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Meeting Room FAQ:

"As is" Setup Audio Visual Internet Access Sponsored Event Reservation Time Frames Deadlines Food/Potluck Leaving the space clean Getting Keys Parking Removing furniture Room Temperature Rain Room Information Beaujolais Community Buidling Cooperage: #1 (South) #2 (Middle) #3 (North) Student Union: EFR (Erin Fischer Room) MPR (Multi-Purpose Room) Vista Tuscany - Casentino: #1 (South) #2 (North) Zinfandel/Cabernet: Estate Carneros Chalk Hill Vineyard Viognier Other Links Conference and Event Services Events Calendar	1. What will the room look like if it is reserved “as is?”
	“As is” will be just as the room was left by the last group to use it. Cleanliness of these spaces is only guaranteed if CES does the setup. The Cooperage will always be divided into 3 rooms when reserved “as-is”. Cooperage 1 and 3 will have at least 10 tables and 80 chairs. Cooperage 2 will have at least 20 tables and 160 chairs. Other space features and layouts can be found by clicking on the space here. Request for more tables, less tables, and/or a specific configuration requires the $25 room setup fee.
	2. What AV is included in the room?
	Simple AV equipment such as data projectors, screens, microphones, and speakers can be provided for any of these rooms and come with AV support for the duration of the event at $20 per hour. For more complex events like performances and shows that require lighting, staging, and a more elaborate sound setup, we recommend contacting the Student Union Tech. No AV will be accessible or provided without reserving AV support in advance, but each group is welcome to bring in their own equipment. AV support does not include table and chair setup (see above).
	3. Is internet access available in these spaces?
	Wired and Wireless access is available in most of these spaces. Here is a link to ITs page regarding wireless - http://www.sonoma.edu/it/helpdesk/wireless/
	4. Can I pay less by having another group sponsor my event?
	Rental fees are calculated based on group type. Currently, we have 3 group types – On Campus Department, On Campus Student, and Off Campus Groups. CES determines the group type based on the Contact Name, Organization/Department, and Account number used on the Request for Use of Facility and Services Form (RUFAS). A few things to consider when deciding who should fill out the RUFAS for an event: 1) CES will not make arrangements with any person who is not a member of the Organization/Departments filling out the paperwork 2) CES will only accept payment from the Organization/Department listed on the RUFAS; for On Campus groups this means we will only charge the on campus account number provided for the entire billing 3) All damages, excessive cleanup, or additional billings will also be charged to Department/Organization listed on the RUFAS.
	5. How far in advance can I make reservations?
	The Cooperage is 1st come 1st served. Beaujolais, Tuscany - Casentino, Estate, Vineyard, Carneros, Chalk Hill, and Viognier can not be reserved by a non-Residential Life group more than 2 weeks in advance (academic year only). The EFR, MPR and Student Union Space (Vista) can be reserved by Student groups 6 weeks before the end of the prior semester and are open to everyone 2 weeks prior to end of the semester.
	6. What is the deadline for making reservations? What is the latest I can cancel my event?
	For events that require Police, Dining Services, or complex facility setups, a RUFAS must be submitted 30 days in advance. Small meeting and gathering reservations can be made with less notice. CES will not accept any RUFAS with less than 3 business days to process. Most events may be cancelled at no cost with at least 3 business days notice. Reservations that are cancelled with less than 3 days notice or are “no shows” will be charged the full rental fee for the space along with any applicable setup and AV support fees.
	7. Can we bring and serve our own food in these spaces? What is a “Potluck”?
	The Food Services and Sales Policy states that Food service may only be provided to the campus community by the University food contractor(s). Coffee and potluck food provided by individuals within a department, school, division, or student organization for the private offering and convenience of faculty, staff and students is exempt from this policy. “Potluck” is defined as a private (not open to the general public) gathering in which the attendees contribute snacks or food dishes. CES defines the “general public” as any person who is not a member of the Organization/Department listed on the RUFAS. Parents of club members, colleagues from other universities, incoming students, local community members, etc. are part of the “general public” and food services for events which include these participants must be provided by Dining Services. Potlucks are not allowed in Dining Services spaces.
	8. Are we responsible for cleaning up the space after our event?
	Facility Services has a regular cleaning schedule for these spaces, but can not clean between every event. As a courtesy, we ask that all groups do the best they can to make the space usable for the next group using it. If patterns emerge or extreme negligence occurs, excessive cleaning charges would be invoiced and charged. CES recommends that groups having a “potluck,” or any event with a lot of trash, request extra garbage cans or call the Events Office (664-2475) if extra cleanup is necessary. All items left after your event are subject to disposal.
	9. How do we get the keys for these spaces?
	In order to check out keys, a SSU ID must be presented. Keys for Vineyard, Estate, Chalk Hill, Viognier, and Carneros will continue to be checked out through Housing/Zin Desk. Keys for Cooperage will be checked out through the Union Desk (weekend use of Coop will have to be checked out prior to 6 pm on Friday). Keys for Beaujolais Community Building and Tuscany - Casentino will be checked out through the Tuscany desk between 11 am and 11 pm (7 days a week) or through the Union Desk between 9 am and 11 am (M-F). Keys that are not returned within 2 business days will be considered lost and a rekeying of the space will be done and charged to your group. Typically, this is between $25 and $200 depending on the space. Student Union keys will not be checked out as that facility is staffed when in use.
	10. Where can our participants park?
	Under state law all parking on a University campus is subject to payment of a specified fee. Parking information can be found at http://www.sonoma.edu/ps/parking/parking_permit.html
	11. If it is nice out, can we take tables and chairs outside these meeting rooms?
	No. Regular inventories will be taken and replacement charges for missing tables, chairs, etc. will be assessed if it can be determined your group was responsible for not securing them.
	12. How do we adjust the temperature in these rooms?
	If heating or cooling is available in the space you are using, please call the Boiler Plant at 664-2136 to make temperature adjustments CES staff do not have access to change the thermostats in these meeting spaces.
	13. Can I reserve one of these spaces as “rain space” if my event is outdoors?
	Due to a lack of meeting space, spaces can not be “held” in case of rain.