1. Recognized student organizations will be given first opportunity to schedule facilities. Student groups will be permitted to schedule events for the entire academic year in advance. Requests will be taken on a first come first serve basis. Meeting rooms may be scheduled for the entire year on one reservation form. Please be sure to list all dates for which you will need the room.
2. University departments will be permitted to reserve facilities up to four months in advance. University departments will not be permitted to make a reservation on Tuesdays and Thursdays between 2:00 pm and 4:00 pm during the Fall and Spring semesters. During those times, only student organizations may reserve spaces in the University Center. Reservations during times when classes are not in session may be made one year in advance.
3. Off-Campus Groups, regardless of affiliation by individual faculty or staff members, may be permitted to reserve facilities up to two months in advance during academic sessions. Off-Campus Groups will not be permitted to make a reservation on Tuesdays and Thursdays between 2:00 pm and 4:00 pm during the Fall and Spring semesters. During those times, only student organizations may reserve spaces in the University Center. Reservations during times when classes are not in session may be made up to six months in advance
4. Reservations must be received at least 48 hours in advance. Walk-in reservations will be accepted on an as-available basis. The room must be used as is. No special arrangements will be made for walk-in reservations.
5. Inquiries of room availability may be made by phone or e-mail, however reservations will not be confirmed until the completed reservation form is submitted and approved. Reservation forms must be submitted within 3 business days of a phone/e-mail inquiry “Hold”. If paper work is not submitted within this time period, a courtesy reminder will be sent for the “On Hold” reservation. If after three (3) additional business days the reservation form is not received, the “On Hold” reservation will be canceled and the facility will be released for other reservations.
6. Should you need to cancel a reservation, please contact the University Center Reservations Desk at least 24 hours in advance. If a group fails to cancel they may be charged for special arrangements that were made and may be restricted from future use.
7. All rooms will be checked before and after use. Rooms will be opened and locked by the University Center Staff. If you find your room is not available or the set-up is not what you requested, please contact the Reservations Supervisor or Evening Building Manager. If your meeting concludes earlier than scheduled please notify the Information Desk attendant. It is expected that the room(s) will be left in the same condition in which it was received. If the room is decorated in any way for your function, please remove all items before you leave. All decorating must be pre-approved and noted on the reservation form. Candles are not permitted for any reason. Extraordinary cleaning will be charged to the group.
8. Various health/sanitation codes, as well as contractual obligations, prohibit groups from serving or bringing outside food or beverages into the University Center facilities. Depending upon your group’s particular requirements, food and beverage service may be arranged by Aramark at 422-3865. Aramark (University dining services contractor) is the exclusive caterer for the University. All food or beverage arrangements MUST be made through Aramark.
9. Appliances, heaters and cooking equipment may not be used in any of the spaces in the building; without prior approval. There is a microwave oven provided in the commuter lounge. Audiovisual equipment is permitted.
10. If you require A-V support please notify the University Center Reservations Supervisor at the time of reservation. All equipment requests should be made with the Instructional Resources. If you need technical advise, you should contact the Instuctional Resources Center at 422-3501. Two weeks notice is required for all A-V requests.
11. Please report any facility problems to the Information Desk attendant. The desk is always staffed during regular operating hours.
12. For specific information concerning each of the available spaces, please refer to the facility description sheet. If you need a room set-up that is substantially different than the standard room configuration, you may be charged a set-up fee. Please do not remove or add furniture in any area.
13. The University Center is designed for use by recognized campus organizations and University departments. Student organizations and University departments will not be charged directly for their own use of the University Center. Room fees will be assessed for any off-campus groups wishing to utilize the University Center, regardless of affiliation by individual faculty and staff members. Rates for all non-profit groups will be based on the approved fee schedule. Fees for profit making organizations will be negotiated based on the type of function for which rooms are being reserved.
14. All events in the University Center that are open to the general public, must comply with ADA assistance notification regulations. All advertising must include the universal sign for accessibility as well as the statement.
(name and number of contact person).
If no one contacts you at least twenty-four (24) hours in advance to request accommodation it is not necessary to make contingency arrangements. Specific questions related to ADA compliance may be directed The Office of Diversity and Equal Opportunity at 422- 3656.
15. For general information concerning room reservations and University Center policies, please contact the Reservations Supervisor at 422-3767 or Director of the University Center & Student Activities at 422-3291.
16. The University Center staff reserves the right to relocate a meeting or program to another suitable area if there is an unavoidable scheduling conflict. We will make every effort to accommodate your original request and provide ample notification.
17. While Common Grounds is a reservable program space, it also functions as a food service venue. This places certain restrictions on how and when the room may be reserved. Any function held in Common Grounds during their regular operating hours (Monday – Thursday 8:00 am – 9:00 pm; Friday from 8:00 am – 5:30 pm) must be open to the University Community and your program should not interfere with their staff being able to continue their normal food and beverage service operation. You should be aware that some of the equipment may be loud from time to time as part of the normal operation. There is nothing that the Food Service staff can do about this as it is part of their normal operation. Closed functions can only be held when there is no food service operation. If the operation of the televisions or the sound system will detract from your program, please ask the Food Service staff to turn off the televisions and the sound system. If you have a problem, ask to speak to the Food Court manager on duty, the University Center Building Manager or the Director of the University Center & Student Activities. These elements should not be a distraction from your program. Additionally, it is your responsibility to ensure that the room is returned to the original/normal set-up at the end of the program. A floor plan for that set-up is available. When moving the furniture, please lift the tables and chairs off of the floor. DO NOT drag them. This causes excessive damage to the floor. If the room is not returned to the normal set-up or the floor is found to be damaged due to furniture being dragged, your group may lose your ability to reserve Common Grounds for programs in the future.
18. The Reception Center is specifically designed for special functions that require a formal atmosphere and has a fixed setup with a large conference/boardroom table that is also ideal for lunch or dinner meetings/presentations. The Reception Center leads to an outdoor balcony that may also be utilized when the weather permits.
19.Alcohol is not permitted in any part of the University Center.
20.Use of the University Center facilities outside of the normal operating hours may be considered on a case by case basis, if there is no other suitable area available on campus. A University Center staff member must be avle to be scheduled to work during these hours, so advanced arrangements are imperative. There may be a charge of $30.00 per hour for staffing the building for programs that occur outside of the normal operating hours of the University Center.