Policies and Procedures

General Scheduling & Reservation Policies

  • Scheduling is done on a first come, first serve basis unless there is a conflict with Mercer's academic programming or Administrative events, which will always take priority.
  • It is the responsibility of the event requestor/organizer to ensure appropriate setup details and services have been arranged and confirmed for their event. The reservations office does not help with, or provide event planning.
  • New reservations and requests must be submitted at least 5 business days in advance, with large events submitted no later than 10 business days in advance.
  • Events scheduled outside of working hours may be subject to overtime fees. Rooms are to be used "as-is" outside of business hours unless other arrangements have been made and confirmed with the reservations office and Physical Plant.
  • External groups and events should be directed through the reservations office to ensure proper paperwork and arrangements are made to minimize liability and security risks.
  • Audio Visual Services can be provided and/or setup for an additional fee.  For more information about the Audio Visual Services department policies visit the IT website
    (Audio Visual Services can be provided and/or setup for an additional fee.  For more information about the Audio Visual Services department policies visit http://it.mercer.edu/faculty/academic_technology/audio_visual_policy_for_outside_events.htm.
    Additional A/V Services inquiries or questions should be submitted to the IT Help Desk at helpdesk@mercer.edu or (478) 301-2922.
  • Catering is handled by ARAMARK on the Macon campus, and they have the right of first refusal for all food and beverage service on campus. More information and sample menus can be found by visiting their website at http://mercer.campusdish.com/catering.aspx. Carlyle's Catering is the contracted caterer for the Atlanta campus. To visit their website go to http://www.carlylescatering.com/.

Events Scheduling System Policies

  • To ensure services and setups are available, events can not be created less than 4 days in advance unless done so through the reservations office.
  • To ensure classes are scheduled without conflict, the Events Scheduling System will not be open for scheduling until classes have been entered each semester. All reservations that must be placed prior to that time will have to be done through the reservations office or via the reservation request form.
    • Reserving rooms in unrealistic excess, or that aren't used will result in the loss of scheduling privileges.
    • Providing false event information will result in the loss of scheduling privileges.
    • Altering reservations that don't belong to you will result in loss of scheduling privileges.
    • Sharing an account with a user that has not been permitted access will result in loss of scheduling privileges.

Student Reservation Policies

  • Only active student organizations may reserve rooms and resources on campus. Exceptions will be made on a case-to-case basis for academic reasons (i.e. special class presentations).
  • Each active student organization can have up to two (2) Events Scheduling System users per academic year. Other students will have to submit reservation requests via the online request form.
  • All student reservation requests must be approved by the Campus Life office.
  • The event date and location should be confirmed prior to publishing or printing any promotional materials.
  • All student events must adhere to the policies and code of conduct outlined in the student handbook and on the student organizations website. More information on student organizational policies and joining or starting a new student organization can be found at http://studentaffairs.mercer.edu/campuslife/studentorgs.cfm.