Guidelines for Reservations and Terms of Use

Revised 2/16/2017

*Must read and agree to terms of use at the bottom of this page before proceeding to request a reservation.

 

INTRODUCTION:

There are three meeting rooms in the General Services Complex (GSC), 101ABC, that may be reserved at no cost, and reservations are accepted on a first-come first-serve basis. Hours of operation are Monday-Friday, 8:00 a.m. - 5:00 p.m.

 

WHO MAY RESERVE A ROOM:

Texas A&M University employees or groups being sponsored by TAMU. TAMU student organizations may reserve rooms only during normal business hours Monday-Friday, 8:00 a.m. - 5:00 p.m. I will only confirm events up to two years out.  Approval or denial will be at the discretion of the Facilities Manager. You must allow 1.5 hours between meetings for set up. If you do not, the system will show the time you are trying to select as UNAVAILABLE. For example, if you would like your meeting to begin at 8:00 a.m. in 101A, then the last meeting in 101A must have ended at 3:30 p.m. the day prior, thus giving my staff the needed 1.5 hours to reset the next morning. My staff is only available to do set ups, Mon-Fri, 8:00 a.m. - 5:00 p.m. Please allow up to 3 business days for approval or denial of request.

The facility cannot be utilized for commercial or political purposes, fundraisers, or for any event resulting in personal financial gain for an individual or group.

 

ROOM SETUP:

Is provided for TAMU business-related events (lecture, classroom, banquet). Any exceptions to this will be made at the Facilities Managers discretion.

 

ROOM CLEANUP:

GSC custodians do not clean meeting rooms. Since there is no charge for the use of our conference rooms, the room reserver is responsible for ensuring that tables, chairs, and floors are clean after an event. Floor sweepers are located in the partition closets in room 101A,B, and C. For events ending at 2:00 p.m. or later, Mon-Fri, the room reserver or a designee is responsible for removing trash bags from the room and taking them to the dumpster located on the northeast side of the building. The same goes for any weekend event regardless of the time of the event. No exceptions. Failure to do so can result in future request being denied.

 

RESERVING COMMON AREAS:

Common areas may be reserved (i.e, main lobby and break room)upon approval from the Facilities Manager. Submit requests through the reservation system. (Under Event Information, check Other for the room and in the Notes section at the bottom, describe what area you would like to reserve and how you want it setup.)

NOTE: IT support for conference rooms 101A, B or C is available during normal business hours, Monday-Friday 8:00 a.m.-5:00 p.m. If audio-visual problems occur during these times, you may contact Nathan Brown at 862-7789. IT support IS NOT available after hours.

 

ASSEMBLY ROOM EQUIPMENT:

101A has a podium, ceiling mounted speakers, a computer, two microphones (one handheld can be checked out from Steve Smith in room 1904 and/or one lapel mic found in podium drawer on right side of podium),an overhead projector, pull-down screen, white board, telephone jack (979-845-0394), network port, wireless connection and cable access. If food is served, there is a sink and counter top with two electrical outlets. For audio-visual information/troubleshooting, consult the white binder in the podium drawer. If required, one single-line analog speaker telephone and base cord (the cord that connects the phone to the wall outlet) is provided by the Office of Facilities Coordination on a first-come first-serve basis and may be checked out from the Facilities Manager Steve Smith, room 1904 prior to the scheduled event and returned afterward. Loss/damage to the phone or cord will be charged to and reimbursed by the room reserver’s department or registered student organization’s account.

101B has a podium with speakers, a computer, an overhead projector, pull-down screen,white board, telephone jack, (979-458-1885), network port, and wireless connection. A single-line analog speaker telephone and base cord (the cord that connects the phone to the wall outlet) is available and may be checked out from the Facilities Manager Steve Smith, room 1904 prior to the scheduled event and returned afterward. Loss/damage to the phone and/or cord will be charged to and reimbursed by the room reserver’s department or registered student organization’s account.

101C has a podium with speakers, a computer, an overhead projector, pull-down screen, white board, telephone jack, (979-845-0502), network port, and wireless connection. A single-line analog speaker telephone and base cord (the cord that connects the phone to the wall outlet) is available and may be checked out from the Facilities Manager Steve Smith, room 1904 prior to the scheduled event and returned afterward. Loss/damage to the phone and/or cord will be charged to and reimbursed by the room reserver’s department or registered student organization’s account.

Laptops: 101A, B, and C have analog VGA inputs to connect your laptop to the podiums. If your laptop does not have a VGA output, please make sure to bring an appropriate VGA adapter to connect your laptop to the podiums. 101B has an analog VGA input to connect your laptop to the podium as well as a HDMI input.

