Facility Policies and Procedures
Introduction
1.1
This policy is intended to facilitate the fair allocation and efficient use of facilities within the Student Life Center and provide for the uniform and consistent administration of facility usage.
1.2
The facility use policy applies to the temporary use of facilities in the Student Life Center that are made available for meetings, activities, and events.
1.3
The Student Life Center reserves the right to alter and/or amend this Facility Policies and Procedures document. The Director shall determine all matters not expressly covered by the Facility Policies and Procedures.
General Guidelines
2.1
The Student Life Center (SLC) and the Office of Reservations and Events (ORE) are responsible for coordinating the use of all SLC facilities. It is recommended that all university requests for the use of facilities be submitted to the ORE. All non university requests must be submitted through the SLC. Advertising an event prior to event confirmation is prohibited and may result in denial of the request to use the SLC.
2.2
SLC facilities are reserved in the order in which requests are received pertaining to the written priority guidelines, with consideration being given to the size of the group, type of set up needed, and space available. The SLC reserves the right to assign, and if necessary, reassign facilities to assure the maximum and most appropriate utilization of the SLC.
2.3
After a room has been scheduled, food service, audio-visual, and other arrangements may be made. Groups are not permitted to bring their own food or beverage into SLC (all food must be catered). Student Organizations can get an exception to this rule. Exceptions must be approved through the Student Life Center.
2.4
Groups are not allowed to bring in A/V equipment the SLC has in-house. Specifically, groups may not bring in their own LCD projectors. Arrangements for use of SLC audio-visual equipment must be finalized two weeks prior to events in the Ballroom/Board of Trust and 5 days for other meeting rooms.
2.5
Lower level meeting rooms and the Board of Trust room have predetermined set ups. No groups are allowed to reconfigure those rooms due to possibility of damage to furniture and to prevent personal injury. The staff at the SLC can reconfigure rooms to accommodate client requests. Any room reconfigurations should be given to the SLC 5 days in advance of any event. All groups will be charged $25.00 to reconfigure meeting rooms 1, 2 or 3.
2.6
The group scheduling the SLC will be held financially responsible for any special clean-up, maintenance, or repair, resulting from their event or activity.
2.7
A conference service fee may be assessed based on the scope of an event. This covers limited handling of shipping materials and clean up and removal of discarded display items. Groups will be charged a minimum of $75.00 for this service.
2.8
The SLC reserves the right to require fire, police or other security personnel for events in the SLC. 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 the VUPD or their designee.
2.9
All groups using the SLC shall obey all published University and SLC policies, regulations and guidelines, as well as all local, State and Federal laws. Violations of this procedure by the group may result in the loss of scheduling privileges in the SLC.
2.10
At any scheduled event where fire capacity is exceeded, the group shall be required to take immediate measures to become compliant or the Building Manager may close down the event.
2.11
The group sponsoring an event in the SLC may determine the participants at the event. The group is held accountable for the actions of the participants while in the SLC.
2.12
The Student Life Center is a smoke-free building.
2.13
The SLC is not responsible for any lost, stolen or damaged property belonging to users of the facility.
All items found in the SLC will be held for one week. Items remaining at the lost and found for more than one week will be donated.
2.14
All events must end one half hour prior to the closing time of the building. See section 2.18 for Building operational hours. Building can be opened beyond regular operational hours at $100.00 an hour.
2.15
The distribution of leaflets, flyers and other handout materials as well as petition drives is not permitted without written permission from the Student Life Facilities Director.
2.16
Sound amplification equipment may not be used in any areas other than in the ballroom and meeting rooms. A technician may be required. Any exceptions to this must be approved through the SLC.
2.17
Working animals such as seeing eye, hearing, service animals, and dogs used in law enforcement are the only animals permitted in the SLC. The SLC office must approve animals used in lectures and demonstrations.
2.18
Student Life Center Operational Hours
Office Hours
Monday through Friday
8:00 AM-5:00 PM
Available event hours
Sunday through Saturday 7:00 AM-12:00 AM
Building staffed
Monday through Friday
7:00 AM-5:00 PM (hours change for events)
Saturday Sunday
Open only for events.
