Registered student organizations, faculty, and staff desirous of using campus facilities for meetings and/or activities are required to complete a General Activity Requisition Form (GARF). This form is used to verify the availability of facilities and equipment for activities. Organizations, faculty, and staff should adhere to the following steps for processing space requests:
Filling Out The GARF Form
The GARF may be obtained through the university’s web site Event Management System (EMS) website - and must be submitted electronically.
GARF(s) are time stamped electronically and are processed on a first come first serve basis.
The GARF is required be submitted ten (10) working days prior to the activity date to allow processing by the student organization’s advisor and university department officials for approval.
The GARF is not to be altered in any manner after it has been processed/approved by the Office of Student Activities and Leadership.
GARF Form Rules
Persons using facilities must have an approved copy of the GARF present throughout the activity and shall show it, upon request, to university officials.
The organization’s advisor(s) must be present THROUGHOUT all activities (excluding bake/candy sales or raffle sales) that are required to be held in the New Student Center only.
No contractual agreements or binding arrangements are to be made by the sponsoring organization or group until receipt of an approved GARF, nor should fliers or announcements of the event or activity be submitted to the Office of Student Activities and Leadership for approval for posting until an approved GARF with required signatures has been received.
Acceptance of GARF Form
The University reserves the right to deny an organization’s activity when it is determined that a particular activity may present an inherent danger to the University or its constituents.
Changes and Cancellations
All GARF Changes must be submitted on a General Activity Requisition Change Request Notice. The Change Request Notice may be obtained on the Student Activities forms page and must be submitted to the Office of Student Activities and Leadership electronically via email attachment no less than six (6) working days prior to the date of the event to allow for departmental processing.
All GARF Cancellations must be submitted on a General Activity Requisition Cancellation Notice. The Cancellation Notice may be obtained on the Student Activities forms page and must be submitted to the Office of Student Activities and Leadership electronically via email attachment no less than five (5) working days prior to the date of the event to allow for departmental processing. Due to limited scheduling space, failure to comply with this policy may result in the organization being charged with a No Show/No Cancellation Notice booking. Disciplinary sanctions may incur if a total of three (3) violations are recorded.
All media equipment requests (e.g. VCR, TV, Overhead Projector, and Screen) must be made directly through the Office of Information Technology (OIT) at ext. 3-2386 or via email to firstname.lastname@example.org at least seven (7) days prior to the event with the exception of the New Student Center.
Microphone Service requests after 5:00 p.m. or on weekends must be prepaid to Facilities Management (ext. 3-2451) prior to GARF approval.
Food & Refreshments
All facility requests for Scott-Dozier and/or catering must be made directly though Catering Services (ext. 3-8304). A GARF must be submitted to the Office of Student Activities and Leadership to be entered in EMS Virtual as Information Only.
Approved fundraisers, e.g., Bake/Candy and Raffle Sales, are to be held in the New Student Center only.
Bake/Candy Sales items must be prepackaged, store purchased items, and are not to be opened and/or served.
Seminars/Lectures Speaker Information
Seminars/Lectures must have complete speaker and content information included on GARF at time of submission. Failure to do so will result in automatic disapproval.
The sponsoring organization or group is responsible for any damages that occur to the facility during the activity. The facility must be left in a clean and orderly manner. Failure to comply with these regulations may cause the organization or group to be deprived of future use of university facilities.
Approved fliers are to be posted on bulletin boards only. Posting of fliers is prohibited on windows, doors and lamp posts etc. Failure to follow this policy will subject the organization to disciplinary sanctions.
Note: Submission of the GARF does not guarantee approval
Further details regarding the processing of the General Activity Requisition Form (GARF) may be obtained from the Office of Student Activities and Leadership.