POLICIES & PROCEDURES FOR ROOM RESERVATIONS

•        Introduction
•            Building Hours
•            General Policies Concerning Room Reservations
•            Charges and Fees
•            Food Use
•            Table Space Policy/Sales
•            Bake Sale Policy
•            Credit Card Policy
•            Written Material Posting
•            Banners
•            Bulletin Boards
•            A-Frame
•            Recreation Center
•            Lost and Found
•            Niteclass Scheduling
•            Use of Garrett Ballroom for Dances
•            Candle Burning
•            Smoking Policy
•            Faculty House Reservations
•            Room Specifications/Pictures of Meeting Rooms
•            Map of First and Second Floor of DUC
•            Map of Third and Fourth Floor of DUC

The Downing University Center, with its many facilities and services, is the center of Western's recreational and entertainment activities.

The four-story structure is a multi-purpose facility for the entire university community and houses the following:

First Floor	Post Office Aramark/Dining Services Office Niteclass with Subway Student Government Association offices Telephone Services ID Center
Second (Main Floor)	Fresh Food Company dining facility Food Court (Taco Bell, Chic Filet, PIzza Hut, The Red Zone) DUC Theatre (seats 750) Freshen's Coffee Shop Information Desk University Center Offices (room reservations, lost & found, administrative office) Meeting Rooms
Third Floor	Student Activities, Organizations & Greek Affairs Offices Leadership and Volunteerism (Student Volunteer Bureau) Campus Activities Board Interfraternity Council Pan Hellenic Council Spiritmasters University Bookstore Meeting Rooms
Fourth Floor: Redz	12 Bowling Lanes 20 Billiard Tables Table Tennis Game Tables Dance Floor Lounge Area with Wide-Screen Television Video Arcade

ROOM RESERVATIONS

Over 150 registered student organizations and a number of academic and administrative units attempt to use limited space at the University Centers.  The intent of this policy is to specify an equitable system for usage of facilities.

This policy refers specifically to non-instructional use of space in the University Centers.  All requests for
instructional use of space should be made in the designated department of study and/or academic building.  No reservations will be accepted for individual/group study or academic classes
(excluding continuing education workshops).

GENERAL POLICIES REGARDING SPACE USAGE

1. Registered student organizations, academic departments, and administrative departments may submit reservation requests for all spaces in this document; although certain groups have priority for certain facilities.
   
   
2. Non-university groups may submit reservation requests through the Director of Special Events only for certain facilities and within certain time periods.
   
   
3. Space users are responsible for knowing the specific policies that apply to the facility being used and must comply with those policies.
   
   
4. Users are financially responsible for any damages which occur during their use and/or charges connected with cleaning of the space.  Groups having outstanding bills with any University department may not reserve additional space until those charges have been paid.
   
   
5. Events classified as "programs" will require a meeting with the University Center staff to review planning and arrangements.  Space reservations will not be confirmed until program plans have been reviewed and all necessary arrangements completed.
   
   
6. The Senior Operations Manager located in Room 228 of the Downing University Center processes all space use requests for the Downing University Center (except Niteclass) and is available as a consultant to groups that are planning events.  The Host of the Garrett Conference Center is the contact person for use of that facility.
   
   
7. Reservations must be made 48 hours in advance before a room or table space is needed.  Reservations for Saturday, Sunday, or Monday must be made by 12:00 noon on Thursday.
   
   
8. All Niteclass scheduling will be done through the Program Coordinator.  You may come by Rooms 326 or 328 or phone 745-2459 to make your scheduling requests.
   
   
9. The Director of Special Events in University Relations is responsible for scheduling all off-campus groups and special events.

RESERVABLE FACILITIES OF THE UNIVERSITY CENTERS

The University Centers have been designed to support the activities, meetings, and conferences of the students, faculty and staff of Western Kentucky University.  Since the facilities were primarily intended to support student activities and meetings, priority has been extended to them.

