Alpha Kappa Alpha Sorority, Incorporated ®
EPSILON XI OMEGA CHAPTER
FACILITIES REQUEST FORM
To be completed by event Chairman and returned to Facility Chairman
Important: Committee Chairman Guidelines
• At the conclusion of the event, the host facility should always be restored back to its original condition. This is a requirement for using most free public facilities which includes libraries, Jacobs Center, etc.
• At public libraries always check in and out at the front desk unless otherwise discussed.
• Plan to be at the event at least one (1) hour before to set up; and at least a half an hour afterward to restore room back to original position.
• Identify who will set up and clean-up, if not the chairman.
• Be prompt in arriving at reserved time. Be on time. Leave on time.
• Your adherence to the above helps to ensure EXO’s future use of the facility.
Please contact Soror Ida Williams, Facilities Committee Chairman, for additional information: iwilliams63@aol.com
Facility Request Procedures for Meetings and Events
Guidelines
• Complete the facility request application providing as much detail as possible and return to Ida Williams, Facilities Committee Chairman, iwilliams63@aol.com
• Check N/A if an item(s) listed does not apply to your needs.
• Allow two to three weeks for facilities reservations to be processed and confirmed
• Be familiar with the specific facility rules and guidelines
• Review on site food preparation/handling to determine limitations and regulations
• Always get a confirmation from the facility chairman before advertising meeting location(s)
Factors to Consider for Facility Application Request
• Have you contacted any facilities prior to completing the application and/or have you confirmed your location? If so, where?
• Do you have a location preference(s). If yes, submit details for the use of that facility i.e. insurance requirements, security requirements, additional supervision needed, parking fees etc.
• Provide details if your committee has a budget to pay for a facility location
• Get approval and contract signature from the Basileus for the selected location to include confirmed cost.
Facilities Resources Survey: A facilities resources survey is available to complete for possible recommended meeting locations.
Facilities Committee
Ida Williams, Chairman
Pamela Payton Co-chairman
Joyce Suber
Christine Cook