[ASA-Official] Opening of the CAC Reservation Books, Update on Space Allocations

[Rachel Meyer]

Dear Student Group Leaders,

Please make note of the following announcements:

1.  Opening of the CAC Reservation Books for 2012-2013
2.  Update on Space Allocations
3.  Soliciting feedback for Student Center nighttime card access proposal
4.  LEF/ARCADE deadline Thursday, December 22, 2011
5.  CAC Fall Newsletter

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1.  Opening of the CAC Reservation Books for 2012-2013

Now is the time to plan ahead and book spaces for your group's events. 
The reservation books for the Campus Activities Complex for July 1, 2012 
to June 30, 2013 open starting tomorrow. The Campus Activities Complex 
oversees the Student Center, Kresge Auditorium, Walker Memorial, and some 
other non-academic spaces. (This does not include space in academic 
buildings, for which reservations are managed by the Schedules Office.)

Beginning at 9am on Monday groups can make up to 5 reservations and then 
can make an additional 40 starting on Tuesday.  Next week groups can make 
an additional 40 reservations and any number of reservations can be made 
starting 12/12.

This process will be similar to last year with the exception of Walker 
Memorial/Morss Hall.  Reservations will be accepted for Walker but cannot 
be guaranteed as the Institute has not decided if/when to renovate Walker.

More details are on the CAC website: 
http://studentlife.mit.edu/cac/services/opening

Only a few events can be booked at first, so you are strongly encouraged 
to look at the information on the web to avoid problems and denials.  This 
process is online, so you will be using your virtual EMS scheduling 
account. If your group does not have an account setup, you do not know if 
you have an account setup, or you do not remember the login information 
you should either go by CAC (W20-500) or call CAC at (617) 253-3913.  If 
you have any questions or concerns, please also contact CAC.

If you are looking to book space for an performance or other event in Main 
Kresge, Little Kresge, or Sala, we have a list of available dates posted 
at: http://mit.edu/asa/docs/2012-2013_dates.txt

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2.  Update on Space Allocations

The ASA Board is currently working on the categorization process for space 
allocations and we expect to have these out this week.  The categories 
reflect what we expect or think may happen to currently allocated spaces 
and gives priority lists for new and additional requests.  The goal of 
these categories is to provide information about our expectations and 
provide an opportunity for clarification and appeals before assignments 
are done, since it is much easier to make modifications to categories 
compared to assignments.

If your group would like to apply for space and you have not submitted an 
application, please submit an application as soon as possible.  At this 
point, late applications will not be considered in the initial 
categorization process, but will be considered as appeals to 
categorizations.  Please note that groups with current ASA space need to 
apply to be able to keep that space.

More information about this process and the application are available at: 
http://mit.edu/asa/resources/office-space-alloc.html

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3.  Soliciting feedback for Student Center nighttime card access proposal

The Campus Activities Complex is looking into the possibility of adding 
card access to the Student Center doors overnight, potentially from 1:30 
AM to 6 AM or thereabouts. The Student Center will remain unlocked during 
daytime and evening hours on both weekdays and weekends, and any MIT ID 
holder will be able to get in at night.

The CAC is interested in making sure that this works well with the needs 
of groups that run events in or have space in the Student Center, and are 
open to changes in the proposed times the doors require cards for access, 
accommodation for specific events, and so forth. There is no concrete 
timeframe for this as of yet, but they have raised the proposal to the CAC 
Advisory Board for feedback. If you have questions about the proposal or 
comments you'd like us to pass on, please let us know at asa-exec at mit.edu.

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4.  LEF/ARCADE deadline Thursday, December 22, 2011

The deadline to submit applications to the Large Event Fund (LEF) and/or 
the Assisting Recurring Cultural and Diversity Events (ARCADE) fund is 
12/22/2011. This deadline is for events occurring between 1/1/12 and 
3/31/12. The application and more information about the funds are 
available online:http://web.mit.edu/asa/resources/large-events.html.

You are encouraged to meet with someone from the Student Activities Office 
to discuss your application, particularly if it is for a new event, you 
are making substantial changes to your event, or a large part of your 
event is hiring an outside speaker/performer.  You can contact Alicia 
Erwin (aeerwin at mit.edu) and Alana Hamlett (ahamlett at mit.edu) about 
scheduling an appointment.

Additionally, we have office hours scheduled for Tuesday 12/6 and Thursday 
12/15 from 5-9pm in W20-401.  You can also email asa-treasurer at mit.edu if 
you would like to meet with someone from LEF/ARCADE or with any questions.

Note about timing: We expect to have decisions out within the first few 
days of January.  If your event is in January and you need a decision 
early, please submit your application sooner rather than later and send an 
email to asa-treasurer at mit.edu about needing an early decision.

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5.  CAC Fall Newsletter

CAC's latest newsletter is available at 
http://studentlife.mit.edu/sites/default/files/CAConnections%20Fall11.pdf.

This issue features: the Team Tim program, our newest staff member,n new 
green initiative, Lobby 10 renovation, small meeting spaces available.

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Please feel free to email asa-exec at mit.edu with any requests, questions, 
or other inquiries.


Sincerely,
The ASA Executive Board
http://mit.edu/asa/about/board-members.html