Reserving The Room:
Email the Community Room Representative to check availability and reserve dates. We suggest that you do this as far in advance as possible so you are sure to get the date that you prefer. Please provide the following information with your request:
Contact person's name:
Organization (if applicable):
Address:
Phone number:
Affiliation with Butler (if not a resident):
Describe activity (including purpose of event and any group organizing it):
Date of event:
Time (including setup and cleanup):
Estimated attendance:
Will you charge a fee?
Will you be serving food? - if so, please attach an itemized list
Will you be serving alcohol? - if so, please attach an itemized list and
state how you will ensure no one under the age of 21 will be served (note
that you need permission from Dean Montero/Dean Schreyer to serve alcohol)
Will it be open to all Butler residents?
Event Registration Form:
Once the Community Room Representative has confirmed that the time is available, you must fill out an Events Registration Form online. This form is necessary for ALL events. When possible, please submit the form at least 3 weeks prior to your anticipated event/activity. If you are not a registered student group, you can enter 0 for the account number. Location is "Butler Community Room" and everything below the "Permission" line can be left blank.
Dean Schreyer
<schreyer@princeton.edu>
will e-mail us both a copy of the signed form once the event is approved. Print a copy and bring it to the event as proof of registration.
Alcohol:
If you are planning on having alcohol, you need to have permission from the University. This is part of the Events Registration Form. If you did not specify that you will serve alcohol on the form, you are prohibited from doing so. In order to get permission, you need to specify on the form how you will ensure that no one under the age of 21 will be served. Extra time may be required to approve events with alcohol, so please submit the form as far in advance as possible. We suggest at least three weeks ahead of time for this.
Security Deposit:
In the past, we have had problems with people not cleaning up after themselves. The Community Room Representative will go to the room before and after your event to check cleanliness and your University account will be charged for any necessary cleaning to restore the Community Room to its previous state. This policy applies no matter what group (private or university-related) is booking the event. We apologize for any inconvenience and thank you for your help in maintaining a great space for all Butler residents.
Keys to the Kitchenette:
The Community Room itself is kept unlocked. The room has a kitchenette with a stove, oven, sink, microwave oven, and a refrigerator. The door to the kitchenette is kept locked. If you would like to use it, please arrange to pick up the key from the Community Room Representative several days in advance of your event. You should return the key as soon as possible after the event so it is available to the people using the room after you, and to avoid your account being charged the cost of changing the locks.
Chairs and equipment:
We currently have 25 new rolling, folding chairs in the community room, as well as a stack of regular folding chairs. We also have folding tables, a round table, couches, games, children's play sets, etc. In the past we have kept the chairs locked, but we are currently keeping them unlocked for your convenience. None of the items may be taken out of the community room or back to your apartment. Please be careful with all of the equipment in the room so it does not get damaged. If equipment starts to get lost, we will be forced to start locking it again and we would prefer not to have to do this.
Room Capacity:
The fire marshall has posted a sign indicating that no more than 50 people can occupy the room at a time for safety reasons. Larger events cannot be held in the community room, however some guests may go outside on the patio (where there are grills and benches).
On the lawn across the street from the community room, there is a picnic area with benches and charcoal grills (bring your own charcoal). During nice weather, residents may use this area on a first-come, first-served basis. We do not reserve that space.
Day of the Event:
Have fun! It is a great room for a get-together. But please try to be considerate of the people who live near the community room. If your party goes late, please keep the noise level down. Also, you should be aware that if you turn off the big overhead lights, they may take a few minutes to reach full brightness. So don't be alarmed if they do not come on right away.
Clean Up:
Please be sure to clean after yourself. All garbage/recycling must be removed and disposed of properly. There is a large garbage can in the laundry room that you are welcome to use, but please be sure to empty it at the end of your event. The kitchen must also be cleaned up. Don't leave food in the refrigerator or freezer. Be sure to lock the kitchen and chairs back up, and secure all the doors and windows. If the floor is a mess, there is a broom in the laundry room (by the sink) you can use.
