Facilities Request Form

APPLICATION DATE
_________________________________
Form must be completed & returned 14
days prior to activity date requested!

FACILITIES BOOKING FORM

RESOURCE PLANNING UNIT

REQUEST FOR FACILITIES (STUDENT CLUB/ SOCIETY/EXTERNAL)
CLUB/SOCIETY/EXTERNAL:
NAME:
POSITION:
STUDENT ID:
H/P NO:
EMAIL ADDRESS:

EVENT INFORMATION
EVENT:

EVENT PURPOSE:

DATE : FROM: TO:

EVENT: VENUE : START TIME: END TIME :

ACCESS TO FACILITY: DATE: TIME : am/pm UNTIL: am/pm

NUMBER EXPECTED:

VENUE: 1. 2. 3.

AGREEMENT

In making this request for facilities, the user agrees to abide by rules and regulations of SEGi University. By
signing below, the user agrees to be responsible for all activities, security and actions of members of their
group. SHOULD DAMAGE OCCUR OR EQUIPMENTS BE UNRETURNED, A FEE WILL BE ASSESSED TO THE USER
ACCORDINGLY. All facilities being used must be returned to their original condition after use, including
cleanliness and re-organization of tables/ chairs, if necessary.
As the user of facilities, I have read and understand all portions of the events form and agree to the terms and
conditions set forth by this contract

Signature : __________________________ Event Approval: YES / NO

Name : __________________________
ID no : __________________________
Date : __________________________
Contact No : __________________________

Updated 15th May 2016 - Facilities Request Form – Page 1 of 4

 FACILITIES BOOKING BOUNDARIES

GUIDELINES FOR STUDENT ACTIVITIES

To ensure the most effective and appropriate use of the SEGi University facilities for concerts, presentations, social gatherings, cultural performances and other functions of university life,
requests for reservations and assignment of space will be evaluated according to the group's status as outlined below in order of priority:
 Registered clubs, societies and organizations, university committees, departments, offices, and official alumni activities.
 University related organizations.
All events organised by student bodies must fulfil the following requirements:
a. Abide by the Rules and Regulations of SEGi University.
b. Submit application forms together with a complete proposal of the event to:
i. Ms. Amal (Non-sports events) from Student Development Department
ii. Mr. Farhan (Sports events)
c. Obtain approval for venues from the Resource Planning Manager, Mr. Wong Chee Kong
d. Obtain security approval from Mr. Meor Kamarulzaman
e. Final approval from the Deputy Vice Chancellor of Student Affairs.
Pre-Event
Any pre-event activities that are often conducted by student at the Foyer must get approval from the Resource Planning Manager and the Office of the Deputy Vice Chancellor. All such
events can only start from 11:00am to 3:00pm. Audio level for music must be kept low so that it will not disrupt the teaching and learning close to the venue.
Involvement of outside organisations or companies
Clubs and Societies must not invite outside organisations or companies to do business in SEGi University without getting prior permission from the Deputy Vice Chancellor of Student
Affairs or the Corporate Office. Collection of money can only be done with the approval of SEGi University authorities.
"No Show’s”
Organizations failing to use reserved space, without cancelling, may lose their right to meet in the permitted/approved venues for one semester.
Keys
All required rooms will be unlocked from 8:00 a.m. until 11:00 p.m. Security will lock the room if the event goes beyond the 11:00 p.m. Keys to this area cannot be checked out by any
student or staff representatives.
Event
For certain events, the Student Club Advisors, Student Affairs Development Officer may require uniformed security officers to be present at the sponsoring organization's expense. The
officer(s)'s name(s) and schedule(s) must be confirmed in writing to the Deputy Vice Chancellor of Student Affairs at least 48 hours before the event. Noncompliance of security
requirements will result in event cancellation. Security must be notified within 10 days of event or event will be cancelled.
Decorations
a. Must not pose a fire hazard.
b. May not be attached to wood, metal, glass, or painted surfaces without prior approval by the Facility Manager.
c. May be attached to brick with masking tapes only.
d. Must be removed, completely after the event by the organisers.
Storage
Storage is not allowed in reserved space, after the reservation has ended, without permission of the Resource Planning Manager. SEGi University is not responsible for lost, damaged, or
stolen items.
Responsibility
The organiser, sponsoring group or individual will be responsible for following the policies and guidelines for the use of SEGi premises. The premises are to be returned to the same
condition it was in before use. Damage to the room or failure to comply with these guidelines may result in the responsible party forfeiting any rights to future use and/or being subject to
a damage assessment.
Smoking
Smoking is not permitted in any of SEGi University premises during the event.
Use of drugs
Use of prohibited drugs is absolutely prohibited. Organisers and users will be dealt severely by the Police Department.
Alcoholic Beverages
In accordance with the SEGi University policy, the consumption of alcohol is prohibited in all areas of the SEGi University premises.
Presence of Advisor or Representative
Club/Society Advisors are held responsible for the implementation of events together with their students. They must be present during the event to ensure the smooth implementation of the
students’ activities.
Invitation of VIPs or outside dignitaries
Students may invite VIPs or their choice within the SEGi University. If they wish to invite outside dignitaries, the invitation letter must be properly written and sent through and counter-
signed by the Office of the Deputy Vice Chancellor of Student Affairs. SEGi University letterhead maybe used for this purpose.
Requirements
Final proposal should be submitted to the respective department 14 working days prior to event; any last minute request will not be entertained.

