Reservations
Reserving Space in the College Union
We want to welcome you to the College Union at Oregon Tech, and we hope you enjoy your visit! Whether your group has worked with us before or you are new to the College Union, we want you to get the most out of your time here. Below are a few policies and answers to some common questions, and hopefully some helpful information. If you have additional questions, please don't hesitate to call us!
General Reservations
Conferences/Large Events
Confirmation of Details
You should be provided a detailed confirmation of your event when you make the reservation. Please look over this confirmation carefully, to be sure that we have complete and correct information (the information on that sheet is what we communicate to our setup crew, so if it isn't on that sheet, they won't know about it).
If you have corrections, changes, or any additional information, please let us know as far in advance as possible, so we can be sure to be ready for you.
Be sure we have all details (specific times, rooms, setup layouts, A/V needs, etc.) no later than 7 days before your event.
Room Use
We want to work with you to provide the most useful space for your needs, but we'll need some guidance on what you want. Be sure to communicate these expectations to us clearly and in advance, so we can have everything ready when you arrive.
If your plans change after you arrive, our staff would be happy to move furniture or provide extra equipment for you as their availability allows (this takes time, and our staff may be busy helping other guests, so please plan ahead as much as possible).
If you move furniture, please pick it up (do not drag it across the floor).
If you are using a space for multiple days, furniture will not be re-set between days unless you request it. Please return furniture it to its original configuration before you leave. Do not move the furniture from room to room.
The furniture in Mt. McLoughlin and Sunset (large boardroom table w/chairs), and the Auditorium (theater-seating) is permanent and cannot be moved or altered.
If you are using the Auditorium, do not move the piano.
If you find that you need more space or another room, please check with the CU Information Office before moving, as there may be other reservations for that space.
Food
All arrangements for food must be made through Campus Dining, who holds the right to first refusal on OIT's campus (this means they serve all food on campus unless they cannot accommodate, or they allow an exception). Jim Dernbach is the catering manager, and he can help you with menus, prices, and policies.
If you would like to use an off-campus caterer or bring your own food, you'll have to call Chris Dalla to discuss your individual situation. For many reasons (most importantly the safety of the food), these exceptions are not granted often, and you'll need to speak to him as far in advance as possible.
Decorating Guidelines
The College Union underwent a major renovation in the last 3 years, and we are very proud of the result! We would like to keep it looking great, so please work with us to follow these decorating guidelines.
The only tape that may be used in the College Union (and on most of OITs campus) is blue painters tape, as it does not damage surfaces or remove paint. This applies to walls, windows, columns, signs, floors, ceilings, and any other property of the College Union. The College Union does not provide blue painters tape, but it may be purchased at the Paper Owl (OIT bookstore), as well as many stores around town (Wal-Mart, Fred Meyer, etc.).
We provide a number of alternate options for using tape, such as bulletin boards, easels, art boards, and sign holders, so just let us know if you would like to use them. Please do not hang directional signs on windows, walls or existing signs...we would be happy to provide sign holders.
Fog machines may not be used in the College Union at any time, as they will set off the fire alarms!
Absolutely no glitter may be used, as it creates a great challenge for our staff to remove it.
Do not attach anything to the sprinkler heads. If you need to hang something from the ceiling, ask us for suggestions (fishing line works great).
We want to you to be safe, so we'd be happy to loan you a ladder, rather than climbing on chairs, railings, etc.
Candles may not be burned in the College Union.
All cords must be covered (to avoid a trip hazard) & UL approved. We would be happy to provide you with approved power strips/extension cords, and we can cover them for you if you let us know ahead of time.
There are emergency lights throughout the College Union, and many cannot be turned off. If you would like to have a dark space for your event, please meet with a College Union staff member prior to the event to see if this is an option, or to find an alternative solution.
We encourage you to be creative in your decorations, while keeping these 2 main rules in mind: Decorations may not cause harm or risk of harm to any person and Decorations may not damage any OIT property. Let us know if you'd like suggestions or ideas!
Please remove all decorations when you leave.
Charges/Billing
Please clean up after your event; there may be an additional charge for excessive cleanup.
If damages occur from decorations, incorrect tape, misuse of the space, or any other reason that could be avoided, a charge to correct the damages may be billed to your organization.
After your event is completed, a bill will be sent to your organization encompassing all charges for the College Union & Campus Dining (if applicable). We expect these bills to be paid in a timely manner. Organizations with outstanding bills may not be invited to use the College Union again until the matter is resolved.
If there is any question about your bill, please call Trevor Oswald for College Union charges (885-1036), or Chris Dalla for Campus Dining charges (885-1061).
Canceling or Changing Reservations
If you need to cancel or change your reservation, please do so in advance, so we can make the space available for others. Reservations cancelled less than 24 hours prior to the event will be billed $25, and reservations that are not cancelled ("no-shows") will be billed the full amount of the reservation.
OIT's College Union overlooks the Cascade mountain range and beautiful Klamath Lake
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