University of Hawaii at Manoa College of Arts, Languages & Letters

Reservation Policy

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Procedures

Submitting a Reservation

  • Review the list of CLT-managed facilities and equipment available for reservations. Specs and details are provided.

  • CLT’s normal hours of operation are:
    • Monday – Thursday, 8a – 4:30p
    • Friday, 8a – 4p (Hawai‘i Standard Time)
    • Closed on holidays and weekends
  • All reservation requests must be submitted at least 24-business hours in advance.
    • Internal users (CALL faculty, staff, and graduate assistants) with requests for usage during normal business hours may submit reservations using the online Reservation Form. The requester must be the responsible party for the reservation.
    • External users (outside of CALL) or those requesting usage outside normal business hours must schedule a consultation with the CLT. Please email cltmanoa@hawaii.edu with your request details.
      • Note: Facility rental fees may apply. Please refer to our Facility Categories & Rates below.
  • Reservations are not confirmed until you receive an official confirmation email from cltmanoa@hawaii.edu.

Cancelling a Reservation

  • To cancel a reservation, please send a written notice to cltmanoa@hawaii.edu (preferred) before the start of your reservation time, the earlier the better so we can make the facility or equipment available to others.
  • Alternatively, you may call the CLT office at (808) 956-8047.
  • If applicable, we will only invoice for costs already incurred, such as installation of non-standard software.

Making Special Requests

  • Please include any setup needs in the “Notes” section of the reservation form:
    • Most CLT facilities can be set up for hybrid settings (in-person/remote), with advance notice and pending equipment (camera, microphone, etc.) availability.
    • 6-foot tables may be requested for refreshments to be served in the hallway, with advance notice and pending table availability. Please be prepared to dispose of trash in the outside bin.
  • To make any special requests or changes after the reservation form has been submitted, please email cltmanoa@hawaii.edu.

Conditions of Use

The group using the facility must agree to the following conditions:

 

  • Facilities
    • Food and beverages are generally not permitted in CLT-managed facilities. Drinks with securely covered lids are acceptable, except in the Moore Hall 153A and 153B Computer Labs, where no food or beverages are permitted. The individual listed on the reservation is responsible for ensuring that all attendees comply with this policy. If food or beverage violations result in spills or stains, a $100 cleaning fee may be assessed. The renting organization is also responsible for the replacement cost of any equipment damaged during the facility rental.
    • All equipment, including the overhead projector, chairs and tables, must remain in the assigned room.
    • The renting organization is responsible for safe keeping of all equipment during facility use and will be held liable for any lost and/or damaged equipment due to misuse, abuse, or negligence.
    • CLT is not responsible for injury to the host, participants, and other guests and is not liable for personal property loss.
  • Equipment
    • Equipment is available for academic and classroom use on-campus only.
    • Standard loan periods are limited to the duration of the class period or event for which it is requested.
    • If needed, equipment may be loaned for up to one week and may be renewed up to three times, pending availability and approval from the CLT.
    • For weekend use, equipment may be checked out Friday afternoon and returned Monday morning, pending availability and approval from the CLT.
    • Users are responsible for the care, security, and timely return of all borrowed equipment.
    • Damage or excessive wear caused by carelessness or neglect is the responsibility of the borrower.

    Rental Rates

    Brief

    CLT-managed rooms are designed to fulfill specific needs that are not accommodated by other UHM facilities. The spaces that the CLT occupies in Moore Hall were specifically designed with the needs of a language learning facility. No other facility on the Mānoa campus has been designed with this specific need in mind. All the equipment made available in CLT rooms has been secured through grant funding or fees assigned to their use. Priority to use CLT rooms is given in consideration of the origin of the request and the purpose for which a room is requested.

    Origin

    1. Courses with language component(s)
    2. CALL Departments and Dean’s Office
    3. UHM units outside of the CALL (fee assessed)
    4. Non-UH Educational or non-profit Organizations (fee assessed)
    5. Private (fee assessed)

    Purpose

    1. Related to the mission of the CLT or associated with a CLT-sponsored project
    2. Related to the mission of the CALL, with instructional applications given highest priority
    3. Academic purposes not related to CLT mission (fee assessed)

    CLT Facilities are maintained through grants awarded to the CLT and CALL funds. External users may request to rent our facilities for a modest fee. All requests for usage outside of normal business hours and/or from external users require a CLT consultation.  Please email cltmanoa@hawaii.edu or call 808-956-8047 with your request details.

    Normal Hours of Operation

    • Monday – Thursday, 8a – 4:30p & Friday, 8a – 4p (Hawai‘i Standard Time)
    • Closed on holidays and weekends.
    • Requests outside of normal business hours are based on staff availability and require the presence of CLT staff (see fee table below).

    Fee Categories & Rates

     
    CALL
    UH System
    Government/ Non-Profit
    Private Entity
    Room Use
    		 no charge $100/hr $150/hr $200/hr
    Technical Assistance During Event*
    		 no charge

    $15/hr GA

    $50/hr staff

    $15/hr GA

    $50/hr staff

    $15/hr GA

    $50/hr staff
    Outside of Business Hours

    inquire with

    cltmanoa@hawaii.edu

    		 add $40/hr add $40/hr add $40/hr
    Software Installation/Removal**
    		 no charge add $40/hr add $40/hr add $40/hr

    * Technical assistance must be pre-arranged and is based on staff/student availability. Staff and students are not available “on-call.“

    ** Additional software required on the computers must be provided by the department/group using the lab and must be installed by CLT. The group must provide CLT with a disclaimer that the group will take full responsibility for legal licenses of the software.

    Payment Methods

    Accepted Payment Methods

    • UH Interdepartmental Order (IDO)

    • Check Payment

    • Credit Card (VISA, MasterCard, Discover)

    For more information, email cltmanoa@hawaii.edu or call 808.956.8047