to do so, could result in the cancellation of your reservation and under no circumstances will your organization be allowed to use these facilities without this signature. To schedule the AFIT Auditorium, contact Customer Support personnel at AFIT/SCH (255-6565 Ext 4357 or email AFIT User Help.

CANCELLATIONS: Due to the high volume of requests received in our office, please notify Customer Support personnel at AFIT/SCH (255-6565 Ext 4357 or email AFIT User Help IMMEDIATELY when the function has been cancelled.

FOOD/DRINKS: Food and drinks are strictly prohibited inside the auditorium, to include the booth - NO EXCEPTION. The consumption of alcoholic beverages in the lobby is not allowed unless permission is obtained from the base commander.

CATERING: The event OPR is responsible to make all arrangements if the function is to be catered. (Suggested sources: Base Restaurant, Officer’s Club and NCO Club)

PARKING: Under no circumstances is parking allowed in the circle, in front of Bldg. 642, unless special parking arrangements are requested in which the event OPR will coordinate with the CCP Protocol Officer (255-9624). Arrangements should be kept to a minimum to include VIP and/or handicapped parking. Compliance with WPAFB 31-204 is mandatory.

DISTINGUISHED VISITORS: If DV's will attend your event, contact AFIT/CCP, 59624.

CONDUCT: You are responsible for ensuring the proper conduct of all attendees, aisles are clear for fire evacuation at all times, and traffic flow does not interfere with other groups using the building.

SECURITY: Any classified events being scheduled in the auditorium must be brought to the attention of the AFIT Security Manager (5-3636 ext 4531) It is the responsibility of the event OPR to provide the manpower to implement security when any presentation is CLASSIFIED. Compliance with AFIT 31-101 and other security regulations is mandatory.

INTERNET CONNECTIVITY: Should you desire Internet/Network connectivity and do not have an AFIT Computer Account, you must fill out an AFIT Fm 35, Request For Computer Resources; this form can be obtained from AFIT/SC Customer Support. You will be issued and you will be accountable for a Temporary Network Account. Questions regarding this requirement may be directed to AFIT/SCH at 255-6565 x4357.

SMOKING: Smoking is "only" allowed in the designated "SMOKING" areas. It is the responsibility of the event OPR to make sure all attendees are in compliance with the smoking policy letter, which is attached to this agreement along with a map of all designated smoking areas. ABSOLUTELY NO SMOKING WILL BE TOLERATED IN ANY OTHER AREA.

CLOSURE: Immediately at the end of the event, contact Customer Support at extension 4357 for auditorium inspection and closure.

CLEANLINESS DURING AND IMMEDIATELY FOLLOWING THE EVENT:

1. IMMEDIATELY clean spilled drinks, food, etc. from the floor.
2. Dispose of waste ONLY IN THE TRASH CANS in the lobby, and empty containers that become full during the event. Dumpsters are located at the rear of Bldg. 642 near the loading dock.
3. Police the auditorium immediately following the event to make certain nothing is left in the auditorium including trash and personal property.
4. Set-up and tear-down of required tables and chairs will be the responsibility of the user.
   

TORNADO AND FIRE ALARM SAFETY: You will be responsible for briefing your audience on fire alarm and tornado shelter procedures. Fire alarm and tornado shelter procedures as well as maps will be sent to you after you've reserved the auditorium. If you don't receive them, please contact AFIT Customer Support at 255-6565 ext. 4481.

Prior to the reservation of the auditorium, the event OPR must read, agree to the terms and conditions of this agreement by signing and returning this form via fax (DSN 986-7326 or Comm 656-7326), distribution or personally. The following information must be included:

DATE OF EVENT:__________________________
TIME OF EVENT:__________________________

Print or Type Print or Type
Organization:__________________________________

Signature                                       Date

__________________________ ___________________
Thank You for your cooperation!
signed
Tim Fox
AFIT/SCH
Chief, Information Management Division
Communications and Information Directorate
Air Force Institute of Technology
(937-255-6565 x4481)
(DSN 785-6565 x4481)
AFIT User Help