During the non academic term and holiday breaks, the SLC operates on a reduced schedule which will be posted approximately one week before any change in building hours. Unless a special program is scheduled, the SLC is CLOSED on Independence Day, Labor Day, Memorial Day, Thanksgiving Day (Thurs-Sun), Christmas Eve, Christmas Day and New Years Day.
2.19
In the event of an emergency during an event, the SLC building/event manager will follow the proper procedures outlined in the SLC emergency manual. All building occupants are expected to follow all instructions given to them.
2.20
The Student Life Center will not take standing reservations. Groups may reserve up to 3 dates at a time.
Food, Beverage & Alcohol Service
3.1
After the appropriate facility has been scheduled, food, beverage, and alcohol service arrangements may be made using the SLC approved catering list (List of approved caterers is available at www.vanderbilt.edu/studentlifecenter/catering.html).
3.2
Groups are not permitted to bring their own food or beverage into SLC (all food must be catered). Student Organizations can get an exception to this rule. Exceptions must be approved through the SLC.
3.3
All food, beverage, and alcohol arrangements are the responsibility of the group renting the SLC.
3.4
During events, all tables must be covered. The SLC does not have table linens in-house. The client or caterer must supply them.
3.5
The Student Life Center does not allow BYOB functions. Therefore, student organizations must obtain special permission to secure a third party distributor to sell alcohol. Staff from the Student Life Center will assist student organizations in obtaining the services of a third party distributor. Student organizations will also be required to attend special event registration, party management training, and have security on site for the event.
University departments are required to use licensed bartenders from a licensed caterer.
3.6
Beer is not allowed in the SLC. BYOB events are not allowed in the SLC.
3.7
All alcoholic vendors must have liability insurance. Proof of insurance must be given to the SLC two weeks prior to the event.
Decorations, Exhibits & Displays
4.1
Decorating and posting limitations must be discussed and approved with SLC two weeks prior to the event.
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 the SLC 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
Doorways, hallways, corridors, staircases and fire exits cannot be blocked or obstructed.
4.4
Light bulbs may not be placed where heat from the bulbs might create a fire hazard. Special effects equipment, such as smoke, fog and fire machines, sparklers, etc., must be reviewed by the SLC staff before approving.
4.5
Banners and displays made with flammable materials may be used only where no danger of fire exists, as determined by the SLC.
4.6
Groups utilizing decorations, exhibits or displays must arrange for labor to set up and remove materials. If a ladder is being used for this process, groups will either need to sign a liability release OR arrange and pay for the SLC staff to assist. Use of the aerial lift requires licensing.
4.7
The SLC is not responsible for the loss of any materials, displays, gifts, favors or other items left in the building.
4.8
Decorations, exhibits and displays must be removed immediately following the event or activity, unless other arrangements have been approved by the SLC.
4.9
Candles must be enclosed in glass to prevent a fire hazard.
4.10
All table centerpieces must be non-flammable or constructed of fire resistant materials.
4.11
The SLC does not permit hay, sand weights, confetti, rice, dance wax, powder, or similar materials. Groups will be charged 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 SLC.
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. Access to the loading dock must be coordinated with the SLC two weeks prior to event. Parking in the loading dock is prohibited and violators will be ticketed and/or towed at the owner’s expense.
5.2
Parking arrangements for events will be made with the SLC.
5.3
The SLC has 20 parking spaces under the facility. This parking can be used for events, but no additional parking is available during the business day. All parking requests must submitted to the SLC no less than 3 weeks prior to the event date.
Insurance Requirements
6.1
All non-University organizations renting space in the SLC must carry a minimum of $1,000,000 Liability and name Vanderbilt University as additionally insured.
6.2
Proof of this insurance must be turned in two weeks prior to the event.
6.3
All Vanderbilt student organizations and University departments are exempt from this section.
Room and Event Billing Procedures
Student Organizations and University Departments
7.1
Event deposits and invoices are processed through the SLC. Rental deposits are due when the reservation is made, invoices are due 10 days before the event.
7.2
Student organizations and University & Medical Center departments must provide account & center numbers for direct billing. This information will be acquired by way of a completed reservation agreement.
7.4
If a deposit is required to reserve the ballroom, it must be paid the time the reservation is made. Rental deposits are non-refundable and non-transferable.
