GCRB Reservations

• Room reservations for the first floor GCRB spaces must occur between normal business hours of 6 a.m. to 6 p.m., Monday-Friday including set up and tear down.
• Events taking place outside of these hours are approved on a case-by-case basis and are dependent upon hosting unit and event purpose.
• Reservations are not accepted during holiday weekends or university closure.
• ORP will not accept reservations occurring farther than six months in the future. 

• If your event includes food/beverages at all AND/OR has more than 50 people attending, you MUST fill out Facilities Management's Special Event Request form to request additional custodial service and specify additional event needs if applicable. Completion of this form will ensure your rooms are clean and the bathrooms are fully stocked and supplied prior to your event.
• Form Deadline: After filling out the FM Special Event Request form and receiving confirmation of submission, please forward the email confirmation to gcrbrooms@arizona.edu. If we do not receive confirmation that you submitted a ticket to FM at least three business days prior to your event, we reserve the right to cancel your event.
• Please Note: The deadline to submit an FM Special Events form is 10 business days. Forms submitted past the 10 business day deadline will incur additional charges of up to $400 from Facilities Management.
• Billing: You will need your department S# to complete this form.
• Reservation Cancellations: If the hosting unit cancels their reservation with GCRB, it is also the host’s responsibility to cancel their ticket with Facilities Management.
• Furniture Movement: If you require furniture from the lobby to be removed for your event, you will incur an additional charge from FM. Furniture can be stored within GCRB, but movement must be coordinated with the space manager.

• Extra Duty Charges: Custodial services are not normally scheduled for work on weekends. Approved events occurring on a Saturday or Sunday will incur overtime fees. Please reach out to the FM Special Event team with questions about these charges.

  COMPLETE THE FM SPECIAL EVENT FORM HERE

• ORP does not organize catering for events.
• Reservations in rooms 130/140 that include food and beverages must also include the lobby pre-function space. Meals may be eaten in the conference rooms, but are only allowed to be served in the lobby pre-function space.
• Food & Beverages are allowed in GCRB meeting spaces provided the FM Special Events form is submitted and all university catering policies are followed.
• Arizona Catering Company must provide all catering services valued at more than $750), unless a fee waiver has been approved. (Learn more about UA Catering policy here)
• If the catering costs are less than $750, the organizer has a choice of Arizona Catering Company or any outside caterer.
• Alcohol is allowed in GCRB on a case-by-case basis and requires prior approval from the managing staff.
• An Alcohol Permit Application must be submitted for all events where alcoholic beverages will be served on University of Arizona property. If approved, alcohol must be served by an approved licensed bartending service and is constrained to the lobby. Application form must be submitted to the Student Union at least fourteen days prior to event date.
• Alcohol MUST be disposed of by event organizers or event bartenders.

Each meeting room on the first floor of GCRB is equipped with a podium, podium microphone, handheld and lavalier microphones, Zoom cameras, and large format screens. 

Computers for projecting or joining Zoom meeting are NOT provided and must be brought with the event host or arranged with UITS. 

Each podium has connections for HDMI and USB-C computers. 

Technology for ORP spaces in GCRB is managed by Classroom Technology Services.

• You may use in room technology without the support of UITS, however if any issues should arrive during your event, we are not able to provide support.
• For tech demonstrations, please coordinate your walkthrough with the room manager and CTS.
• For tech emergencies, please contact 520-621-4CTS (4287). 

CTS hours are as follows:

Limited technology is available in each room and specific technology varies. Please contact CTS for questions.

We do not provide additional tech such as laser pointers, clickers, or cable adapters.

Neither ORP nor CTS provides on-site/day-of tech set up or AV support during your event. 

Room 140 and the lobby pre-function space are both able to serve as overflow space from Room 130. Audio and in-room displays can be projected in both spaces. 

Movement of reservable space furniture is permittable ONLY in spaces with rolling chairs, rolling tables, and rolling whiteboards, and ONLY for those items. Tables must be moved back to their original/standard formation.  

Movement of large furniture is not permittable in the GCRB lobby. DO NOT MOVE ANY FURNITURE OR TABLES without help from FM. Doing so may result in gouges in the flooring, for which event organizers will be held financially responsible. Furniture movement can be requested through the FM Special Events Form. 

