Contact Info

          Conference Services
          405 Scotland Road
          Edinboro, PA 16444
          Phone: (814) 732-2425
          Email: conferences@edinboro.edu

          Kari Althof
          Associate Director of Campus Life for Conference Services
          Phone: (814) 732-1452
          Email: kalthof@edinboro.edu

          Mr. Adam Bell
          Director of Catering
          Phone: (814) 732-1500
          Email: abell@edinboro.edu

          Room Reservation Information for Faculty, Staff and Students



          University activities/events – campus office and departments

          A University activity is considered a program or event sponsored by a University department with primary focus on fulfilling an academic or administrative function of the University. Currently enrolled students may be participants in the activity, but the activity is initiated to meet department goals rather than to provide a student activity. Members of the general public may be invited to participate as required for the department to achieve its purpose. Approval from the appropriate vice president may be required to classify an event as a University Activity. Event planners should consider the following when planning on-campus events.

          Booking Facilities and Support Services

          There is generally no charge for University departments to schedule University events. Academic classrooms can only be reserved on a per-semester basis, and will not be scheduled until that semester course schedule is completed.

          University co-sponsored activities/events

          A University co-sponsored activity is one that is initiated by a University department in association with a non-EU entity for the purpose of providing activities that mutually benefit all co-sponsors. The University sponsor must serve as the primary contact for use of space and provide substantiation of the University benefit to be derived from the co-sponsorship arrangement. Examples include: Academic conferences, local host site for organization of which the University department is a member, programs offered exclusively to a non-university group, etc. Co-sponsorship responsibilities of campus department personnel may include:

          • Prior approval of your department chair or dean, including cost-center/budget approval.
          • All aspects of event coordination - facility & audio-visual reservations, parking arrangements, catering arrangements, publicity, registration processing, housing assignments, outdoor events requests, outdoor and indoor directional signage, etc.
          • Your physical presence for onsite supervision during the event – representing the university’s interests.
          • Percentage of costs associated with the event (room rental, custodial, technical, equipment, early opening, etc.)
          • A Facilities Use Agreement (FUA) must be completed by the external group with whom the campus department is co-sponsoring.

          Student activities/events – Student Clubs and Organizations

          A student activity is a program or event sponsored by an EUSGA recognized student organization with a primary audience of Edinboro University students. Each year, student clubs and organizations host a variety of cultural, educational and social programs designed to enhance the college experience. Clubs and organizations should consider the following when planning and scheduling events:


          Booking Facilities and Support Services

          EUSGA recognized student clubs and organizations should first meet with their advisor to discuss proposed event details and budget matters. At least three weeks in advance of your event, submit an advisor-approved room request through the online scheduling system.

          There is generally no charge for EUSGA recognized student clubs and organizations to schedule events. Academic classrooms can only be reserved on a per-semester basis, and will not be scheduled until that semester course schedule is completed.

          Fundraising

          If a student club or organization is interested in conducting a fundraiser, they are required to submit a Fundraising Request Form via BoroSync in conjunction with making a room request.


          The following fundraising rules apply:
          1. Funds raised by EUSGA recognized clubs/organizations are to be deposited into the club’s EUSGA account and used in accordance with EUSGA financial guidelines.
          2. If you intend to advertise this event in the residence halls, fliers/posters must be brought to the Residence Life Office for distribution. Residence Life staff will hang them up.  If you intend to advertise in the Pogue Student Center, fliers/posters must be brought to the Pogue Information Desk.  Pogue staff will hang them up.  You may hang your own fliers/posters in other academic buildings according to that building’s guidelines.
          3. The fundraiser/service project form, and space request must be approved BEFORE having the event.
          4. All fundraisers/service projects must comply with all university, local, state, and federal regulations.
          5. Any individuals working with minors need to have the proper clearances and approvals.
          6. All money collected from sales should be deposited in the organization’s EUSGA Account. Checks should be made payable to "EUSGA." The sponsoring campus organization/contact person can be placed in the memo line, if desired.