ICTAS 310 Reservation Agreement
ICTAS 310 was equipped and is maintained without university 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 for use of ICTAS facilities by filling out, signing, and returning
this form.
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Receptions and meetings with food may be held in Room 310. Attached is an approved
caterer 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 Initial:
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: _______________________________
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The undersigned agrees to accept responsibility for any damages incurred due to misuse or
mistreatment of equipment or facilities.
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.
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.
If using video conferencing equipment, a 2 week notification 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 ictasit@vt.edu with your requested requirements.
If an alternate room arrangement (i.e. the addition/removal/movement of chairs/tables),
is desired, request must be sent to ictasbld@vt.edu at least 1 week prior to 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.
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.
I have read and will abide by the complete list of policies for 310 ICTAS, found below. If
policies are not adhered to, I/the group will forfeit rights to use the seminar room.
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Initial:
Initial:
Initial:
Initial:
Initial:
Initial:
Initial:
Event Information (ALL BOXES MUST BE COMPLETED):
Event:
Start Time:
End Time:
Primary Contact:
Telephone:
Secondary Contact:
Departmental Representative Signature:
Event Date:
Fund # :
Department:
Email:
Department:
Date:
Please return by fax (231-0970) or by campus mail (0193) immediately after your request
ICTAS 04/15/2013
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 flash drive
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 ictasit@vt.edu with
your requested requirements. You must know the IP number to whom you are calling.
Note for video conferencing: If not using IP # but an ISDN #, 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 ictasit@vt.edu with your requested
requirements. Also complete the VBS request at http://www.vbs.vt.edu/forms/nacadrequest.php.
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
ictasbld@vt.edu 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.
ICTAS 04/15/2013
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 ictasbld@vt.edu
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 ictasbld@vt.edu so they
may address immediately and 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
appropriate position, 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 are not adhered to, you/the group will forfeit rights
to use the seminar room.
ICTAS 04/15/2013
Caterer
Contact #
Website
Baker’s Best
Catering
540-267-3337
Not Available
Bull & Bones
540-953-2855
www.bullandbones.com
Blue Ridge
Mountain
Catering
(Wikiteria)
540.449.1438
www.brmcatering.com
Custom Catering
540-951-8295
www.customcateringcenter.com
Due South BBQ,
LLC
540-381-2922
http://www.duesouthbbq.com/
Holiday Inn
University
540-552-7001
http://thevthotel.com/about-us/contact-us.html
Personal Touch
540-231-5521
http://www.catering.vt.edu/
Professional
Catering
540-961-9800
http://www.professionalcateringinc.com
The Inn at Virginia
Tech
540-231-8000
http://www.innatvirginiatech.com/accommodations/
ICTAS 04/15/2013