ICTAS 310 Reservation Agreement

ICTAS 310 was equipped and is maintained withoutuniversity support. We make it available to the campus community as a service without charge. Please confirm the details of your request and acknowledge your willingness to comply with the terms and conditions foruse of ICTAS facilities by filling out, signing, and returning this form.

1 / Receptions and meetings with food may be held in Room 310. Attached is an approvedcaterer list. These groups have viewed the room and know their responsibilities for cleaning.The undersigned user takes full responsibility for setup and cleaning if this isn’t arranged by the caterer. If you are not part of the meeting, you must designate someone who will attend the meeting to be responsible for ensuring that all policies are met.
The event check sheet must be signed and returned with key. A charge of $150.00 will be assessed if the room is not cleaned as specified in the policies, including, but not limited to, table wipe-down, removal of food and trash, straightening of chairs, and restacking of any additional chairs.
Person responsible for cleanup (either requester or designee):
Name: ______ / Initial:
2 / The undersigned agrees to accept responsibility for any damages incurred due to misuse or mistreatment of equipment or facilities. / Initial:
3 / This room may be reserved Monday – Friday, 8:00am until 5:00pm, including set up and clean up.Special arrangements must be made for anything outside these times, and must be cleared with the ICTAS administration prior to the date of the event. / Initial:
4 / The AV system and room should be left in the proper condition and order. You should only touch the LCD screen after your presentation for “System Shutdown” and” Yes”to confirm. / Initial:
5 / If using video conferencing equipment, a 2 weeknotification is needed so IT administration may adjust schedules to be available. As soon as you’ve reserved the date and time, send an email to with your requested requirements. / Initial:
6 / If an alternate room arrangement (i.e. the addition/removal/movement of chairs/tables), is desired, request must be sent to at least 1 week priorto the event.An additional 20 chairs are located in the kitchen area. If these chairs are needed, the person signing this agreement is responsible for setting them out and for restacking and returing them to the kitchen. / Initial:
7 / The 310 entrance closest to the elevator is for egress only and should not be used for normal access into the room. Do not prop open door! Direct all visitors into the Seminar Lobby through the double glass doors. / Initial:
8 / I have read and will abide by the complete list of policies for 310 ICTAS, found below.If policies arenot adhered to, I/the group will forfeit rights to use the seminar room. / Initial:

Event Information (ALL BOXES MUST BE COMPLETED):

Event: / Event Date:
Start Time: / End Time: / Fund#:
Primary Contact: / Department:
Telephone: / Email:
Secondary Contact: / Department:
Departmental Representative Signature: / Date:

Please return by fax (231-0970) or by campus mail (0193) immediately after your request

Policies for using ICTAS bUILDING Seminar room

Seminar room - 310 ICTAS

MAIN POINT OF CONTACT [with backup]:
ICTAS – Ronaka Adams(1-2597),[Shelley Johnson (1-1929)]
SBES – Pam Stiff (1-8191),[Kathy Creggar, (1-0778)]
CIB – Amanda Covey (1-1617)

Per the building policies, use of this seminar room must be requested at least one week in advance. Room 310 is available Monday – Friday and should begin no earlier than 8:00 am and end no later than 5:00 pm including set up and clean up.For after-hour reservations key and event checklist must be left in drop box outside the ICTAS administrative suite on the 4th floor.ICTAS 310 may not be used for classes or any meeting listed in the Virginia Tech timetable. The attached reservation agreement must be completed.

The doors are locked. For admittance, please sign out a key from the ICTAS/SBES representative that reserved the room. The key must be returned by the ending time of the reservation as listed on the reservation agreement form.

The 310 entrance closest to the elevator is for egress only and should not be used for normal access into the room. DO NOT PROP OPEN THIS DOOR! Direct all visitors into the Seminar Lobby through the double glass doors.

All presentations should be brought on a flash drive. Mac users should provide a PC-friendly PowerPoint presentation. Drag your presentation to the desktop to run faster. Don’t forget to eject your flashdrive like normal and remove the presentation from the desktop before leaving.

