As discussed in the Charter Club officer meeting we will be implementing a timeline for the acceptance of room reservations during the June 2016-May 2017 season. All requests must be submitted on the correct document (attached below) to the Montecito Lifestyle desk (8 am – 5 pm) or via the SCSHCA website booking, emails will not be accepted. The requests will be date and time stamped as received. The timeline is as follows:
Monday, January 4 – Friday, January 29: Room reservations will begin being accepted for June 2016-May 2017. Must be submitted on the correct form as noted above.
Monday, February 1 – Monday, February 29: We will begin inputting the reservations into the system. During this time we will be considering the space requirements needed for the club based upon the participation data and hours of usage. Requested spaces are not guaranteed, unless movement is restricted according to equipment.
Monday, March 7: Club Presidents will be invited to a meeting to discuss and review the draft schedule of reservations. We will work out any scheduling issues starting with this meeting and be finalized by Friday, April 1.
Monday, April 11: We will hold our normally scheduled club meeting and all clubs will be given the final master calendar at that time.
Please note we will not accept any reservations for June 2016-May 2017 prior to the January 4 start.
Frequently Asked Questions (FAQs):
- Do you need to complete a separate form for the room reservation for each month that we meet? One room reservation form can be completed for all regularly scheduled meetings, that require the same set up and room specifications. Please add all the requested dates to the back of the form or attach an additional document listing the requested dates or if your meetings are consistent just state 2nd Tuesday of each month.
- Do you need to fill out a separate form for additional events? A room reservation form will be needed for special events, other than the regular monthly meeting. For example Holiday parties, Welcome back socials, special meetings or room requests, etc.
- Does the layout portion need to be completed at the time of submission or can it be completed at a later date? It is best practice to complete the room reservation in its entirety including a room diagram so that we can plan for equipment, table, chair, linen, set up and staffing needs. Should you need to make changes to the layout or set up request, that can be completed up to 72 hours prior to the event, however availability of requested equipment, tables, chairs or linen are not guaranteed.
[gview file="http://www.scshca.com/wp-content/uploads/2015/11/ROOM-RESERVATION-REQUEST-FORM-2-2.pdf"]