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reservationbylaws.html
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<li ><a href="about.html">About</a></li>
<li><a href="prospectives.html">Prospectives</a></li>
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<li class="active"><a href="residents.html">Residents</a></li>
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<h1>Reservation Bylaws</h1>
<p>Contact our Reservations Chair at <a href="mailto:[email protected]">
[email protected]</a> for more information.</p>
<ol class="bylaws p2">
<li>The Reservation Chair will deal with public space
reservations. Public spaces are found on the first floor
and east side of the second floor. Specifically, the
reservation chair will coordinate reservations of the
multi-purpose Room (MPR), dining room, conference room,
2nd floor study area, Athena lounge, mailbox lounge, night
café lounge, and kitchen.
<ol>
<li>The night café business must be informed of
reservations in the night café lounge during
operating times.</li>
<li>Catering by Simmons Dining or the night café
business should be encouraged, especially if the event
uses the dining hall or night café area.</li>
</ol></li>
<li>Reservations will be taken from the following types of
groups and approved by the indicated party.
<ol>
<li>Simmons only: Reservation Chair unless the event is
large or long*, in which case the House Committee.</li>
<li>Simmons person directly involved in planning an MIT
group event: Reservation Chair unless the event is
large or long, in which case the House Committee.</li>
<li>MIT group with predominantly MIT** attendees:
Reservation Chair unless the event is large or long,
in which case the House Committee.</li>
<li>MIT group with many non-MIT attendees: Reservation
Chair unless the event is large or long, in which case
the House Committee.</li>
<li>No MIT group affiliation
<ol>
<li>Simmons resident requesting reservation:
Reservation Chair unless the event is large or
long, in which case the House Committee.</li>
<li>MIT student requesting reservation: House
Committee.</li>
<li>non-MIT affiliated person requesting
reservation: House Committee.</li>
</ol></li>
<li>Residential Scholar Program: Reservation Chair.</li>
</ol>
<p>* Large means more than 49 people. Long means more
than 4 hours.<br />
** MIT attendees must have a close affiliation with MIT
(e.g., students, alumni, staff, and faculty).</p></li>
<li>Advance reservations
<ol>
<li>Events organized by official MIT groups (e.g.,
alumni organization, administration) and Simmons
government or house-team member sponsored events can
be made up to one year in advance.</li>
<li>Simmons groups can begin to make reservations for
fall semester May 1st, IAP November 1st, and spring
semester December 1st.</li>
<li>All other groups can begin to request spaces up to 6
weeks in advance of the next academic term.</li>
<li>Requests for events not open to all Simmons
residents must be received at least a week before the
event.</li>
<li>Reservations must be received and approved at least
48 hours before the event. However, spontaneous use
(see below) may be possible.</li>
</ol></li>
<li>Spontaneous use
<ol>
<li>Individuals and groups (less than 50 people) led by
a Simmons resident who will be present throughout the
event can use any of the available reservable spaces.
Larger spontaneous events should be coordinated by
Simmons house members and aimed at Simmons
residents.</li>
<li>First come, first served. Residents should work out
any conflicts on their own.</li>
<li>If damage occurs and a responsible party can be
determined, fines may be issued.</li>
</ol></li>
<li>Prohibited reservation times
<ol>
<li>Reservation requests for events that take place
during campus preview weekend, Rush, REX, or freshman
orientation should be rejected unless they are FOR
these programs.</li>
<li>Reservation requests for events that take place
during finals should be rejected unless they are
finals or study-break oriented and only for Simmons
residents.</li>
<li>Reservations for the dining hall should be rejected
if they interfere with student dining hours.</li>
<li>No loud events should take place between the hours
of 1 AM and 10 AM.</li>
<li>House meetings have priority Sunday evenings 9-10:30
PM.</li>
</ol></li>
<li>Fees and forms
<ol>
<li>Costs related to setup/breakdown labor,
housekeeping, and damages will be charged to the
responsible person or group by the Simmons Hall House
Manager.</li>
<li>Income from bookings will be placed in the House
Committee account.</li>
<li>Fees may occasionally be charged for large or external
groups. Contact the reservations chair (<a href="mailto:[email protected]">[email protected]</a>) for more information.</li>
<li>A Simmons Hall Space Reservation Application needs
to be completed and delivered to the reservation chair
before an event takes place if the event is registered
through MIT, the group is paying a fee, there is a
moderate risk of damage, or the reservation chair
wants a written agreement. If no MIT account number
is available, a deposit of $200 is required.</li>
<li>If MIT registration is required, the group must
complete this process before the event.</li>
</ol></li>
<li>Notices
<ol>
<li>A list of reservations should be posted online and
at desk. Reasonable effort should be made to ensure
that the notices are current.</li>
</ol></li>
</ol>
<p class="p2">These are guidelines and will not cover every
eventuality. The Reservation Chair and Committee should use
their best judgment or consult the House Committee when
these bylaws are insufficient.</p>
<ul class="credits">
<li>Formulated by: Julian Caballero, Nupur Garg, Katherine
Leskin, Andrew Lukmann, and Alison Taylor. Fall 2004</li>
<li>Approved by the Simmons Hall House Committee on November
14, 2004 by a vote of 19Y-0N-7A.</li>
<li>Ammended by the House Committee October 11, 2009</li>
</ul>
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