If using video conferencing equipment, a 2 week notification is needed so IT administration can adjust schedules to be available. Once you’ve reserved the date and time, send an email to with your requested requirements. You must know the IP number to whom you are calling.

Note for video conferencing: If not using IP # but anISDN #, a bridge through Video Broadcasting Services is needed. This requires an additional 30-minute lead time for connection tests and cost will be incurred. Once you’ve reserved the date and time, send an email to with your requested requirements. Also complete the VBS request at

Seminar room 310 is set up in classroom style, with rows of tables and 60 chairs, as well as 2 tables for refreshments. An additional 40 chairs are available. If additional seating is necessary this must be known at 1 week in advance. If additional chairs are requested, after reserving the room, send email to with the following information; 1) the additional number requested, 2) the exact start time of the event, and 3) the exact end time of the event. The chairs will be placed in the room, but you, as the requester are responsible for placing the chairs around the wall space, and for stacking in a corner afterward.

If you move tables for any reason, make sure the locks on all four wheels are pushed in the up/unlock position to avoid damage. (You will hear a clicking noise if they are locked.) RE-LOCK once they are back in the original position.

It’s suggested you use a caterer for all events in ICTAS 310, however, this is not required. The recommended list of caterers can be found immediately below. These companies have agreed to be listed and have met with an ICTAS representative and visited the room.

If setting refreshments in ICTAS 310, they should either be placed along the wall in the seminar room or in the Seminar Lobby near the window, but without impeding the flow of traffic. Two refreshment tables are in the room by default, but if additional ones are needed, send an email request to at least 2 days prior to your event so they can be set in the room. Table cloths are not furnished. Any refreshments should be cleaned up immediately following the meeting. Clorox Wipes are located under the kitchen sink. Please wipe down all tables. Tie trash bags that are at least half-full or which contain strong-smelling food items and place in large rubber trash can in ICTAS 310 kitchen. Take trash to Waste Marshalling Room, 148B (take elevator to 1st floor; 148B is the last door on the left before entering the freight elevator vestibule). Replace trash bags (replacement bags are located in kitchen drawer closest to fridge).

If there are spills on the carpet, please notify ICTAS facilities management at so they may address immediatelyand prevent staining.

Markers and white boards are provided in the room. Wipe off any notes prior to leaving the room.

Posters sessions may be placed outside ICTAS 310 in the common area along the banister on easels. However, they must not impede the flow of traffic. ICTAS will not provide easels.

Seminar flyers may be posted but must be taken down immediately following the event. According to building policy, the use of scotch tape is not allowed; please use “sticky tack”/adhesive putty (found at Office Max or Staples) in order to not harm walls.

NEVER shut down the computer. After your presentation, please remove your presentation from the desktop. You should only touch the LCD screen after your presentation for “System Shutdown” and” YES” to confirm.

Per building policies, rooms must be restored to the original or better condition upon completion of your meeting. This means removing trash, adjusting tables and chairs back to the appropriateposition, removing writing from white boards, wiping down tables, placing all equipment in the podium, etc. Turn off all lights upon exiting. This button is beside the single – egress door.

**If you as the requester are not part of the meeting, please appoint someone in the meeting to ensure all policies are met. If policies arenot adhered to, you/the group will forfeit rights to use the seminar room.

Caterer / Contact # / Website
Baker’s Best Catering / 540-267-3337 / Not Available
Bull & Bones / 540-953-2855 /
Blue Ridge Mountain Catering (Wikiteria) / 540.449.1438 /
Custom Catering / 540-951-8295 /
Due South BBQ, LLC / 540-381-2922 /
Holiday Inn University / 540-552-7001 /
Personal Touch / 540-231-5521 /
Professional Catering / 540-961-9800 /
The Inn at Virginia Tech / 540-231-8000 /

ICTAS 04/15/2013