DEVELOPMENT CENTRE
Application For Use of Facility
ROOM 5-13
VIDEOCONFERENCING / APPROVED BY (OFFICE USE ONLY)
FEES PAID
PAYMENT METHOD
DATE APPROVED (MM/DD/YYYY)
DATE OF APPLICATION (MM/DD/YYYY) / NAME OF FUNCTION
NAME OF APPLICANT / APPLICANT’S TELEPHONE # / APPLICANT’S AFTER HOURS TELEPHONE #
APPLICANT’S FAX # / APPLICANT’S E-MAIL ADDRESS
NAME OF ORGANIZATION BEING CONTACTED / NAME OF CONTACT AT ORGANIZATION / CONTACT’S TELEPHONE #
CONTACT’S E-MAIL ADDRESS / COMPLETE MAILING ADDRESS OF ORGANIZATION
NAME OF TECHNICIAN AT ORGANIZATION / TECHNICIAN’S TELEPHONE # / TECHNICIAN’S FAX #
TECHNICIAN’S E-MAIL ADDRESS
DAY AND DATE REQUIRED / START TIME (MOUNTAIN STANDARD TIME) / END TIME (MOUNTAIN STANDARD TIME)
START TIME (OTHER LOCATION)
* Please include time zone / END TIME (OTHER LOCATION)
* Please include time zone
ROOMS REQUIRED
5-13 – Eric Geddes Lab
/ NUMBER OF PARTICIPANTS IN STOLLERY CENTRE / OTHER SET UP REQUIREMENTS (TABLES FOR FOOD, ETC)
TYPE OF BOOKING:
Administrative
Interview
Educational
Other (please specify): ______/ ARE YOU GOING TO BE USING THE FOLLOWING EQUIPMENT:
Your laptop Our Internet connection
Our computer Other (please specify): ______
Our document camera
Is food to be served? Yes No CATERER’S NAME: ______
CATERER’S NUMBER: ______
PERSON RESPONSIBLE FOR STOLLERY CENTER (FIRST AND LAST NAME) / TELEPHONE #
*This person will attend the function, ensure clean-up, and lock ALL doors at the end of the function. Keys may be signed out on the afternoon prior to the function and MUST be returned no later than 9:00 am the morning following the function.
Bookings to the Stollery Centre are confirmed ONLY when this application has been approved and payment has been received in full by Stollery Executive Development Centre Management. Videoconference requests must be made a minimum of 5 working days prior to the requested videoconferencing date. Cancellation policy is a minimum of 15 calendar days for refund. ABUSE OF STOLLERY CENTRE POLICIES, BOOKINGS, AND FACILITIES MAY RESULT IN A FINE AND/OR DENIAL OF FUTURE USE.
15 minutes of technician’s set up time is included in the room rental charge. If technical help is required beyond 15 minutes for issues not caused by U of A equipment, a charge will be levied for this time.
Submit this completed application along with payment and room set-up drawing to:
Nadine Badry
Conference Facilities and Building Manager
3-25 Stollery Executive Development Centre, Alberta School of Business
University of Alberta, Edmonton, Alberta T6G 2R6
Telephone: 780.492.1522 Fax: 780.492.0444 Cell: 780.920.3230 E-Mail:
CHECKS MADE PAYABLE TO: “UNIVERSITY OF ALBERTA”
SECURITY POLICIES AND PROCEDURES
FOR STOLLERY CENTRE
The Stollery Executive Development Centre is a tremendously valuable component of the School of Business. Because the Centre was made possible largely due to the very generous donation of the Stollery Family and the business community at large, it is incumbent upon the School of Business to ensure that this asset is protected and secure at all times.
While the School of Business assumes overall responsibility for the safe and secure operation of the Stollery Centre, it is the responsibility of each individual user to ensure that the security protocol established by the School of Business is followed explicitly.
