Facility Resource Use Guidelines
Resources available for use in the Bevill Building are:
Room 101 (Conference/Meeting room only)
Room 102 (Classroom/Meeting room)
Room 103 (Classroom/Meeting room)
Room 104 (Conference/Meeting room only)
Room 204 (Classroom/Meeting room)
Use of these rooms must be coordinated through the Engineering Dean's Office. Reservations should be made at least one week in advance of the event. Requests for room reservations for rooms 101 and 104 should be made in writing via the Bevill Resource Reservation Request Form. Reservations for rooms 102, 103, and 204 should be done in Astra.
Submittal of a request for resource use does not guarantee acquisition of a resource timeslot! Reservation confirmations are transmitted via email to the contact email address provided as soon as the reservation is scheduled. If you do not receive an email confirmation of a reservation then you do not have a reservation! If you see the timeslot you requested reserved on the schedule then click the "R" on the timeslot to see who has reserved the timeslot. It may not be you! It is your responsibility to check for both a confirmation email and the timeslot on the schedule to make sure your requested reservation has been made.
Eligibility
Because of the high demand for these rooms, the Engineering Dean's Office will not guarantee a reservation for more than one year in advance. Requests for reservations beyond the one year period will be given special consideration; however, no guarantee can be given. The following criteria will be used to determine eligibility for resource use:
Professional Organizations at The University of Alabama sponsored by either:
a staff or faculty member in the physical science or engineering disciplines, or
a University employee whose office is in Bevill.
Organizations or departments who do not meet these requirements may still request and receive approval for room reservations; however, up to one week in advance of the reserved time the reservation may be bumped by a using organization that does meet the requirements.
*No classroom reservations made be made for courses taught by faculty that do not have an office in Bevill.
Cancellations
Cancellation of any scheduled event should take place as soon as possible and at least 1 week in advance of the reservation. Cancellations can be made by calling Sherri Edwards (348-6405) or by email sedwards@eng.ua.edu. Failure to either use or cancel reserved time for any scheduled resource could result in loss of resource use privileges.
Access
Once a reservation has been scheduled, for all rooms except Bevill 101, contact Sherri Edwards regarding access during the scheduled time. Events scheduled during regular business hours Monday-Friday for all rooms, except Bevill 101, will not need either key or action card access, as staff in the Engineering Dean's Office will provide entry, upon notification of user arrival, during these hours.
Building entrance (after hours) and Bevill room 101 (all times) access are provided via Action Card.
Please provide the name and CWID # of the person who will be responsible for access to the room for this reservation. This access person is also responsible for ensuring that the room is left in classroom arrangement and is cleaned and secured by the end of the reserved time. This person does not have to be the contact person for this reservation.
Action Card access will be activated for the reserved time for one to two (1-2) persons from the using department/group. No more than two action cards may be activated for any one reservation, and one of those should be a member of UA faculty or staff.
If a second Action Card access is necessary please provide the name and CWID number of the 2nd person in the "Purpose of Event" block on the request form.
Keys are checked out for evening and weekend use of rooms 104 and 204.
One key may be checked out, per reservation, by a University Staff or Faculty member of the using department/group. No key will be checked out to any student. These keys must be returned before 12:00 p.m. (NOON) of the work day following the reservation.
Rooms 102 and 103 are not locked.
Food/Beverages
Departments/groups using a Bevill conference/meeting room are responsible for handling their own catering requirements, although catering information should be provided to the Engineering Dean's Office on the Resource Reservation Request Form.
Users must ensure that all food service materials (including, but not limited to, food, coffee makers, coffee urns, coffee cups, sugar, creamer, tablecloths, ice containers, coolers, plates, bowls, serving utensils, napkins, soft drinks, etc.) are removed from the room within the reserved time. USERS are responsible for ensuring that these items are removed - NOT caterers.
When food and/or beverage is served during a scheduled event the resulting trash must also be bagged and removed to the dumpster behind the building. This is necessary for the control of insect and rodent pests. Again, USERS are responsible for ensuring that this is done - NOT caterers.
No food or beverage may be served in room 204.