GCRB’s standard lobby hours are Monday through Friday, 6:00 AM to 6:00 PM. The building's lobby is open during this time and normally closed outside of this timeframe. For any reservations occurring after hours, the main lobby doors will remain unlocked until the conclusion of the reservation time. 

Accessing Reserved Spaces: GCRB’s meeting room doors are locked to the public during normal business hours. Doors for reserved rooms will be opened and closed the start and end times of a reservation request.

Cancellations for room reservations can be made at any time without a fee. Please alert the managing staff of room cancellations ASAP as GCRB is a secure building and requires unused spaces to be locked at all times not in use. 

Please note, it is solely the user's responsibility to cancel their FM Special Events form tickets with the FM Special Events team. 

• In rare instances, reservations are subject to change should circumstances that arise that would require the use of the room by the Senior Vice President of Research & Partnerships, and your approved scheduled meeting may need to be rescheduled or canceled on short notice.
• If needed, your reservation may be rescheduled or relocated. You will be notified if any changes occur.
• Do not prop open secure doors or share access credentials.
• Ensure that sensitive or personal materials are taken with you when leaving the space, as we are not responsible for any lost or missing items.
• You are responsible for maintaining the cleanliness of the room and ensuring it is returned to its original state and default furniture layout after your use.
• Ensure the room is clear of any trash or personal items and that all waste is properly disposed of in the designated bins for custodial personnel.
• You are responsible for all AV equipment in the room during your use. Please ensure that all equipment is turned off after use and returned to its designated storage location or original position. You will be charged if AV equipment is missing or damaged.
• UAPD staff is required for any event where alcohol is being served in any of our spaces. Directions to request can be found on the UAPD Special Event Staffing page.
• Live music is permitted in our spaces during regular business hours (8:00 AM – 5:00 PM) WITH prior approval. Background music is allowed in the lobby but must be kept at a low volume to avoid disrupting building occupants and other events taking place.
• Event signage
  • All event signage—including flyers, directional signs, and sandwich boards—must be removed at the conclusion of your event.
  • Event materials may not be taped to the metal walls. You may hang signage, posters, or flyers on the glass walls using museum putty ONLY. 

For UA faculty and staff members, there is NO cost to reserving ORP-managed rooms in GCRB. 

During the academic year, GCRB’s rooms can be reserved as early as 6 AM and as late as 6 PM Monday through Friday. 

We will allow weekend events on a case-by-case basis,

Reservations will NOT be accepted during holiday weekends and university closures.

No additional equipment or resources other than what is already in our spaces will be provided. It is the user's responsibility to request equipment and prepare the necessary resources for their event beforehand.

Additional resources ORP will NOT provide include:

• Technology, including clickers/pointers, cable adapters, extension cords, and OWL cameras
• Furniture, including banquet tables and chairs outside what is part of the current space configuration
• Whiteboard markers, erasers, or any other classroom supplies
• Directional/event signage INSIDE the spaces

Please review the instructional tech sheets in the room. 

For further technological assistance, reviews, and other inquiries, please contact Classroom Technology Services at 520-621-3582 or submit an online ticket. 

The FM Special Events form is a webform where UA users can submit requests to Facilities Management (FM) for equipment rentals and cleaning for their events.

Submission of the form is required if any reservation that will have food and/or beverage, AND/OR more than 50 people, AND/OR fall on the weekend. This is required at GCRB, as well as other locations on campus. 

FM operates separately from ORP; GCRB users must submit their form to FM, then forward their submission confirmation email to Lauren Coronado at lalomb@arizona.edu

The job number is a five-digit number Facilities Management uses to charge UA departmental accounts for their services on campus. More information fan be found on FM's website.

For the Special Events form:

• UA users can find their departmental job number (S#) from their administrative leads or business offices.

No, there is no need to submit a new webform request. Please email Lauren Coronado at lalomb@arizona.edu

Room requests are processed through a platform called Smartsheet. All responses to room requests, whether confirmations or rejections, will come from automation@app.smartsheet.com. 

Please do not send messages back to this email, as this is a no-reply email. Please send questions to lalomb@arizona.edu