 

TYPES OF SETUP

Lecture: Chairs set up in rows

Classroom: Rectangular tables with 2 chairs per table set up in rows

Banquet: Round tables set up with up to 8 chairs per table

 

INVENTORY OF TABLES AND CHAIRS:

  • 70 small rectangular tables (each table seats 2), 6' x 1.5'
  • 9 large rectangular tables (for food and beverages), 6' x 2.5'
  • 16 round banquet-style tables (each table seats 8), 6' diameter
  • 262 Total Chairs

 

ROOM SEATING CAPACITIES:

101A

  • 100 with 50 rectangular tables (2 chairs per table)
  • 80 with 10 banquet tables (8 chairs per table)
  • 160 with chairs only

101B

  • 20 with 10 rectangular tables classroom style (2 chairs per table)
  • 24 with 3 banquet tables (8 chairs per table)
  • 40 with chairs only (The limiting factor for chairs only is a single exit)

101C

  • 20 with 10 rectangular tables classroom style (2 chairs per table)
  • 24 with 3 banquet tables (8 chairs per table)
  • 40 with chairs only (The limiting factor for chairs only is a single exit)

Additional tables and chairs may not be brought into the rooms per Fire Marshall.

 

HOW TO RESERVE A ROOM:

  1. Go to http://gscomplex.tamu.edu/
  2. Click on “Reservation Guidelines/Reserve Rooms” bar on the left side of the page
  3. Read the Guidelines for Reservations and Terms of Use
  4. At the bottom of the page, click on “Agree to terms and proceed to registration”
  5. Enter your NetID and password, then click the “Log in” button
  6. On the next page, complete the reservation form, then click the “Submit” button

 

RESERVATION CONFIRMATION:

An email confirmation is sent to the room reserver once a reservation has been confirmed. Allow 2-3 business days for your reservation request to be confirmed or denied. If denied, a reason will be given.

 

EDITS/CANCELLATIONS:

Must be done by the room reserver at least 48 hours prior to the event. Only the room reserver may edit or delete a reservation by logging back in. Denied requests must be edited and resubmitted within 5 business days of notice or requests will be deleted from the calendar. NOTE: A denied request does not mean the reservation has been deleted. Your place on the calendar will remain for 5 business days following a denial to allow for edits. After that, your request will be deleted from the calendar. 

 

LONG-DISTANCE TELEPHONE CALLS AND/OR AUDIO-CONFERENCES:

For long-distance phone calls and TTVN use, contact TAMU Telecommunications at audio-conf@mail.telecom.tamu.edu, and request a code for long distance calls at least 24 hours prior to your meeting. If required, one single-line analog telephone and base cord (the cord that connects the phone to the wall outlet) is provided and may be checked out from the Facilities Manager Steve Smith, room 1904 prior to the scheduled event and returned afterward. Loss or damage to the phone and/or cord will be charged to and reimbursed by the room reserver's department or registered student organization's account.

 

DECORATIONS/DISPLAYS:

May be temporarily attached with masking tape ONLY to the walls or ceiling. Any damage to the walls due to adhesives and/or pins or nails will be charged to and reimbursed by the room reserver's department or registered student organization's account. No decorations, displays, or food service tables, may be placed outside the rooms without express permission from the Facilities Manager Steve Smith.

 

FOOD/BEVERAGES:

Food and beverages are allowed by a caterer of choice. Food requiring onsite cooking or significant preparation will not be allowed. The room reserver must ensure that the caterer removes all remaining food and equipment immediately following their event.

Table decor, accessories, tablecloths, table skirts/drapes are not provided.

 

SUPPLIES:

Supplies for an event (pens, masking tape, staplers, etc.) and for after-event clean up (cleaning cloths/paper towels, cleaning solution) must be provided by the room reserver. Please do not use supplies from the Main Break Room (102B) or GSC restrooms.

 

PARKING:

Parking arrangements for attendees are the responsibility of the room reserver. Contact TAMU Transportation Services, 979.862.PARK (7275), or online at http://transport.tamu.edu/

 

CONDUCT OF EVENT ATTENDEES:

The GSC houses business departments staffed by professionals. The room reserver must ensure that attendees conduct themselves in a manner conducive to maintaining a business-like atmosphere and that assembly room doors are closed during meetings, including breaks.

 

DISCLAIMER:

The GSC Facilities Manager may make exceptions to any of the above items including changing or cancelling a room reservation at his discretion.

Agree to terms and proceed to registration.

Site Map | Printable View | © 2008 - 2017 General Services Complex | Sign In