Brown Kopel

Reservation Terms & Conditions

• The following information should be submitted to the Brown-Kopel Event Coordinator at least 3 business days before the event. Information submitted after this time may incur extra fees.

• A signed space agreement. Events without a signed agreement 3 business days prior to the event may be cancelled.
• Changes to event duration. If the space is no longer needed for the reserved amount of time or if more time is needed, please work to inform the event coordinator asap. We will do our best to accommodate these requests with other scheduled events.
• Set-up information for meeting rooms and event spaces. If multiple set-ups are needed during the event, a reset fee may be assessed.
• Audio visual equipment and assistance. Audio visual prices may vary. If equipment is damaged and/or equipment is missing after an event, a fee may be assessed.
• Reservations cancellations. Customers failing to cancel an event with the Brown-Kopel event coordinator may be subject to a no-show fee.

• The individual making the reservation shall be considered the party responsible for all associated obligations and liabilities including compliance with terms and conditions and communication with relevant parties.

• Groups should not exchange room reservations with other groups. Changes to the reservations should only be made by the Brown-Kopel event coordinator.

• Account numbers for billing should be given to the Brown-Kopel event coordinator when requesting the reservation online (prior to the event). If an incorrect account number is given, the customer will be responsible for requesting the necessary corrections.

• All Campus events are subject to the Campus Events Policy and the guidelines within. Events meeting certain qualifications will need to be registered in the Campus Event Planning System.

• Events that require registration and approval via the Campus Event Planning System are subject to cancellation if the event is not submitted or the event is denied.

• If food is present at an event, groups are responsible for the clean-up of the room after the event. If food is left in a space and/or the space requires additional cleaning, a cleaning fee will be assessed.

• If wireless internet service is needed for non-University attendees, please contact the Auburn University Office of Information Technology at 334-844-4944 or servicedesk@auburn.edu

• The Brown-Kopel Engineering Student Achievement Center is accessible for individuals with disabilities. Please send requests for assistance in providing special accommodations to the Brown-Kopel event coordinator no later than one week prior to the event.

• Brown-Kopel is closed on Home Football Saturdays. Home Football Saturdays include the A-Day Spring football game, regular season football games and other events defined by Auburn University Athletics.

• Meeting and event spaces are assigned to accommodate the tentative attendance of an event. Room changes may be made if the number of participants or space requirements for an event change.

• Failure to comply with Brown-Kopel policies and procedures may result in termination of meeting privileges. Groups misrepresenting an event may be subject to a fine and/or loss of privileges.

• Reservation requests may be made through the online reservations system. Preference for reservations is given to those directly associated with the Samuel Ginn College of Engineering. Tentative Series reservations ("blanket booking") are not allowed.

• Brown-Kopel reserves the right to require security at certain events.

Decorations & Damages Policy

Decorations used in the Brown-Kopel Engineering Student Achievement Center meeting rooms and event spaces should be free-standing or secured to surfaces with painter's tape. Decorations should not be left in Brown-Kopel when the event is over. Decorations left in Brown-Kopel may incur a removal fee. Brown-Kopel is not responsible for any items left in Brown-Kopel meeting rooms or event spaces after an event has ended.

Prohibited Items and Actions

• Tape, nails, glue or other adhesive material meant to affix signs and/or decoration to walls, doors and other flat surfaces. This includes the large post-it pads. You may use painter's tape to affix signage and/or decorations to walls, doors and other flat surfaces.
• Glitter/confetti
• Open Flames (candles, pyrotechnics, etc.)
• Paint
• Sand
• Water Pools
• Moving and/or altering furniture, fixtures and signage present in Brown-Kopel.
• Hanging items from lights in building

Outside food is permitted. Facilities must be left clean, and trash must be disposed of. A cleaning fee will be assessed for any food not disposed of.

Room Set-ups

Special set-ups for meeting rooms may be requested for events taking place in the Grand Halls. Common room setups for these rooms are:

Set-up information for meeting rooms should be submitted to the Brown-Kopel reservation staff no later than 3 business days prior to your event. Set-up requests submitted after this time may be declined. The sponsoring group renting the facility is responsible for ensuring entrances and exits are free from obstructions. Failure to leave a room as it was found will result in a reset/cleaning fee.

Payment

Payment for meetings or events sponsored by university departments or registered student organizations is due before the event. Payment must be made by the sponsoring organization or a university department. Non-profit and commercial organizations are required to pay for reservations in advance.

For Organizations that have an Auburn University FOP, Brown-Kopel will provide an invoice and direct charge payment. For external reservations, Brown-Kopel will accept cash, check, or credit card (Visa, Mastercard, Discover Card and American Express).

Departments or organizations with past due invoices will not be allowed to hold future events until all delinquent amounts are paid in full, with the possibility of cancelling existing events.

Parking

Parking on campus is by permit only. Questions regarding parking should be directed to the Auburn University Parking Services, (334) 844-4143 or http://www.auburn.edu/parking

You may park at the Wright Street Parking Deck located in Downtown Auburn. Park in any available designated parking space. Parking is $1.00 per hour in this lot. This is a short 8-minute (0.3 mile) walk from the Brown-Kopel Engineering Student Achievement Center.

The Samuel Ginn College of Engineering reserves the right to change these terms and conditions at any time without prior notice. If any changes are made, the revised terms and conditions shall be posted on this website immediately. Please check the latest information posted on the website to inform yourself of any changes.