HEIN DINING = HALL Reservation

Step by Step instructions for completing the Hein = Dining Hall=20 reservation online.

Click the link = located on=20 the home page of Sodexo Campus Dining at TLU. Be sure to choose on = campus or off=20 campus according to who your group is.

You=20 may either select =93Open=94 or =93Save to Disk=94 from the dialog box = which will pop=20 up.

Read=20 the Hein Dining policies, and when you are finished, fill in the = required=20 information. (helpful hint: highlight part of the line and typeover to = avoid=20 spacing rearrangement).

When=20 you have completed the form, you must save the document. Remember where = you save=20 it and then open an email. It is helpful to name it something related to = your=20 event or the date.

Fill=20 out the email as if you are composing a new message, and click on = =93attach=94.=20 Click browse, or find the reservation form you just saved. Choose the = form by=20 clicking once on the name and click =93ok=94 or =93open=94 If you wish = to type a=20 message, you may do so as you would a regular email. The email address = that you=20 should use is: catering@tlu.edu. = When you=20 are finished, hit =93send=94 and your reservation form will be sent to = us. YOU MUST ATTACH THE FILE- DO NOT = USE=20 REPLY!

**=20 If you have the option of =93send to=94 and =93mail recipient=94 under = that in your=20 version of MS Word under =93File,=94 you may choose this option and MS = Word will=20 automatically attach your file to an email. Remember to save the file = before=20 doing so. It is critical to save your form before attaching it. =

HEIN = DINING HALL

(830)372-8085=20 (phone)

(830) = 372-6693=20 (fax)

Catering@tlu.edu

Reservation Form for=20 On-Campus Groups

Texas = Lutheran University

POLICY = FOR=20 RESERVATION AND USE

General Purpose and Use

The Hein Dining Hall is named in honor of Weimar and = Paula Hein who=20 gave generously to this and other projects of the university. Its 21600 = square=20 feet are dedicated to the food service needs of Texas = Lutheran University students as well as = university=20 and community events requiring food service as a part of their = gathering. The=20 intent and purpose of all events hosted within the facility are to be in = consonance with the educational and church related mission of the=20 University.

Scheduling and Management

The daily operations of the Dining Hall are handled = by Texas=20 Lutheran=92s food service provider=97Sodexo. Sodexo will receive your = request for=20 reserving space, have the reservation placed on the Master Calendar, set = up your=20 room arrangement and your food service, and bill you for the food = service.=20 Sodexo alone may provide food service for any event in the Dining Hall. = The=20 final management of Hein Dining Hall rests with the University.

Reservations Policy

Sodexo will accept reservations based on the = following=20 considerations. (1) Availability is determined by the academic calendar, = university-events calendar, heating/AC availability, and the suitability = of your=20 event for the dining hall and the University=92s mission. (2) Events = requiring=20 food service take priority over events without food service. (3) = Standing=20 meetings will be accepted with the understanding that occasional and = special=20 needs of the University and community may require that the event be = moved. (4) please notify Sodexo = immediately if=20 your event must be canceled; the University requires the right to cancel = your=20 reservation in the event of mechanical, electrical, food service, or = technical=20 problems, or when an event of higher priority must be scheduled, or when = your=20 event proves to be unsuitable for the facility. Every effort will be = made to be=20 sure your event is scheduled without complications. (5) Reservations = will not be=20 accepted more than three months in advance of the event. (6) A priority = system=20 is used flexibly in the acceptance of reservations: first, regular = student=20 dining service, then, in descending order of priority, university = sponsored=20 events, university organization or group events, university or church = related=20 conferences, standing meetings, personal events of university personnel = or=20 alumni, and lastly events for the surrounding community. (7) There is no facility use = fee for=20 on-campus groups, organizations, and university sponsored events unless = an=20 unusual amount of set up or clean up is required or unless damage to the = facility has occurred; other users may expect to pay a reasonable = facility use=20 fee. (8) Billing for your food service will arrive in a timely manner = and must=20 be paid in full before a subsequent reservation is honored. (9) Needs = for=20 special set up and equipment should be directed to Sodexo.

Expectations and Regulations

Depending on the event, the University may require = that=20 Campus Police officers be on-site or that they be contacted regarding = traffic=20 and parking. The University reserves the right to control and enter the = facility=20 during any event. The University seeks to provide a facility that is = safe and=20 asks groups to practice = safety=20 within their event. The University is not responsible for lost, damaged, = or=20 stolen property. The University=92s approval of your reservation of the = facility=20 does not constitute an endorsement of your events purpose of = content.

1. =20 The dining hall is a tobacco-free facility.

2. =20 No alcohol may be served in the facility without = a=20 university Alcohol Permit having been approved. No open containers of = alcohol=20 are permitted outside the designated room of the event. No event may = sell=20 alcohol (including by the sale of the event=92s tickets) unless the = seller has a=20 valid liquor license.

3. =20 Nailing or taping items to the walls or other = spaces is=20 not permitted except with the permission of the Director of Food = Service.

4. =20 No glitter, rice or millet may be thrown in the=20 facility.

5. =20 All children must be supervised by adults.

6. =20 Areas marked closed are not to be entered.

7. =20 Common courtesy must be observed.

8. =20 Aisles and walkways must not be obstructed.

9. =20 Fire safety must be observed at all times.

10. = No over-crowding must occur. The Hein Centennial = Commons=20 is designed for 340, the Timmerman Room for 150, the Katie = Conference Center for 90 (or when divided, = 60 and=20 30).

11. = The supervision of the Food Service Director, = Dean of=20 Community Life, and Campus Police must be followed.

12. = No service is given to those without shoes or=20 shirts.

13. = No pets are permitted in the facility except for = those=20 trained to assist persons with disabling conditions.

14. = No discrimination on the basis of gender, age,=20 disability, race, color, religion, or national origin will be = permitted.

Information about Your Reservation &nbs= p; = ; = &= nbsp; &n= bsp; &nb= sp; =20 Budget No.___________

Name of your=20 event:___________________________________________________________________= __

Sponsoring=20 Organization:____________________________________________________________= _____

Function Date:__________________________ = Anticipated=20 attendance:_____________________________

Function start time_____________________ end=20 time_________________________

Area(s) reserved: ( ) Hein Centennial Commons, ( ) = Timmerman=20 Room, ( ) Outdoor = Plaza, ( ) Atrium,

( ) Suehs Room, =20 Katie=20 Conference Center: ( ) North, ( ) South, ( ) Both

Special Needs: ( ) Head table, ( ) Microphone, ( ) Overhead=20 Projector, ( ) TV? = VCR, ( ) Piano

&nbs= p; =20 =20 ( ) Slide = Projector, ( ) Podium,=20 Other:___________________________________________

Describe the arrangement of tables and=20 chairs:_________________________________________________

_______________________________________________________= _______________________________

I have read the policies and expectations above and = agree to=20 abide by all regulations. =20

Name:__________________________________ &nbs= p; =20 Food Service Director=92s approval:

Phone:__________________________________ &nbs= p; =20 ____________________________________

Date of Signing:__________________________ &nbs= p; =20 Date:_______________________________

&nbs= p; = ; = &= nbsp; &n= bsp; &nb= sp; &nbs= p; = ; = =20 Copy to : MC =20 Maint =20 Police