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Executive Board Room Reservation Policy

Policy Author:

Responsible Office – Department:

Effective Date of Policy:

The Executive Board Room (EBR) is the primary meeting location for the President and the Board of Trustees.  Scheduling for the space is coordinated through the Office of Conference Services.  Recognizing the need for multi-purpose space on campus, the Office of the President allows the room to be scheduled for other meetings and events on a limited basis, at the discretion of the Director of Conference Services.  In order to preserve the integrity of the room, and its availability for last minute functions, priority is given  to meetings organized by members of the President’s cabinet, high visibility meetings, and revenue generating events.

When outside entities are permitted to reserve the room, or internal groups separate from the President and the Board, such entities are responsible for maintaining the integrity of the space and the physical layout of the room.  Individuals who are permitted to utilize the room are required to refrain from any activities that could result in damages to the walls, cabinets, furniture, and/or equipment housed in this space.  These activities include, but are not limited to:

  • moving or pushing furniture into the walls and/or cabinets
  • hanging banners or posters on the walls and/or cabinets
  • improper furniture use of any kind (i.e. do no sit on tables/cabinets)
  • misuse of any technology housed in this space

With permission, the furniture in the room can be reconfigured in advance, but must be coordinated through Conference Services, and the furniture moved by Facilities.  Outside groups may incur additional charges for room reconfiguration.

Updated on April 3, 2023

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