Each “designated responsible user” will be asked to read the following security protocol and to sign as having read, understood and agreeing to comply with the protocols outlined below during the entire time of tenure in the Stollery Centre.
1. In the event of a Fire Alarm, please familiarize yourself with the nearest exit and make your attendees aware as to the location of these exits. It is up to the client to ensure their attendees clear the building via any of the three stairwell accesses on the 5th floor in the event of a fire alarm. NO ONE is permitted to utilize the elevator in the event of a fire alarm. If there is an individual in a wheelchair, it is advised that the individual be placed in a stairwell area and notify the appropriate fire personnel when exiting the building. Failure to do so will result in termination of future bookings.
2. The Stollery Executive Development Centre is accessible ONLY from the two elevators in the Business Building. If you require access to the Stollery kitchen or storage room, keys for these areas are to be signed out from the Conference Facilities and Building Manager, Room 3-25 School of Business, no earlier than 24 hours prior to an event, and must be returned in person to the Conference Facilities and Building Manager, no later than 9:00 am the following morning or, if on a weekend, Monday morning. Keys will be signed out ONLY to the individual identified as the “designated responsible user” on the Application for use of Facility form.
3. The elevators to the Stollery Executive Development Centre will be unlocked at the “Start Time” the customer has indicated on the Application Form, by Stollery Executive Development Centre Management. Once the elevators are open it is the duty of the designated responsible user to ensure that the Centre is supervised at all times. Liability for the theft and damages to the Centre will deem to be in the hands of the “designated responsible user” during the entire time of the function, from the time the elevators are open to the time the elevators are locked at the end of the function. It is also the responsibility of the group renting the facility to advise their guests to keep all personal belongings/valuables with them at all times as the Centre is not responsible for any such items going missing. It is advised that belongings be taken by the owner at the end of each day during days where there are consecutive bookings as the Alberta School of Business is not responsible for any losses of personal items.
4. The elevators from the Stollery Executive Development Centre will be locked according to the “End Time” the customer has indicated on the Application Form by Stollery Executive Development Centre Management. Conclusion of an event is deemed to have occurred when the function has ended and the Centre has been cleared of all catering and special equipment. Locking of the elevators will still allow anyone to exit the facility but prohibits the ability to re-enter.
5. Because security of the Stollery Executive Development Centre is maintained through access solely from the elevators in the School of Business, no access doors to the Centre (i.e. interior and exterior stairwells, patio doors, emergency exits, etc.) are to be left unlocked, propped open or otherwise left insecure at any time. A silent alarm and security system has been installed in the Stollery Executive Development Centre and will be continuously monitored by Campus Security.
6. All equipment installed in the Stollery Executive Development Centre is the property of the School of Business and may not be removed from the Centre without the expressed and written permission of the Conference Facilities and Building Manager of the Centre. Should you wish to remove a specific item of equipment or furniture, please place your request, in writing, with the Conference Facilities and Building Manager at the time of booking the Centre. Written approval for relocation will be provided with the authorization for booking of the Centre. All requests for the relocation of any equipment from the Eric Geddes Decision Lab (Room 5-13) will be made directly to the Vice Dean, Administration or his designate, and will be authorized only by him. The Vice Dean, Administration will be responsible for maintaining the integrity of the inventory in the Eric Geddes Decision Lab (Room 5-13).
7. Access to the Eric Geddes Decision Lab (Room 5-13) is programmed to be the times provided on the application form or via a “swipe card” which can be signed out through the Conference Facilities and Building Manager. The protocol for access to the Decision Lab is identical to that of the Stollery Centre, i.e. key pick up and return, liability and responsibility, etc.
8. Should anyone attending a function in the Stollery Executive Development Centre be inadvertently locked out of the Centre because the elevators are locked and/or it is outside normal business hours (i.e. 8:30 am to 4:30 pm Monday to Friday), the individual should call Campus Security. Campus security will be solely responsible for determining access to the Centre outside normal business hours. During normal business hours, access to the Centre will be at the sole discretion of the Conference Facilities and Building Manager of the School of Business.
