Facilities Use Practices and Procedures

Office of Planning and Facilities
Work Coordination Center (WCC)

 

WHO TO CONTACT?

For all other areas

To reserve a classroom or auditorium for instructional use during fall and spring semesters.

Manoa Scheduling Office (956-7953), email requests to schedule@hawaii.edu

To reserve a room for instructional outreach college courses for summer sessions and fall/spring extension semesters.

Outreach College (956-7221), email requests to clasroom@hawaii.edu

Reservations for the following room are handled directly by the related department:

 
Athletic facility area, makai of the parking structure 956-7419
Campus Center Facilities 956-4817
Kamakakuokalani Center 956-0989
Kennedy Theatre 956-7677
Korean Studies (Center for) 956-7041
Kuykendall Hall auditorium 956-6978
Law building 956-8395
Music building auditorium 956-7786
Sakamaki D101, D102 and D103[1] 956-9535
Student Housing areas 956-8177
Webster Hall 101 (CTE) 956-6978

 


For all other areas, click HERE to submit a request.

Please be prepared to supply the following information:

For any questions, please contact Office of Planning and Facilities, Work Coordination Center (WCC) at manoawcc@hawaii.edu or call x67134.

ADDITIONAL INFORMATION

 Table of Contents

  1. Use Guidelines
  2. User Types – Category 2 Users
  3. Fee structure
  4. Registered Independent Organzation (RIO)
  5. Open Area Reservations
  6. Andrews Amphitheatre Reservations
  7. Display Signs, Posters, Notices or Banners
  8. Additional Information Relating to Outdoor Lawn signs

Email your questions to mareserv@hawaii.edu or call 956-7134.

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  1. Use Guidelines:

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  1. User Types

Potential users of campus facilities are broadly classified into two categories:

Category 1 users are:

Category 2 users are organizations not included in Category 1.

Category 2 Users Please seek sponsorship from a Dean/Director/Chair of a University of Hawaii at Manoa Department. The sponsoring department head will be the point of contact for the event. 

Category 2 users are requested to email the following to mareserv@hawaii.edu:

This email is in addition to the standard reservation form

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  1. Fee structure

** Note that hourly A/C charges may apply for off-hours use.

Follow this link for a complete list of current room rates.

For Auditoriums:

a) For events where no admission is charged or no donation is solicited:

$10.00 per event per night for Category 1 users.
$20.00 per event per night for Category 2 users.

b) For events where admission is charged or donations are solicited:

$40.00 per event per night for Category 1 users.
$50.00 per event per night or 10% o gross receipts, whichever is greater, for Category 2 users.

For Classrooms:

a) For events where no admission is charged or no donation is solicited:

No charge for Category 1 users.
$20.00 per event per night for Category 2 users.

b) For events where admission is charged or donations are solicited:

$10.00 per event per night for Category 1 users.
$40.00 per event per night for Category 2 users.
Category 1 Users include UH offices and departments, Registered Independent Organizations, and Chartered Student Organizations.
Category 2 Users are organizations not included in Category 1.

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  1. Registered Independent Organization (RIO) 

Registered Independent Organizations (RIO) or affiliates of an existing RIO, should obtain information at Student Life & Development (SLD)

Additional information can be found in the RIO Handbook located on the SLD website (under “Getting Involved Registered Independent Organization RIO Handbook Using Other Campus Facilities).

Information regarding promotional materials, fundraising activities, etc. can be found at the Administrative Policies Governing Registered Independent Organizations (RIOs) at the University of Hawaii at Manoa.


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  1. Open Area Reservations 

In addition to the general information needed for regular room reservations, the following supplemental information for Open Area reservations will be requested in this online reservation

  1. State whether tents will be erected, and describe the number and size of the tents.  Map of layout is required.
  2. Sandbags or water barrels may be used to secure tents.  Please note that stakes or other in-ground methods are not permitted.
  3. Battery-powered sound amplification equipment may be used provided that it does not interfere with the educational functions and affairs of the University.
  4. Please state whether tables/chairs will be used (how many).
  5. Exterior lighting needs.
  6. Exterior power requirements (i.e. generator). No power may be drawn from buildings.


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  1. Andrews Amphitheatre Reservations 

All applications must be submitted 3 months in advance. Please see the special requirements below in addition to this online reservation.

Please email the following information to mareserv@hawaii.edu.

*Please note that no alcohol is permitted in Andrews Amphitheatre*

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  1. Display Signs, Outdoor Lawn Signs, Posters, Notices or Banners

Groups requesting to post signs or hang banners may e-mail mareserv@hawaii.edu with the following information 30 days in advance:

  1. Organization information
    1. Name and short description of the organization.
    2. Name of in-charge person of the organization.
    3. Name and contact information of requestor.
  2. Event Information
    1. The event that the banner/sign is publicizing.
    2. The date, time, place and expected audience at the event.
    3.  Map of area
  3. Display Information
    1. Actual dimensions of sign/banners and the material of which it will be fabricated (plexiglas, tarp, canvas, plywood, etc.).
    2. Posting locations of sign/banners.  Please be specific if the area is large (e.g., Bachman Lawn immediately fronting Bachman Hall).
    3. It is the responsibility of the requesting organization to safety secure signs/banners and properly remove them at the end of the event.
    4.  Please identify the type of fastener used to support the banner/sign (screws, nails, rope, twine, etc.)
    5.  Colored copy of exact text/sign layout (.pdf file can be emailed to Work Coordination Center)

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  1. Additional Information Relating to Outdoor Lawn Signs: 
  1. Reference APM: A1.200 #13 re: Posting of Notices and Other Written Material.
  2. Key excerpts:
    1. All notices, posters, and announcements shall indicate the event, time, date, location, and the sponsoring organization.
    2. No poster shall exceed 14” x 22” in size.
    3. Posters which are improperly identified or placed in unauthorized locations on campus shall be removed.
  3. Special considerations specific to lawn signs:
    Background
    1. The APM restricts posting of notices, posters, and other printed and written material only on designated bulletin boards located in or at campus buildings.
    2. The use of lawn signs currently restricted by the APM has gained in popularity and is viewed as an effective way to promote events.  However, this use negatively impacts groundskeeping operations, presents a safety hazard, and detracts from the aesthetic environment.
    3. The following procedure is an attempt to balance these conflicting demands, and will be provided to requestors at the time of event confirmation
  4. Procedure
    1. Lawns signs that are placed with prior approval from the Office of Planning and Facilities.
      1. Placement allowed no more than 1 week prior to the event.
      2. Signs must be removed by 6 a.m. the business day following the last day of the event.
      3. First time that signs are not removed, requestor will be notified of the exception and given an opportunity to remove the signs by the end of day.
      4. Second time:  Signs will be removed and given until the end of day (230p) to pick up signs from Landscaping Dept.  If not picked up, signs will be discarded.  Requestor will not be allowed to post lawn signs.
    2. Lawns signs that are placed without prior approval from the Office of Planning and Facilities.
      1. Responsible group or department will be informed of the need to coordinate with WCC and given until 6 a.m. the business day following the last day of the event to remove the signs.
      2. If not removed within the stated timeframe, signs will be discarded.
      3. Subsequent incidents:  Signs will be discarded; requestor will not be allowed to post lawn signs.
  5. Exceptions will be addressed by the Director of Buildings and Ground or his/her designate.

 

 


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[1] Office of Faculty Development & Academic Support