Reserving Space 101- inside SDACA
Step One: Org fills out an Event Registration. This is signed and dated by the recipient at SDACA and placed in the “Space Requests” bin on the column.
Step Two: Once the request has been processed the Org will receive an email from regarding their approval status and their SDACA advisor is copied.
Step Three: The Org (fingers crossed) follows the directions in the email that are highlighted in RED based on the classification of the event, MAJOR or MINOR.
MINOR:
o Org fills out the Special Events Space Reservation form with any minor food orders and/or setup needs.
o Orders any educational media needs online.
o Submits any purchase requisitions that need to be processed.
o Org. makes an appointment with their SDACA advisor if they need help with planning their event.
MAJOR: Org. makes an appointment with their SDACA advisor for a production meeting and prepares the following in anticipation:
o Catering Order
o Educational Media*
o Special Setup
o Contracted Services (if contracting services please give at least 6-8 weeks time for processing)
o Security
o Guest Lists
o Purchase Requisitions
Note: With major event planning, a meeting with their SDACA advisor is mandatory and their event will be cancelled automatically if this does not take place.
Step Four: SDACA space reservationists takes filled out Special Events Space Reservation forms with food orders and submits them to SDACA advisor for Org.
Step Five: SDACA advisor enters PO number onto form and signs. Then the form is placed in the “To be faxed” folder on the Space Reservationist’s desk. Once it is faxed a copy will be given back to the Org’s advisor for notification, if a MAJOR event. Note: If the form needs immediate attention and the SDACA advisor has to fax it in themselves they will then stamp it with the “faxed” stamp and place a copy in the Space Reservationist’s mailbox next to their desk.
Step Six: All finalized events will be placed in a folder corresponding to the event’s date.
Step Seven: After the event’s date the forms will be filed in the Org’s club binder.