1.  University Use  (Students, Faculty, and Staff)
   1. Requests for use of these facilities are accepted up to one year in advance for the following:
      
      
      1.  all activities occurring during the summer session

      2. all activities occurring prior to 5 pm during the academic year.

      3.  all activities designed primarily for the benefit of the entire university.

      4. all regular meetings of registered organizations, as identified by the Student Activities office (semester reservations).
         
         
         
   2. Requests for use of facilities are accepted for other student-sponsored activities occurring within that academic year.
      
      
      
   3. Standing reservations are limited to one time slot per week.
      
      
      
   4. No meetings may begin prior to 8:00 a.m.
      
      
      
      
2. Non-University Use  (Off-campus organizations, businesses)
   1. Requests for use of facilities are accepted up to one year in advance for activities occurring during the summer session.
      
      
      
   2. Requests for use of facilities after 5:00 p.m. are accepted on the first day of the 4th week of classes each semester for activities occurring during that semester.

CHARGES & FEES

1. University Use
   1. Rental fees are not charged for meetings and events that require standard set-up.
      
      
   2.  A labor charge is assessed if the events requires extraordinary set-up or clean-up, A/V technicians, or additional staff.
      
      
   3. Groups that misrepresent an event or affiliation in order to avoid fees and charges will be charged appropriately, may incur additional charges, and may have their reservation privileges suspended.  These determinations are made by the Director or designee.
      
      
   4. The Director or designee assesses individuals and/or groups for damages to the facility and its contents, or for inadequate clean-up.
      
      
      
2. Non-University Use
   1. All usage by non-University affiliated groups incurs a rental fee and labor charges for set-up, clean-up and technical staff as determined by the Director of Special Events and University Center staff.
      
      
   2. Groups that misrepresent an event or affiliation in order to avoid fees and charges will be charged appropriately, may incur additional charges, and may have their reservation privileges suspended.  These determinations are made by the Director or designee.
      
      
   3. The Director or designee assesses individuals and/or groups for damages to the facility and its contents, or for inadequate clean-up.

Full meal dinners, such as banquets and potlucks, must be approved by University Center staff.  Aramark may be able to accommodate these types of events in one of their dining areas.

Light refreshments and coffee/soft drink setups are allowed in our meeting rooms, as long as special precautions are made to reduce spillage (such as using tablecloths, placing rugs under coke machines, etc.).  The food must be removed from the room after the meeting.

To schedule food requests, contact the Aramark office.
 

TABLE SPACE POLICY / SALES

1. The following guidelines apply to organizations using tables inside the Downing University Center lobby and outside on the Central side patio:
   
   
   1. No posters to be affixed to walls (inside or outside the building).
      
      
   2. One standard will be provided with each table upon request. Each standard will hold a half-size posterboard -- 14" x 22".
      
      
   3. A table and three chairs will be provided.  Maximum number of people permitted at table is three.
      
      
   4. No sound permitted inside or outside except in conjunction with film or videocassette.  Volume must be confined to area immediately around table.  The University Center staff reserves the right to control volume.
      
      
   5. No eating at tables.
      
      
   6. No sitting on tables, as chairs are provided.
      
      
   7. Selling is permitted in the lobby and on the patio only for the benefit of student organizations and not for personal gain or private enterprise.  A representative from the organization must man the table at all times, and the organization must be clearly identified. Groups should stay behind the table and not solicit to passersby (see Soliciting and Selling).
      
      
   8. Maximum number of tables in the lobby and on the patio is six in each area.
      
      
   9. Groups can have a table only three days per week and only two three-day periods per semester (or a maximum of six days per semester).  If a group does not show up for their table on the first day of their reservation, their reservation will be cancelled.
      
      
   10. Reservation tables are subject to the approval by University Center staff and the Director of Special Events and must not come in conflict with the mission of the institution.
       
       
       
2. Non-university Use:
   1. Non-university users must abide by relevant clauses listed in D.1.
      
      
   2. Soliciting and Selling.  Non-university related organizations or individuals may not sell or solicit in the University Centers for any purpose whatsoever without first obtaining the sponsorship of a recognized student organization.  The sponsoring organization must then obtain written approval from University Center staff, make all arrangements for space, acknowledge sponsorship in writing and delineate the financial arrangement between the sponsor and the non-university organization or individual.
      
      
   3. One table per day is reserved for a non-university organization who is approved through the Director of Special Events.  This table can be for general information or solicitation, and users will be charged a fee as determined by the Director of Special Events.
      
      
   4. The first two weeks of each semester are strictly for student organizations and cannot be reserved by non-university groups.
      
      
   5. Reservation tables are subject to the approval by University Center staff and the Director of Special Events and must not come in conflict with the mission of the institution.

BAKE SALE POLICY

 Only approved student organizations may have bake sales as fundraisers in the University Centers.

1. The table may not be located near the Aramark food areas (Topper Cafe, Food Court, Hilltopper Inn, or Subway).  The table may be located outside on the patio, weather permitting.
2. Due to health regulations, only pre-packaged or wrapped foods may be sold (no individual items). Therefore, drinks may not be served/sold unless they are also pre-packaged.
3. Student organizations are responsible for picking up the trash that is directly a result of their bake sale and must discard any items that remain after the sale.

CREDIT CARD POLICY

 No credit card solicitation by outside vendors is allowed in our University Centers.

The WKU Alumni Affairs department offers students and staff credit cards through the Western Alumni Association.

WRITTEN MATERIAL POSTING

Western Kentucky University is committed to providing an environment supportive of free speech and individual expression.  The University reaffirms the premise that students have rights to public statements of opinion through written materials.  Content is unrestricted unless the written word is in violation of university rules and regulations and/or state and local laws, although the Office of Student Activities and University Centers reserves the right to deny posting privileges or remove written materials that are deemed inappropriate.

1. Banners
   1. Registered student organizations and university departments must reserve banner space through the Senior Operations Manager prior to hanging banners.  Non-University organizations are prohibited from displaying banners without sponsorship by a registered student organization or University department.
      
      
   2. The Office of Student Activities/University Centers is not responsible for theft or damage to banners caused by weather or vandalism.
      
      
   3. Outdoor Banner locations are along the railings surrounding Downing University Center (except front of building).  Materials must be strong enough to resist wind and weather.  It is recommended that banners be "slit" for wind resistance.  Edges of banners must be neat and attractive.  Corners should be
      reinforced to ensure sturdy attachment to the railings.
      
      
   4. Indoor Banner locations are along the railing on the third floor mezzanine level. All banners must be attached with string, wire, or rope.  Corners should be reinforced to prevent tearing.  No tape or other adhesive materials may be used to attach banners to railing.
      
      
   5. Registered organizations may reserve banner space for seven day increments.
      
      
   6. The sponsoring organization is responsible for hanging the banner and for removing the banner by end of operating hours on the last day of reservation.  Banners not removed will be discarded.
      
      
   7. If the banner relates to a specific event, the group must remove it within 24 hours of the event's completion.
      
      
   8. The organization's name must clearly be the focus of the message.  Two or more registered student organizations may jointly sponsor a banner, but all sponsoring organizations must be easily identifiable.
      
      
      
2.  Bulletin Boards
   1. Information to be posted on the bulletin boards should be taken to Office 228 between 8:00 a.m. and 4:30 p.m. or the information desk after hours. Everyone is asked to comply with the following policies:
      
      
      1. Posters, signs, and notices in keeping with the University policy may be placed on available bulletin boards only.  All signs posted elsewhere will be removed.
         
         
      2. All posters announcing campus events are to be limited to 14" x 22" (one half of a standard poster board).  Exceptions will be made for commercially printed material.
         
         
      3. All signs must be signed and dated by a University Center staff member.
         
         
      4. All notices and signs shall have a maximum exposure of two weeks.
         
         
      5. All materials placed in the glass-covered bulletin boards must be approved by the University Center staff.
         
         
   2. The following groups have access to the glass bulletin board outside Office 228: Career Services, SGA, Student Health Service, and Non-Traditional Students.
      
