01.01 We at Texas State are committed to the provision and maintenance of appropriate physical facilities which contribute to a comfortable and conducive learning and work environment. The following procedure contributes to the fulfillment of this policy.
01.02 The purpose of this UPPS is to establish policies, priorities, regulations, restrictions, and responsibilities for individuals and organizations to reserve space in the LBJ Memorial Student Center and the Student Center Mall.
*02.01 Room and mall reservations for priority consideration for the upcoming academic year will be accepted between April 15 and June 1. Priority Reservations will be confirmed by June 15. After June 1, reservations will be accepted on a first-come, first-served basis.
02.02 Student organizations must be registered with the Office of Campus Activities and Student Organizations to reserve space in the Student Center.
02.03 The reserveable space in the Student Center will be scheduled for student programs and activities only. Academic classes will not be scheduled in the Student Center.
02.04 Indirect sponsorship of events is not permitted.
02.05 University security officers may be required as deemed appropriate, particularly for events held after 10 p.m., by the Director of University Police and/or LBJ Student Center Director. Sponsoring organizations shall assume the financial responsibility if security is required.
02.06 Events at which alcoholic beverages are served must be approved by the Dean of Students before space will be confirmed. A university police officer is required for all events where alcoholic beverages are served. The sponsoring organization shall assume financial responsibility for security. (See UPPS No. 05.03.03, "Alcoholic and Beverage Policy and Procedure Statement".)
02.07 The San Marcos Room may not be used as a meeting room for organizational meetings scheduled regularly throughout the school year.
02.08 All university solicitation regulations and laws of the State of Texas shall govern space usage in conjunction with fund raising. Solicitation events held in the mall are limited to five (5) consecutive days by any one organization/group. (See UPPS No. 07.04.03, "Solicitation on Campus").
02.09 Banners may be hung from the catwalks by reserving space through the Student Center Services Office.
02.10 Fees associated with reservations of space within the LBJ Student Center include the following:
a. A room rental fee is charged for the use of space in the Student Center depending on priority grouping and the type of event. (See Attachment I)
b. Overtime Fee
An overtime charge will be assessed for use of the facilities (See Attachment I). Overtime is defined as hours prior to or beyond posted building hours. In no instance will events be scheduled prior to 6 a.m. or beyond 2 a.m.
c. Setup Fees
A setup is defined as any alteration requested in a standard room setup. (See Attachment II for a schedule of setup charges.) (1) Room setup requests must be received at least one week (7 days) in advance. (2) Setup alterations will be performed by LBJ Student Center personnel only.
d. Equipment Usage Fees
The LBJ Student Center has minimal amount of equipment available for use by groups reserving space. (See Attachment II for Equipment Usage Fee Rates.)
*03.01 Reservation forms may be obtained from the Coordinator of Student Center Services. A copy of the approved reservation request will be returned within five (5) working days as a confirmation of the organization's request for space. Special room setup and equipment requirements must be submitted one week (7 days) prior to the date of the event.
03.02 The cancellation of an event must be received in writing by the Coordinator of Student Center Services 24 hours prior to the event. Cancellation of overtime events (events scheduled outside of normal operating hours) must be made 48 hours prior to the event. In the event notification is not received before the deadline, a $25 cancellation fee will be charged to the sponsoring organization or individual.
03.03 The LBJ Student Center reserves the right to substitute room assignments when necessary. The reserving party will be notified in writing of the reassignment.
03.04 In case of a scheduling conflict, the Coordinator of Student Center Services will make a final decision in consultation with the LBJ Student Center Director.
03.05 If decorating time is required, the reserving party should indicate the desired time on the reservation request form. The reserving party assumes responsibility for overtime charges related to decorating time. All decoration must be approved by the Coordinator of Student Center Services and removed at the conclusion of the event.
a. Candles may not be used unless previously approved.
b. The application of any substance to the floor is strictly prohibited.
c. No liquid of any kind may be used for decorations other than approved water base paint for specific university-sponsored displays on windows (such as Homecoming).
d. Sawing, hammering, painting, etc., must be done outside the building.
e. Objects may not be secured to the ceiling or walls.
03.06 It is the responsibility of the reserving party to leave the room in the same condition as when the meeting began. Any damage or loss to the room or equipment will be the responsibility of the reserving party. A setup fee will be assessed to the reserving party if standard room setups are altered.
04.01 All events at which food or beverages are served must have a signed food waiver (Attachment III) on file with the reservation, unless a university approved caterer is used. If the waiver is not submitted the function will be cancelled.
04.02 All food items must be precooked prior to arriving in the Student Center.
04.03 The Student Center shall provide table, chairs, risers, and other miscellaneous furniture for banquets and receptions. The caterer or reserving party must supply dishes, linens, utensils, warmers, etc. Sink, water and electricity are available.
04.04 For food events utilizing the services of a caterer, the reserving party is responsible for adhering to the following procedures:
a. Off-campus caterers must appear on the approved list of caterers compiled by the Office of Auxiliary Services.
b. The reserving party must supply the caterer's name and telephone number upon scheduling the event.
c. The Coordinator of Student Center Services shall be included in the setup arrangements with the reserving party and the caterer.
d. Setup arrangements must be finalized with the Coordinator one (1) week prior to the event.
e. The reserving party must obtain visitor parking permits for catering vehicles through the University Police Department. Caterers must access the San Marcos Room area by using the west elevator in the south wing of the Student Center (Roanoke Street entrance). Elevators behind the San Marcos Room are not accessible.
f. The reserving party shall assume responsibility for seeing that the caterer supplies trash receptacles and bags. All trash must be removed from the Student Center upon the termination of the reserved activity.
The kitchen area must be left clean and clear of dishes. In the event that the caterer does not comply with the clean up requirements, the reserving party will be charged a $50 cleanup fee. All items must be removed from the room immediately upon the completion of the reserved event.
g. In the event that the Student Center may need to open early or remain open beyond building hours to accommodate catering setup or cleanup, the reserving party shall assume financial responsibility.
05.01 The location of tables/booths placed on the mall is at the discretion of the Coordinator of Student Center Services and may not be relocated without permission.
05.02 Reserving parties conducting solicitation events must obtain appropriate solicitation approval. Distribution of food or beverages must be approved through the solicitation process and food waiver forms must be completed (see Attachment III).
05.03 Groups soliciting in the mall may not interfere with the flow of traffic and must have a member of the organization present at their table/booth at all times.
05.04 Use of sound equipment in conjunction with mall events must be approved by the LBJ Student Center Director.
05.05 Card tables may be used for events on the mall at no charge. Tables may be picked up by the organization at the Information Desk. Assigned space will be identified by the Coordinator of Student Center Services.
05.06 Any organization found in violation of policies will be asked to vacate its location and its reservation will be cancelled.
06.01 Major responsibilities for routine assignments associated with this UPPS include the following:
Position Section Date Director, LBJ Student Center Review Aug. 1 E10Y* Coordinator, Student Center Services* Review Aug. 1 E10Y* Asst. Director of Admissions for Orientation* Review Aug. 1 E10Y*
This UPPS has been approved by the following individuals in their official capacities, and represents Texas State policy and procedure from the date of this document until superseded.
Ms. Lillian Dees, Director, LBJ Student Center; senior reviewer of this UPPS
Ms. Francis Hargrove, Coordinator, Student Center Services; reviewer of this UPPS*
TBN, Assistant Director of Admissions for Orientation; reviewer of this UPPS*
Dr. John Garrison, Assistant Vice President for Student Affairs and Dean of Students
Dr. James Studer, Vice President for Student Affairs
Dr. Jerome Supple, President