9. All catering companies operating in the Stollery Executive Development Centre will be under the authority of the “designated responsible user” while in the Centre. It is the obligation of the “designated responsible user” to let the Conference Facilities and Building Manager of the School of Business know to open the Centre in time for the catering services to set up for a function via the application form. It is the obligation of the “designated responsible user” to ensure that all catering is cleaned up and removed from the Centre PRIOR to the elevators being locked up at the end of a function. In the event that the catering company is unable to retrieve their catering equipment and supplies immediately following an event, the “designated responsible user” will ensure that the catering equipment and supplies are removed from the meeting rooms and placed in the kitchen area (Room 5-11). All catering equipment and supplies are to be cleared from the Centre NO LATER than 8:00 am on the day following an event. For events taking place on Saturday or Sunday, the deadline for clearing catering equipment and supplies is 8:00 am on the following Monday morning. Management will immediately dispose of any catering equipment or supplies left beyond these deadlines and the Stollery Executive Development Centre is not to be held responsible for any lost/stolen/discarded items.
10. All laptop VGA/network/power cords, extension cords or otherwise, in addition to office supplies such as whiteboard markers and flipchart paper are to be supplied by the client as the Stollery Executive Development Centre does not provide equipment/office supplies on site.
11. No tape is permitted on the walls. Please use either the Tac’N Stik Reusable Adhesive product or the cork strips provided on the walls.
12. We accept payment forms of cash, checks, credit cards, indents (indents applicable to University of Alberta clients). Checks to be made payable to “UNIVERSITY OF ALBERTA”.
Phone numbers to keep on hand while utilizing the Stollery Executive Development Centre:
U of A PROTECTIVE SERVICES (24 hr Campus Security): (780) 492-5050
CONFERENCE FACILITIES & BUILDING MANAGER: (780) 492-1522 (office)
(780) 920-3230 (cell)
GENERAL OFFICE ADMINISTRATION, SCHOOL OF BUSINESS: (780) 492-7671
BUILDING MAINTENANCE: (780) 492-4833
CONTROL CENTRE (Temperature Concerns): (780) 492-4855
In accordance with the above established protocols for security of the Stollery Executive Development Centre, I have read and agree to comply fully.
______
Designated Responsible User (Print Name) Date
______
Designated Responsible User (Signature)
/ STOLLERY EXECUTIVE DEVELOPMENT CENTRETechnical Questions
(to be Completed by Technician at Other Location)
ROOM 5-13
VIDEOCONFERENCING
PLEASE NOTE THAT THE ABOVE APPLICATION FOR USE OF FACILITY NEEDS TO BE FILLED OUT AND RETURNED AS SOON AS POSSIBLE. THIS TECHNICAL QUESTIONNAIRE CAN BE SUBMITTED SEPARATELY ONCE IT IS COMPLETED.
DATE OF FUNCTION / NAME OF FUNCTION
NAME OF TECHNICIAN / TECHNICIAN’S TELEPHONE # / TECHNICIAN’S FAX #
TECHNICIAN’S E-MAIL ADDRESS
ROOM TELEPHONE #
SYSTEM TYPE
CONNECTION SPEED (MAX)
ISDN DIAL UP #
IP ADDRESS
SUPERNET E164 STRING
PRETEST TIME
WILL YOU BE THE:
HOST SITE?
OR WILL YOU
INITIATE THE CALL?
All of the information you need can be found on our website at www.business.ualberta.ca/videoconference. If you have any additional questions, please contact Lorraine Nichols as per the contact information below.
Submit this completed questionnaire to:
Lorraine Nichols
Web and Instructional Technology Specialist
Alberta School of Business
University of Alberta, Edmonton, Alberta T6G 2R6
Telephone: (780) 492-2095 Fax: (780) 492-3325 E-Mail: