Facility Use Authorization Form

1. FACILITIES - All facilities use should follow proper sign out procedures. The facility scheduler will place your request based upon availability and functionality.

Varsity Room: located on the second floor of Ray Tompkins House has an available conference room seating capacity of approximately (30) people. Additionally, the room has two informal seating areas for small group meetings of (8 - 10) people. The room now also provides for the use of wireless computer needs. Furniture is not to be moved or removed from this room without prior authorization. The room is also intended for very small, intimate impromptu meetings between administrators, coaches and athletes or recruits when not in use. The facilities office will maintain the existing set up of the room. It is the responsibility of the user group to perform additional set up and breakdown from their event. This room is ideal for large group committee meetings or meetings with outside groups. It is also available for varsity team banquets and special department functions.

Kiphuth Trophy Room: located on the second floor of Payne Whitney Gymnasium has 1 large meeting table with 14 chairs and lounge furniture to seat approximately 10 people. This room is ideal for small team, and committee or group meetings as well as department receptions. All other PWG rentals are handled by Ed Mockus.

Smilow's Humphrey Lounge: located at the Smilow Field Center. All athletes are welcome to use the lounge area for studying, relaxing, or waiting for busses. In addition the room can be used for team or department receptions. Coaches please use the conference rooms on the second floor for full team meetings and chalk talks.

2. USER POLICIES AND CATEGORIES

A. Department wide functions (i.e. Meetings open to entire department.)

    1. The reservation form must be completed and approved.
    2. There is no charge for the use of the facilities or its set-up.

B. Departmental (Administrators, Committees, Team Functions, Coaches Meetings etc.)

    1. The reservation form must be completed and approved.
    2. User group responsible for any additional set up or breakdown.
    3. An attendant must be hired at the user's expense for the Ray Tompkins House and Payne Whitney Gymnasium facilities if the event is scheduled for after working hours in RTH (8:30 a.m. - 5:00 p.m., Monday - Friday) or during non-gym operating hours.
    4. Each user group is responsible for securing their own equipment (i.e. projectors, overheads, screens, tables etc.)
    5. The facility must be cleaned and restored to its original condition, immediately after the event by, the user group.
    6. All groups are required to utilize the existing setup, unless, prior authorization has been received by this office.

C. External users (Non-Departmental/ Non-Yale Groups)
As per contract with Facilities Office.