Removing food and it's accompaniments is a requirement for continued use of Bevill Conference/Meeting rooms. Failure to comply could result in loss of resource use privileges.
Alcoholic Beverages
In accordance with Section III, Authorized Use of Alcohol on Campus of The University's Drug Free Campus and Work Place Policy, only beer and wine may be served on campus. If an organization wants to serve beer or wine at a function to be held in the Bevill Building, a written permit must first be obtained from the Vice President of Academic Affairs. A copy of this permit must be forwarded to the Engineering Dean's Office before the function is to take place.
Alcohol may NOT be served in any event where attendees include anyone under the age of 21.
Student organizations that meet the Bevill room use eligibility criteria may use a conference room, but may NOT serve alcoholic beverages or allow participants to bring their own bottles.
Room Condition
Preparation
It is the responsibility of the using department/group to arrange room 101 to suit their needs. This includes moving partitions, tables, chairs, etc. to suit the function. When reserving a block of time for which room re-arrangement is needed include in that time frame the necessary time required to arrange the room to suit the function and then to put the room back in the required "classroom" setup. For example, when requesting reservation time for 12:00p.m. to 1:00 p.m. luncheon requiring table re-arrangement you would need to reserve extra time at both the start and end of your reservation, say 11:30 a.m. to 1:30 p.m., to allow time for moving the tables/chairs prior to and after the luncheon. If furniture in addition to the normal setup is brought in for an event it must be removed from the room by the end of the reserved time.
Only room 101 may be re-arranged. It's normal arrangement is "classroom" style. After each function the furniture must be returned to it's original arrangement as shown below.
Returning room 101 to it's original "classroom" setup and removing any added furniture and accessories is a requirement for continued use of Bevill Conference/Meeting rooms. Failure to comply could result in loss of resource use privileges.
Cleanliness/Orderliness
Each room must be clear of debris and trash on the tables and floors prior to the reservation end time. Trash must be placed in appropriate receptacles, and if food and/or beverage is involved the trash must be bagged and removed to the dumpster at the rear of the building. It is not the responsibility of the Custodial Services department to clean the room after a scheduled event; however, they will vacuum the carpet as part of their daily maintenance.
Visual Aids
The responsibility to provide necessary visual aids rests with the using department/group.
Fees
Currently no rental fees are charged for use of Bevill Building resources. However, there is a non-returned key fee of $25 per key, and possible additional re-keying fees, should a scheduled user fail to return a checked-out key. Also there may be fees assessed for any property damage resulting from a scheduled event.
General Policies
The Engineering Dean's Office and The University of Alabama have the right to deny use of the facility based on the individual circumstances of a request and the right to move the event to another room if deemed necessary and appropriate by the Bevill Administration staff.
Smoking is not allowed in the Bevill Building.
The User assumes responsibility for any damages or loss to the premises, equipment, or furniture therein and agrees to pay for all repair and/or replacement costs and expenses.
Bevill furniture and equipment should not be moved without permission of the Engineering Dean's Office staff. Users may bring additional furniture and equipment for use in Bevill, but should discuss this with the Engineering Dean's Office staff when making their reservation. Any Bevill furniture moved or additional furniture brought in must be re-placed and/or removed by the end of event reservation time.
Replacement of any displaced Bevill property, clean-up, and trash removal should occur immediately after the scheduled event and within the scheduled time. Trash should be placed in the dumpster at the rear of the Bevill Building.
At the end of each event all rooms (and exterior doors if applicable) must be locked and the lights turned off before departure.
All using organizations shall designate a contact person or representative to act as a liaison with the Engineering Dean's Office staff for planning the event. This person is also responsible for supervising the planned event and ensuring proper lock-up and clean-up.
User agrees to indemnify and hold harmless The University of Alabama, The Tom Bevill Energy, Mineral and Material Science Research Building, their officers, and employees from any and all claims arising out of the use of the Bevill Facility. However, The University of Alabama and The Tom Bevill Energy, Mineral and Material Science Research Building do not agree to indemnify or hold harmless anyone associated with the scheduled event.
Bevill Building Home Resources Schedule Resource Reservation Request Form