FACILITIES USAGE POLICY – STUDENT’S & EXTERNAL ORGANISATION

1. SEGi UNIVERSITY campus facilities and services are primarily for the benefits of college community (students, faculty, administration and staff). Therefore, those individuals
and internal groups directly affiliated with the University have first priority regarding access to facilities.
2. The use of campus facilities and services by off campus organizations individuals ordinarily will not be authorized during the academic year. However, certain events that
deemed to be highly important to the University may be allowed during the academic year after consideration by HOD of Resource Planning Department.
3. In granting the use of the University’s facilities to external organization, it is understood that :
a. The proposed program no way conflicts with the philosophy and ideals of University;
b. The event does not conflict with the College’s primary use of the facility;
c. The organization is aware of and has agreed to all fees related to the use of the University’s facilities;
4. A representative from external organization requesting use of meeting/ event space should contact the Resource Planning Department at (03-61451777). This representative
should be prepared to discuss the organizations needs including dates and requirements for space, dining services, media and housing.
5. The Resource Planning Department confirms all applicable fees associated with hosting a event at SEGi University. Fees are applicable for facility use (including athletic
venues), multipurpose hall, auditorium, foyer area, lobby area, car park area, cafeteria, classroom, and any labour required.
6. Resource Planning Department will contact the representative from the external organization if approved the event and work closely with representative to confirm dates, space
requirements and audio-visual needs.
7. If the event needs to be cancelled or postponed, a 72 hour’s notice is ordinarily required. This allows ample communication time with the affected service area.
8. These are to be returned to the same conditions it was in before use. Damage to the room or failure to comply with these guidelines may results in responsible party in forfeiting
any rights for future use and or/being subject to a damage assessment.
9. Smoking is not permitted in any of SEGi University premises during the event.
10. Use of prohibited drugs is absolutely prohibited. Organisers and users will be dealt severely by the Police Department.
11. Storage is not allowed in reserved space, after the reservation has ended, without permission of the Resource Planning Department. SEGi University not responsible for any
lost, damaged or stolen items.
12. Decorations
a. Must not pose a fire hazard.
b. May not be attached to wood, metal, glass, or painted surfaces without prior approval by the Facility Manager.
c. May be attached to brick with masking tapes only.
d. Must be removed, completely after the event by the organisers
13. Final proposal should be submitted to the respective department 14 days working day prior to event, any last minute request will be entertained.

Updated 15th May 2016 - Facilities Request Form – Page 2 of 4

 FACILITIES BOOKING BOUNDARIES

FACILITIES CHECKLIST

FACILITIES QUANTITY QUANTITY CHECK RETURNED

REQUIRED APPROVED ITEMS
CHAIRS
 banquet

 sofa
TABLE
 banquet

 exam

 coffee table
MIC ( PA system)
 wired

 cordless

 mic stand

 rostrum

Table cloth/ Skirting

Red Carpet

CAR PARK
 MPH

 Indoor

 VIP

SIGNAGE

IT
 Projector

 Laptop

 Cable

Updated 15th May 2016 - Facilities Request Form – Page 3 of 4

 DECLARATION

This is to confirm that all information given is correct.

……………………………………. …………………………………………
Chairperson Advisor
Name: Name:
Date: Date:

NOTE: Please complete the form in full and attach the necessary information for reference before submitting to RESOURCE PLANNING
UNIT.

FOR OFFICE USE ONLY

Attachment Checklist:

Completed form

Approved by, REMARKS

………………………………….
Admin, Resource Planning Unit:
Date:

Approved by, REMARKS

……………………………………
Head of Department, Resource Planning Unit:
Date:

Approved by,
REMARKS
……………………………………
Manager, Facilities Management:
Date:

Approved by,
REMARKS
……………………………………
Manager, Building Management:
Date:

DEPUTY VICE CHANCELLOR (STUDENT AFFAIRS)

Approved by,

REMARKS
……………………………………..
Deputy Vice Chancellor (Student Affairs)
Name: Prof. Azrin Ariffin
Date:

Updated 15th May 2016 - Facilities Request Form – Page 4 of 4