7.5
For all large scale events it is recommended that organizations and departments get a price quote from the SLC office.
Non-University Rentals
7.8
All non-university related business is processed through the SLC office.
7.9
Non university organizations wishing to claim tax exempt must have a Blanket Certificate of Exemption from the Tennessee Department of Revenue. This must be provided up front with the deposit.
7.10
Payment in full is due 10 business days before the event date.
7.11
Bills may be paid with a check written to Vanderbilt University Student Life Center. The SLC does not accept cash or credit cards.
Concessions
8.1
The SLC reserves the right to control the sale of all concessions including food, beverage, and parking or any other services connected with the facility. No free samples may be distributed at the facility without the approval of the Assistant Director.
8.2
Programs and Novelties: Groups may be permitted to sell novelties, programs, t-shirts, DVD's, and CD's provided the SLC is given notice 14 days prior to event. Display tables and selling locations will be at the discretion of the facility.
Sanctions
9.1
Any group, which violates any section of this procedure or fails to pay all charges or debts incurred from a scheduled event and owed to the SLC within 30 days after receiving a bill, may be denied the privilege of using the SLC for a period of time deemed appropriate.
9.2
A University department, student organization or any other group shall be assessed and responsible for any damages incurred as a result of a scheduled event.
9.3
Appeals must be submitted in writing to the SLC 10 days after a bill is received.
Scheduling events in the Student Life Center
10.1
All space in the Student Life Center is reserved through the Office of Reservations and Events or the SLC. The following is the order of priority.
1. Commencement (Second Wednesday-Friday in May)
2. Board of Trust
3. Building Associates and Office of the Dean of Students:
Career Center, Global Education Office, International Student & Scholar Services, Office of International Services
4. Student Organizations
5. University Departments
6. Non-University Groups
10.2
Room rental rates are listed on an attachment of this document. Student organizations, Building Associates and DOS are not charged a facility rental rate for use of the SLC space. ALL groups will be charged for all other services in the SLC including but not limited to set up, room reconfiguration, A/V technicians, and housekeeping.
10.3
Vanderbilt University departments and student organizations may not serve as fronts for off campus organizations. If fronting is discovered, outside rental rates will apply. University Departments and student organizations may co-sponsor events with off campus organizations, as long as the mission of the outside group relates to the on campus group.
10.4
Receipt of advance deposit indicates acceptance of terms of Facilities Policies and Procedures.
10.5
All rental and service charges are due 10 days before an event. See Section 7 for more billing information.
10.7
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%.
10.8
To ensure the efficient ingress and egress to/from the Student Life Center, and to protect the safety of our patrons, the front steps of the SLC are not available to be reserved for meetings, activities, or events. Exceptions may be approved by the SLC staff.
10.9
Reservations will be taken 3 semesters in advance. For example, in the spring of 2008 reservations will be taken for summer 2008, fall 2008, and spring 2009. Specific dates for reservations are available at the SLC and ORE.
Commodore Ballroom
11.1
The Ballroom is reserved through the SLC Assistant Director.
11.2
The Ballroom default set up is empty. Although student organizations are not charged a rental rate. These charges include but are not limited to set up, clean up, room reconfiguration, and A/V technicians.
11.3
A technician may be required to use any of the A/V equipment in the SLC. The SLC event manager will determine if A/V assistance is needed.
11.4
All event needs (excluding catering) are arranged through the SLC. Groups must set up an appointment with the SLC Staff to discuss all event needs after placing reservation. Groups should schedule this meeting immediately after reserving the space.
11.5
The Ballroom must be reserved three weeks in advance of event date. Any exceptions must be approved through the SLC.
Cancellations
12.1
Rental deposits are non-refundable and non-transferable.
12.2
If a student organization fails to cancel a lower level meeting room reservation at least 24 hours prior to their event the group shall be assessed a $50.00 fine.
12.3
If a non-University group fails to cancel a room reservation at least 90 days prior to their event (180 days for Ballroom) the group shall forfeit the full rental rate.
12.4
Student organizations and University departments will be held responsible for all charges incurred as a result of any commitments made to facilitate the event.
12.5
The facility cancellation fees are in addition to food service or any other cancellation fees.
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