Policies
Facility Policies and Procedures
- Introduction
- General Guidelines
- Food, Beverage, and Alcohol
- Decorations, Exhibits, Displays
- Parking
- Concessions
- Fees and Event Billing
- Cancellations
- Sanctions
Introduction
1.1
This policy is intended to facilitate the fair allocation and efficient use of facilities within Sarratt StudentCenter and provide for the uniform and consistent administration of facility usage.
1.2
Facility policies and procedures have been created for temporary use of Sarratt Student Center for meetings, activities, and events.
1.3
Sarratt Student Center reserves the right to amend the policies and procedures. The Director and/or Assistant Director shall determine all matters not explicitly stated by the following policies and procedures.
General Guidelines
2.1
Sarratt Student Center and Reservations and Events will have the ability to coordinate the use of meeting/event space.
2.2
In accordance with the written priority guidelines, Sarratt Student Center spaces are reserved in the order in which requests are received by the Reservations and Events. Consideration will be given to the size of the group, type of set-up needed, and space available. Sarratt Student Center reserves the right to assign, and if necessary, reassign space to assure the maximum and most appropriate utilization of that space.
2.3
University departments and student organizations may co-sponsor events with off-campus organizations, as long as the mission of the off-campus organization relates to the mission of the on-campus sponsor and/or the mission of Vanderbilt University. Also, University sponsors must be present at the event to ensure that Vanderbilt policies and procedures are followed. Vanderbilt University departments and student organizations may not serve as fronts for off-campus organizations. If fronting is discovered, outside rental rates will apply.
2.4
Advertising for university and non-university events prior to an event confirmation is prohibited and may result in denial of the request to use space in Sarratt Student Center.
2.5
After a room has been scheduled, room configurations, food service, audio-visual, and other arrangements may be made. It is suggested that room configurations, audio-visual, and technician requests should be made at the time of scheduling to ensure availability.
2.6
Sarratt Student Center is required to coordinate event set-ups, tear downs, and housekeeping. All room reconfigurations or specific room set-ups should be given to Reservations and Events in advance of the requested event. All groups will be charged a fee to reconfigure any designated room or area specified. No one is allowed to reconfigure rooms or common spaces due to the possibility of damage to furniture and to prevent personal injury.
2.7
Sarratt Student Center has in-house audio-visual equipment. Arrangements for the use of Sarratt audio-visual equipment must be finalized two weeks prior to the event. No outside audio-visual equipment is permitted unless approved by a member of the Student Center Staff.
2.8
Sound amplification equipment may not be used except in specified areas. All other exceptions must be approved by the Director and/or Assistant Director. Sound amplification may require a technician.
2.9
Sarratt Student Center reserves the right to require fire, police or other security personnel for events in or on the premises. The need shall be determined based on the time, place, and type of event. Security personnel may also be provided at the request of the sponsoring organization. Events requiring security coverage will not be permitted if adequate security is unavailable. The group sponsoring the event is responsible for all applicable security charges. No security may be provided from agencies outside of VPD or their designee.
2.10
The group scheduling the Sarratt Student Center will be held financially responsible for any special clean-up, maintenance, or repair, resulting from an event or activity.
2.11
The group sponsoring an event in Sarratt Student Center may determine the participants at the event. The group is held accountable for the actions of the participants while in Sarratt Student Center.
2.12
Sarratt Student center is a smoke-free building.
2.13
Sarratt Student Center is not responsible for any lost, stolen or damaged property belonging to guests/users of the facility. All items found in Sarratt will be held for one week. After this time items remaining will be donated or taken to VPD according to the University lost and found policy.
2.14
All outside vendors for event support must approved by a member of the Student Centers Staff.
2.15
Distribution of any type of materials (including but not limited to leaflets, fliers, gifts, surveys, coupons, etc.), or solicitation of any type of goods or services must be given specific permission by the Director or an Assistant Director.
2.16
The use of bicycles, skates, skateboards, and other wheeled recreational vehicles is prohibited inside Sarratt Student Center. Bicycles must be left outside and secured to the bike racks provided near the entrances to the building
2.17
Only service animals—guide dogs, signal dogs, or other animals individually trained to provide assistance to a person with a disability—and law enforcement animals are permitted in Sarratt Student Center. The Director/Asst. Director must approve animals used in lectures and/or demonstrations.
2.18
At any scheduled event where fire capacity is exceeded, the group shall be required to take immediate measures to become compliant or Sarratt staff may close down the event.
2.19
In the event of an emergency during an event, the Sarratt staff will follow the proper procedures outlined in the Sarratt Student Center emergency manual. All building occupants are expected to follow all instructions given to them by a Sarratt staff member
2.20
All groups using Sarratt Student Center shall obey all published University and SC policies, regulations and guidelines, as well as all local, State and Federal laws. Violations of these procedures by the group may result in the loss of scheduling privileges where specific violation occurred or in all of the Student Center facilities.