      
   3. The four units outside the Food Court are divided equally between WKU Departments and Offices and Student Organizations.
      
      
   4. All off-campus advertisements from commercial businesses are to be cleared by a Center staff member.
      
      
   5. To maintain an attractive and clean environment, posters, leaflets, announcements, and decorations are not to be placed on the walls, doors, windows, and posts on the inside or outside of the University Center.
      
      
   6. Open bulletin boards are available on the first and fourth floors.

3.  A-Frame Policy
   The two A-frame boards in the lobby of the Downing University Center are owned by the University Center Board.  One side of each board is reserved by the University Center Board and the other side may be used as an open bulletin board.
   
    The University Center staff reserves the right to remove any posted material or to clear the material to use the board for a University Center/Student Activities event.  Other student organizations may not have exclusive use of the A-frames, but they may post material on the open side of each A-frame.

1.  Only one flyer (item) may be posted per activity or announcement.  Duplicates will be removed.
   
   
2. Flyers should be no larger than a half-sized posterboard (14" x 22").
   
   
3. Flyers should not cover previously posted material.
   
   
4. Material will be checked daily.  Outdated or inappropriate material will be removed.

USE OF THE RECREATION CENTER

LOST & FOUND

1. The Downing University Center office maintains the campus-wide lost and found.  All items that have been found should be turned into Office 228 as soon as possible, so that every effort can be made to return the item to its rightful owner.
   
   
2. Items are kept in a locked cabinet for six months or until they can be returned to the owner.  The items are logged in a lost and found book.  The book also keeps an inquiry section for people who have lost an item. After several months, driver licenses are sent to the County Clerk, WKU IDs to the ID Center, and Big Red cards to Food Services.
   
   
3. Once an item is turned into lost and found, it becomes WKU's property and cannot be given back to the person who found it if it is unclaimed.  After six months, any unclaimed items are sent to the Purchasing department and are sold in the Surplus Supply Sale at the end of the fiscal year.
   
   
4. For more information, call Lost and Found at 745-2457 or come by Office 228 of the Downing University Center.

NITECLASS SCHEDULING

1. Niteclass will be open to the student population Thursday through Saturday from 7:00 p.m. until 1:00 a.m.  WKU students must present an official WKU ID at the door.  Because of the lag time on distribution of university ID's at the beginning of each academic year, each person entering Niteclass will be asked to show their picture driver's license at the door for check in.  This policy will only be in place until student ID's are issued, usually one to two weeks.
   
   
2. WKU students may bring one guest who signs in at the door along with their sponsor and pays a $5.00 cover charge.
   
   
3. Loitering outside of Niteclass during or at the end of operating hours is strictly prohibited.
   
   
4. Sunday through Wednesday, Niteclass will be available for scheduling for non-meeting situations to any recognized student organization, academic department, or administrative office.
   
   
5. Any programs scheduled are done so with the knowledge that the said group's advisor will be present for the duration of the event.
   
   
6. The group is responsible for the general cleaning of the room (pick-up trash, clean tables, etc.).  If the room is not properly cleaned, the advisor will be forwarded a custodial bill from the physical plant.
   
   
7. Area room capacity is 317.  Any groups scheduling the facility should be alerted to not exceed this number of occupants.
   
   
8. Scheduling for the facility is done by the Program Coordinator or Senior Secretary in the Office of Student Activities and University Centers.
   
   
9. Any outside or off-campus groups wishing to use Niteclass for non-meeting room situations will schedule as stated above, but will pay the following fees to WKU:
   1. $300.00 flat rate for room (4 hours)
   2. $25.00 per hour to be paid in cash, company check, or university check for D.J.
   3. If the room is scheduled during the times that the Downing University Center is closed then said group will have to pay for university security ($17-$18 per hour), room personnel (D.J., bar), and University Center staff member ($25.00 per hour).
      
      
10. Any groups scheduling an open dance or ticketed situation will have to pay university security and above stated fees.  The office of Student Activities and University Centers can make arrangements with public safety for any groups.  Security is mandatory.
    
