Reservation Policies - LBJ Student Center &                 UPPS No. 08.01.13

Student Center Mall                                                            Issue No. 4
Effective Date: 01/15/2008
Review: August 1 E10Y

                                                                                                Attachments I, II, III, IV

 

 

01.       POLICY STATEMENT

 

01.01  The purpose of this UPPS is to establish policies, priorities, regulations, restrictions, and responsibilities for individuals and organizations to reserve space in the LBJ Student Center and the Student Center Mall.

 

02.       GENERAL OPERATING GUIDELINES

 

02.01  Room reservations for priority consideration for the upcoming academic year will be accepted between the first Monday in February through February 28. Priority reservations will be confirmed by March 31. After March 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 and in good financial standing with the Reservations Office to reserve space in the LBJ Student Center. 

 

02.03  Space reserved in the LBJ Student Center will be scheduled for programs, activities and special events. 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 for events scheduled outside regular operating hours, particularly those scheduled after 11 p.m. as determined by the LBJ Student Center Associate Director for Operations. All reservations extending after 11p.m. will follow rules and regulations as noted on the Student Center Late Night Policy. The sponsoring organization is financially responsible for security charges. (See SA/PPS 06.02, Management for Late Night Events for the LBJ Student Center.)

 

02.06  Special approval is required for events with alcoholic beverages served.  Approval must be obtained by the Dean of Student as outlined in UPPS No. 05.03.03, Alcoholic Beverage Policy and Procedure before space will be confirmed.  A minimum of one licensed University Police Department (UPD) officer is required for events with alcohol service. Additional officers may be required as determined by UPD administrative personnel.  The sponsoring organization shall assume financial responsibility for security.

 

02.07  All university solicitation regulations and laws of the State of Texas shall govern space usage in conjunction with fundraising. Solicitation events held in the mall are limited to five consecutive days by any one organization or group. (See UPPS No. 07.04.03, "Solicitation on Campus").

 

02.08  Banners may be hung in the building by reserving space through the Reservations Office.

 

02.09  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 I). (1) Room setup requests must be received at least one week in advance. (2) Setup alterations will be performed by LBJ Student Center personnel only.

 

d.   Equipment Usage Fees

 

The LBJ Student Center has a minimal amount of rental equipment available for use by groups reserving space (see Attachment II).

 

03.       PROCEDURES FOR RESERVATIONS - LBJ STUDENT CENTER

 

03.01  Reservation forms may be obtained from the Reservations Office or downloaded from http://www.lbjsc.txstate.edu/services/conference/forms.html. A copy of the confirmed reservation request will be returned within 5 working days. Special room setup and equipment requirements must be submitted one week   prior to the date of the event.

 

03.02  The cancellation of an event must be received in writing by the Reservations Office. Cancellation of overtime events (events scheduled outside of normal operating hours) must be made prior to the event. Failure of notification of the cancellation before a deadline will result in a cancellation fee (see Attachment III).

 

03.03  The LBJ Student Center reserves the right to substitute room assignments when necessary. The reserving party will be notified of the reassignment.

 

03.04  In case of a scheduling conflict, the Coordinator of Student Center Services (SCS) will make a final decision in consultation with the Associate Director of Operations and the LBJ Student Center Director or his or her appointed representative.

 

03.05  The reserving party should indicate on the reservation request form any decorating time required. The reserving party is responsible for overtime charges related to decorating time. All decorations must be approved by the Coordinator of SCS and must be removed at the conclusion of the event.

 

a.   Candles may not be used.

 

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.       PROCEDURES FOR FOOD EVENTS

 

04.01  All events at which food or beverages are served must have a signed food waiver (Attachment IV) 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 LBJ Student Center.

 

04.03  The LBJ Student Center shall provide tables, chairs, risers, and other miscellaneous furniture for banquets and receptions. The caterer or reserving party must supply dishes, linens, utensils, warmers, etc. A sink, water and electricity are available.

 

04.04  Charges related to early openings or late closings required to meet the needs of catering setup or cleanup are the financial responsibility of the reserving party. 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 SCS shall be included in the setup arrangements with the reserving party and the caterer.

 

d.   Setup arrangements must be finalized with the Coordinator one week prior to the event.

 

e.   The reserving party must obtain visitor parking permits for catering vehicles through the University Police Department. Arrangements must be made through the Reservations Office for use of the LBJ Student Center loading dock.

 

f.    The reserving party shall assume responsibility for seeing that the caterer supplies trash receptacles and bags. All trash must be removed from the LBJ 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 clean up fee. All items must be removed from the room immediately upon the completion of the reserved event.

 

g.   In the event that the LBJ 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.       PROCEDURES FOR MALL RESERVATIONS

 

05.01  The location of tables or booths placed on the mall is determined by the Coordinator of SCS. Relocation of tables or booths is not allowed 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 UPPS No. 07.04.03, Solicitation on Campus).

 

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 or booth at all times.

 

05.04  Use of sound equipment in conjunction with mall events must be approved by the Associate Director of Operations and the LBJ Student Center Director or his or her appointed representative and must be scheduled during specifically set times.

 

05.05  Organizations can reserve tables at the Reservations Office. Assigned locations will be determined by the Reservations Office.  

 

05.06  Any organization found in violation of policies will be asked to vacate its location and its reservation will be cancelled.

 

06.       REVIEWERS OF THIS UPPS

 

06.01  Reviewers of this UPPS include the following:

 

Position                                                         Date

 

Director, LBJ Student Center                     August 1 E10Y

 

Associate Director, LBJ Student               August 1 E10Y

Center

 

Coordinator, Student Center                     August 1 E10Y

Services

 

07.       CERTIFICATION STATEMENT

 

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.

 

Director, LBJ Student Center; senior reviewer of this UPPS

 

Associate Vice President for Student Affairs and Dean of Students

 

Vice President for Student Affairs

 

President