Instruction 5110 - Uniformed Services University of the Health ...

Instructions
Enclosure 7
1 SPONSOR RESPONSIBILITIES: The USUHS Sponsor andlor the Point of Contact are personally responsible For
ensuring that the room(s) are clean and restored to !her original eonilguraUon following conclusion of the scheduled
activity. Tables and c airs must be in proper configurallon, trash, audio visual equipment and excess tables & chairs
must be removed attor each use. If a room or Facility is not clean and orderly prior to a ft.nc1ion or event. ttte Sponsor
must notlfy th& Cafeteria Manager or Urlverslty Affairs staff immediately.
2. CATERED EVENTS: Sponsors of events catered by the USUHS Contract Cate~cr should make an agreement for
clean up with the careieria Monagor at (301) 493-6554. Clean up arrangertenls for weekend events should be made
directl~· with MAKRO Janitorial Ser.1ice at (301) 948-3395 or at their USUHS Office al (301} 5€4-3470.
If an outside caterer Is usoo. cleanup (La lnctude removal of & ga·baga off L'le ~remises) IiillS! bo arranged by
the outside CAterer or with MAKRO. A copy of the contract or arrangenent must be presented to the University
Affa:rS-Office before aoproval tor use oltlle room will bo considered.
If claanup is not satisfactory after a scheduled function, with or without food, the Sponsor wUI be monetarily
liable for the cleaning service charged to the Unlversl~ .
3. UNIVERSITY PARKING: All USUHS members who sponsor or schedule meetings. presentations, confsrences or
social events during e rea1.uar work dey (Monday - Friday between 060:>-1 600 hoJrs) MUS! make special parking
arrangerrer Is 'for groups In excess of 25 people_ Al:tendees who are not assigned to trte University are asked to use
alternative means of transportation such as public transportation, taxis or shuttle buses. The USU HS Security Office
can provide assisla"lce in making special parking arrangements/including disabled. ·
4. NON-USUHS FUNCTIONS: All non:usUHS organizations requi·e a University sponsor who wi.l obtain the
organization's Potn1 of Contact name, slgrarure, teiephone number and address for inclusion on lhe reservation form.
lncomphJ:a :orms will not be approved and the reservation w II not be confirmed.
5_ SECURITY REQUIREMENTS: All functions held after normal duty hours, on weekends or holldays must be
coordlnatsd with USUHS Security Office. Because University Security is a contract operation. thero normally will he a
charge for additional security guards or security re:tu'remonts: negotlatlors re~ard ing lhe need and cost of guards are
made with the USUHS Sec·Jri:y Office at (301) 295--303313654.
6. LOBBY RESERVATIONS: Reservations for use of any of the USUH$ BuHding Lobbies ::an be mado through the
MOL Office. It is the Sponsor's responsibiUty to reserve these spaces using a USUHS form ?10L lo confirm
availability of the Lobby. Cleanup and Security requirements are also applicable lo Lobb;1 reservallons.
7. ALCOHOLIC BEVERAGES: Alcoholic beverages are not authorized unless approved by lhe Director, Unlvars ty
Affairs- NOTE: Alcoholic beverages will only be sarvod by the USUHS Cafeterra Contractor/Manager and only
after rogular duty hours.
B. COMMERCIAL CATERER: Requests .. or use of an outsl::1e commercial caterer (for food Olnd non-alcoholic
beverages only) mus: be submitted In writing (letter or memorandum format) to lhe Director, Un verslty Affairs
(OUA). See number 1 above regarding clean up requirements. Approval w~i only be granted when the event or
function Is considered to be in the best interest of the Unlversil)'. Outside food companies that provide catering wit"llr
USUHS facilities are required to raimburse the Post Restaurant Fund Committee wllh 10% of the total cosl of tho
contract. A co:ly of lhe catering contract to Include cleanup, and a check mede paysblo to the "USUNS Post
Restaurant Fund· Is required before approval of outside caterer will be considered.
9. IMPORTANT TELEPHONE NUMBER$: USUHS Contract Caterers: The USUHS Cafeteria Manager can be
rea chad at (301) 493-6554 and t'lO Officers' Club Ma1ager can be reached at (30 1) 652--6318. To recuesl set-up and
demonstration of ALdlo VIsual Equipment call the MDL Office at (301) 295-3301. To request set-up and removal or
addiUonaltables and chairs call Property Ma11agement Office at (301) 295~ 3435 , University lnfonnaUon Systems (for
computers, telephones, etc. (301) 295-9800. USUHS Security (301) 295-3654. USUHS Facilities Department (301)
295-3045. University Affairs Office (Inform ol VIP altendanco et events) call (3:.>1) 295·31 66.
10. SUBMIT FORMS TO: Com::>leted forms must be turned In to: USUHS, Office or University Affairs,
Room B-1009, 4301 Jones Bridge Road, Bethesda, MD 20814-4799, or FAX to (301) 295-3757.
For additional information or questions, telephone: (301) 295-3166 or 1 (800) 515-5257.
Addl:lonal lnformallon may be found In USUHS Instruction 5110.
USUHS Form 5110 (Revised July 1998)