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USE OF GARRET BALLROOM FOR WEEKEND DANCES

All registered student organizations can use the Garrett Ballroom for scheduled dances.  Each student group must adhere to the following guidelines to insure continued use of this facility.

1. One member of each organization should be the contact person for their group.  This person is responsible for attending the drawing.  A schedule will be posted in the bulletin board in DUC lobby.
   
   
2. The contact person is responsible for overseeing the operation of their organization's dance.  This includes having the facility unlocked and locked, checking WKU IDs at the doors, and assisting the officer with crowd control.  Any problems that arise should be reported to the Public Safety officer on duty as soon as possible and to our office the following Monday morning.
   
   
3. Each organization is responsible for any damage to the facility occurring during their scheduled time and will be billed accordingly.  The group is also responsible for the general cleaning of the Ballroom (pick up trash, clean tables, etc.).
   
   
4. Cancellations must be made at least 24 hours prior to the scheduled night of the dance.  If the contact person fails to notify us of a cancellation, that group's privilege of using the Ballroom will be suspended for the semester without exception. The Downing University Center provides a Public Safety officer for security.  When an organization does not show up, over-time fees must still be paid for this officer's hours.  With the imminent problems occurring with the University budget, these expenses will be passed to your organization in the event of an unnotified cancellation.
   
   
5. If a group cancels, they cannot give their night to another organization.  The Ballroom will just be closed on that date.
   
   
6. The Ballroom is reserved from 10:00 p.m. to 2:00 a.m.  Groups must begin clearing out of the facility by 1:45 a.m. to insure that the doors can be locked at 2:00 a.m.
   
   
7. Any activity that can be interpreted as a dance will require a campus police officer.  Proper security must be provided and will be determined in advance by facility managers.  In cases that are open to the public and an admission is charged, campus police officers must be provided.
   
   
   

CANDLE BURNING

The burning of candles in the University Centers is prohibited.  Any organization who disregards this policy will lose their privilege of using the meeting rooms for one semester, as well as be responsible for any damages that may incur due to their negligence.

SMOKING POLICY

Smoking is not prohibited in our University Centers.  All University buildings on campus are smoke-free facilities.

FACULTY HOUSE RESERVATIONS

 Below is the policy statement for use of the Faculty House.  This area can be reserved by contacting the Garrett Conference Center lobby desk.

1. Background
   • In 1987-88 the Faculty House was redecorated for the first time since 1958.  In order to maintain this facility in its present condition, a policy has been established for the use of this campus landmark.  Any fees and deposits that are generated will be used for the maintenance and improvement of this facility.
2. Policy Statement
   1. This facility is for the exclusive adult use by faculty and staff at Western Kentucky University.  It is not to be used as a classroom.
      
      
   2. Faculty and departments may reserve the building for university functions.  If the kitchen is used for these events, custodial care is the responsibility of the group or individual reserving the facility.
      
      
   3. If a university wide function is held in this facility (retirement party, receptions, etc.) provisions should be made by the University for the necessary maid service.
      
      
   4. If a faculty or staff member reserves the building for personal use (showers, wedding receptions, anniversary celebrations, etc.) a deposit and rental fee will be charged. A fee of $50.00 will be charged; $25.00 of this fee may be refunded pending the building's inspection.
      
      
   5. The reserving group must sign the Use Agreement before securing the key for the building.  The building will be inspected before and after each use and any damage will be assessed to the group last reserving the building.  Therefore, any damage incurred during the use of the building should be reported to the Garrett Conference Center information desk as the key is returned.  The user is responsible for any loss and/or damage to the premises.
      
      
   • I have read this policy statement and I agree to be responsible for any damage to the building and/or furnishings.  If damage occurs, I will make arrangement for repair immediately.
   • I further agree to leave the premises clean and to return all furniture to its proper place.
     • Signed: _______________________________________________ Date:
       ___________________

ROOM SPECIFICATIONS