Boardroom Reservation Request

ATTENTION: This form is designated solely for TIER 1 groups who do NOT require the use of the Conference Wing Training Rooms. Please see our Fee Structure and Floor Plan for more information regarding this.

If your reservation request includes the CIR conference wing training rooms or you are a Tier 2 or Tier 3 group, please visit tx.ag/CIRevents to complete a reservation request form through the Conference Wing and Special Events Team.

The form below functions as the reservation request for the following CIR spaces:

1105 (conference wing) – seats 14
1121 (conference wing) – seats 8

Once submitted, please expect a response within the next 24 business hours. Be aware that requests made over the weekend will be processed on the next business day.

We kindly ask for a notice of 48 hours or more before the meeting date for efficient scheduling. Requests received with less than 48 hours’ notice will be scheduled based on the discretion of CIR leadership and subject to availability. Rest assured, the CIR leadership will strive to fulfill your request as swiftly as possible!

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Name

First Last

Phone

Your TAMU Department or Company/Organization

Name of group/meeting

(ex: Concrete Lab Users Monthly Meeting, DELL Industry Partner Meeting, CIR Leadership, etc)

Date of Requested Reservation

Total number of Attendees

TAMU groups: please include BOTH internal and external attendees in this count.

Requested Start Time

Requested End Time

Guest Parking

Will guest parking spaces be needed for any of your attendees? (All TAMU parking permits are valid at CIR and do not require a guest parking space or permit) Please list how many. The CIR has (3) Guest spaces that may be reserved based on availability at time of request - for additional spaces or in the case that CIR guest spaces are not available, please provide account number in the "Additional Guest Parking Payment" below. If no guest parking is needed, please skip this question.

Additional Guest Parking Payment

If additional guest parking (outside of reserved complimentary CIR guest spaces) is being paid by your department, please enter the account number to be charged here. If not, the guests will be directed to the parking kiosk or ParkMobile app.

Tour Request

Are you requesting a research tour of the CIR to be scheduled for this meeting? If yes, please specify what labs you are requesting to tour. If no, please skip this question.

Catering

Will there be food/catering brought into the meeting? If yes, please specify company and delivery time (if the information is available). If no, please skip this question.

Will you be hosting a hybrid meeting or online session? (Zoom, Teams, etc)

YES

Is this meeting part of a Short Course being offered by your department?

YES

If yes, please list the name of the short course being offered:

CIR Boardroom Guidelines and Procedures Agreement(Required)

I agree to abide by the CIR Boardroom Guidelines and Procedures

Hours of Operation:
The Center for Infrastructure Renewal (CIR) Facility is open Monday through Friday from 8:00 AM to 5:00 PM.
Reservation hours may be extended by special request pending approval from CIR leadership.
The CIR reserves the right to block usage of the facilities at any time at the discretion of CIR leadership and Director.

Eligibility for Use
All groups requesting usage of the Boardrooms are subject to the approval of the Program Specialist, in accordance with CIR policies and Director guidance.

Reservation Requests
Requests for usage of the CIR Boardrooms will be routed to the Program Specialist who maintains the schedule for all associated rooms/spaces.
The Program Specialist will attempt to resolve any scheduling conflicts that may arise.
We kindly ask for a notice of 48 hours or more before the meeting date for efficient scheduling. Requests received with less than 48 hours’ notice will be scheduled based on the discretion of CIR leadership and subject to availability. Rest assured, the CIR leadership will strive to fulfill your request as swiftly as possible!

Confirmed Reservations
Reservations should NOT be considered confirmed until official confirmation from the Program Specialist has been received.
Please reach out to the Program Specialist with any changes or cancellations as they arise.
Please ensure to inform the Program Specialist about any cancellations before the scheduled meeting time. Persistent no-call, no-show reservations may result in your group/department’s limited access to the boardrooms.

Confirmed reservations are subject to cancellation by the Program Specialist or Director for the following reasons:
User fails to comply with the terms of the reservation
User fails to comply with conditions stated therein
TAMU is officially closed due to weather or other emergency conditions

Tours
If interested in integrating a tour of the CIR Lab Facilities into the meeting, the Program Specialist will coordinate with CIR, TEES, TTI leadership and other appropriate personnel to make arrangements.
All tours are subject to availability and approval.

Space Access
Meeting Spaces will be accessible at least 30 minutes prior to the meeting start time unless other arrangements are confirmed with the Program Specialist.
Meeting Spaces will be locked at least 30 minutes after the meeting end time. If more time is needed for clean up, please confirm this with the Program Specialist.

Clean Up
Clean up is the responsibility of the reserving group and/or point-of-contact (the meeting space requester will be considered the POC)
A satisfactory cleanup plan includes picking up any trash off the floors, all trash (food or otherwise) is placed in the trash bin, placing broken-down cardboard containers by/in the recycling bin (first floor, by vending machines), wiping down tables and chairs with CIR provided cleaning supplies, notifying Program Specialist of any spills or equipment malfunctions/damage.
The CIR provided cleaning supplies are located in the conference wing kitchen. Please ask the front desk for assistance locating these if needed.
If you have any questions regarding clean up procedures, please reach out to the Program Specialist or the front desk.

Exceptions
Any exceptions to these guidelines and procedures must be approved by the CIR Director.

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