Food , Beverage & Alcohol Service
3.1
After the appropriate facility has been scheduled, food and beverage arrangements may be made. All food and beverage arrangements are the responsibility of the group. If table cloths and table skirting are desired arrangements must be made through a catering service. Sarratt Student Center does not provide linens of any kind.
3.2
No organization will be permitted to serve alcohol in the Sarratt Student Center. Any department or outside client may petition the Director of Student Centers for an exception to this rule.
Decorations, Exhibits & Displays
4.1
Decorating and posting limitations must be discussed and approved with the Sarratt two weeks prior to the event (also see Posting Policy).
4.2
No tape, glue, tacks or nails are permitted on the walls, doors, floors, ceilings, glass, woodwork, draperies, moveable walls or any painted surface of any of the three SC facilities. Groups that cause damage to the ceiling, floors or walls by taping or adhering items to the facility furnishings will be assessed a $25.00 damage fee or the actual cost of repair, whichever is greater.
4.3
Decorations, exhibits, or displays in reserved spaces must not block or obstruct doorways, hallways, corridors, staircases and fire exits.
4.4
Light bulbs may not be placed where heat from the bulbs might create a fire hazard. Approval for special effects equipment, such as smoke, fog and fire machines, sparklers, etc., is given by the Director of Student Centers.
4.5
Banners and displays made with flammable materials may be used only where no danger of fire exists, as determined by the Assistant Director.
4.6
Groups utilizing decorations, exhibits or displays must arrange for labor to set-up and remove the materials.
4.7
Student Centers will not be held responsible for the loss of any materials, displays, gifts, favors or other items left in any of the buildings.
4.8
Decorations, exhibits and displays must be removed immediately following the event or activity, unless other arrangements have been approved by the Assistant Director.
4.9
No candles may be used in Sarratt Student Center.
4.10
All table centerpieces must be non-flammable or constructed of fire resistant materials.
4.11
Sarratt Student Center does not permit hay, sand weights, confetti, rice, dance wax, powder, glitter, or similar materials. Groups will be assessed a fee for any extensive clean-up.
4.12
Any special needs for decorations, exhibits, and displays beyond the scope of this policy must be approved by the Assistant Director.
Parking
5.1
Users and guests must abide by all University parking/traffic requirements, including but not limited to passenger and equipment loading/unloading, observance of authorized parking locations, payment of fees, and display of parking permits. Payments of citations, which result from parking/traffic violations, are the sole responsibility of the user and their guests.
5.2
Access to the loading dock must be coordinated with Sarratt Student Center two weeks prior to an event. Parking in the loading dock is prohibited and violators will be ticketed and/or towed at the owner’s expense.
5.3
Parking arrangements for events are the responsibility of the event planner. Vanderbilt University does not offer event parking Monday – Friday 7am – 6pm.
Concessions
6.1
Sarratt Student Center reserves the right to control the sale of all concessions and distribution of free samples including food, beverage, and parking or any other services connected with the facility.
6.2
Groups may be permitted to sell novelties, programs, t-shirts, DVD’s, and CD’s provided the group has obtained proper approval from the bookstore and given 14 days notice to the SC staff. Display tables and selling locations will be at the discretion of the facility and must be manned by a member of the organization at all times. If security of the proceeds is a concern, a Vanderbilt Police Officer may be necessary.
Fees and Event Billing
7.1
ALL groups will be charged for all other services in Sarratt Student Center including but not limited to set-up, clean up, room reconfiguration, A/V equipment, housekeeping, and technical needs.
7.2
Room rental rates are subject to change. Actual room rental will be billed at the current rate, which may not exceed the original booking rate by more than 5%.
7.3
Event deposits and invoices are processed through Reservations and Events.
7.4
Payment is to be made through an account and center number. Payment of invoices is due 10 days prior to the event. Payment is due upon receipt.
7.5
If applicable, rental deposits are due at the time the reservation is made. Rental deposits are non-refundable and non-transferable.
7.6
For all large scale events, it is recommended that organizations and departments get a price quote from the Director and/or Asst. Director.
Cancellations
8.1
If circumstances arise that an event will not be taking place, please cancel through Reservation and Events at least one business day in advance. By canceling, the space will then be available for use by another University department or student organization.
8.2
Failure to observe the above cancellation deadlines may result in room rental charges or cancellations fees.
Sanctions
9.1
If the room furniture has been rearranged by a customer, a charge will be billed to the customer for the Building Staff’s time to reset the room.
9.2
If an excessive amount of trash has been left in the room, a charge will be billed to the customer for Housekeeping.
9.3
Any group, who violates any policy or fails to pay all charges/debts incurred from a scheduled event within 30 days after receiving a bill, may be denied the privilege of using any or all Student Centers facilities for a period of time deemed appropriate by the Director of Student Centers
9.4
A University department, student organization or any other group shall be responsible for any damages incurred as a result of a scheduled event.
9.5
Appeals to charges or fees assessed must be submitted in writing (i.e. e-mail or letter) to the Director of Student Centers 10 days after a bill is received.
