1.0 PURPOSE OF POLICY
1.1 The Popp Martin Student Union (Student Union) is designed to meet a diverse range of needs for students, staff, and faculty, as well as the greater University community. This policy is intended to regulate the orderly use of Student Union space by Registered Student Organizations, University Groups and Non-University Groups and Individuals. It includes specific procedures for reserving space and guidelines related to the use of such space. This policy is supplementary to University Policy 601.6 in order to provide additional guidance for Popp Martin Student Union use of space and reservations.
1.2 Definitions referenced in this policy can be found in University Policy 601.6.
2.0 GENERAL POLICY
2.1 The Director of the Student Union, or their designee, shall make all decisions regarding the interpretation of and exceptions to this policy and/or Student Union space utilization.
2.2 Because the Student Union is a student fee funded operation, standard rental and/or facility use will apply to all users other than Registered Student Organizations and Student Affairs departments. Rental costs for certain types of equipment and reimbursable labor rates may apply to all users of the facility.
2.2.1 University Groups are granted scheduling privileges for the 200-level meeting rooms (200, 222 and 261 - 267) Monday through Friday from 7:00 AM to 3:00 PM with no facility usage fee assessed.
2.3 During the Academic Period, in accordance with the reservation process for meetings and special events, the following conditions will apply:
2.3.1 Registered Student Organizations and Student Affairs Departments have scheduling preference when in the Student Union.
2.3.2 Non University Groups are limited with regard to reserving space within the Student Union no more than sixty (60) days in advance of the event date.
2.4 During Non-Academic periods, all users may be eligible to reserve Student Union facility space when approved by the Director of the Student Union or her/his designee, and scheduled through CRES.
2.5 Space within the Student Union is not available for academic class purposes.
2.6 Facilities authorized for use by an organization may not be transferred, assigned or loaned to another organization without approval of CRES.
2.7 Reservations must be completed as follows:
2.7.1 All reservations are subject to availability.
2.7.2 A reservation that does not require a room set up must be completed at least two (2) business days in advance, unless approved by Student Union staff and CRES.
2.7.3 A reservation that requires a room set up (audio visual, catering, staffing, etc.) must be completed at least ten (10) business days in advance , unless approved by Student Union staff and CRES.
2.7.4 Facility users are required to notify CRES and Student Union staff if a non-university vendor will provide services for their reservation. A reservation requiring non-university vendors and/or equipment or that involve entertainment contracts and/or riders should be confirmed and all arrangements completed no less than four (4) business weeks in advance.
- Use of the Student Union loading dock is subject to availability and must be coordinated and approved by Student Union staff prior to confirmation.
- Vendors are required to adhere to all Student Union and university policies while on campus.
2.7.5 Room reservations are considered tentative until date, set-up, and equipment are approved by CRES and confirmed by the reserving party.
2.8 Use of Student Union audiovisual equipment is subject to availability.
2.9 The room requested will be assigned when feasible. Although a user's request for a particular room will be given consideration, final assignments will be made by CRES according to the event or meeting's approximate number of participants and intended use. CRES reserves the right to substitute assignments or move a user to another area when it is deemed necessary.
2.10 All users reserving space accept responsibility for the proper use of the facility and equipment, the proper conduct of their members and guests and for leaving the room in the same condition as when the meeting or event started. The Student Union reserves the right to charge the user and/or its sponsor for any and all damages to Student Union facilities, equipment, or furnishings and/or any labor required to restore the room to its original state.
2.11 All users must be finished with the room and it must be vacated by the time indicated on the confirmation notice provided by CRES.
2.12 All users must notify CRES of a cancellation no later than two (2) business days prior to the event. Failure to comply with this cancellation notice requirement could result in a charge for any costs incurred by the Student Union. Repeated violations may result in the loss of scheduling privileges.
3.0 STUDENT UNION RESERVATION PROCESS
3.1 Reservation requests within the Popp Martin Student Union will follow the reservation process outlined in University Policy 601.6 and CRES policy (enter). Further sections of this policy clarify the specific parameters for reservation requests within the Student Union facility.
3.2 Recurring Reservations
3.2.1 During the Advance Reservations Process, only Registered Student Organizations and/or Student Affairs Departments are eligible to make Recurring Reservations for the following Academic Year. Eligible users may request only one (1) Recurring Reservation per week at a time. Additional requests will be considered on a space available basis at the conclusion of the Advance Reservations Process.
3.2.2 All Recurring Reservations are limited to a two (2) hour time block. The only rooms available for Recurring Reservations in the Student Union are 200, 222, 261-269. These rooms can be scheduled up to thirty (30 minutes) prior to the scheduled close of the building.
3.3 Special Event Reservation
3.3.1 Special Event Requests will be reviewed on a case-by-case basis in the following spaces: Rotunda, Art Gallery/Piano Lounge, Mezzanine, Norms, Norms Loft, 2nd floor lounge space, 3rd floor lounge space, 3rd floor patio terrace and Ascent Statue patio (east patio). Removal of existing furniture, fixtures, and/or décor is at the discretion of the building staff. Requests for lounges and non-event spaces should be made 21 days prior to the event. All requests will be reviewed within 10 business days of the request.
- Requests made under 60 days that may impact building operations, including dining operations, could be scheduled in an alternate available reservable event space or denied.
- Groups are encouraged to hold all event marketing until the event has been approved by both the Popp Martin Student Union Building staff and the CRES office.
3.4 Open Reservation
3.4.1 Requests for Open Reservations will be made in accordance with the aforementioned guidelines.
3.4.2 Requests for Open Reservations may be made for any date/time that is still available on a first come, first served basis at the conclusion of the Advance Reservations Process.
4.0 PROMOTIONAL TABLES
4.1 Promotional tables may be used for display and distribution of materials.
4.2 Registered Student Organizations, Student Union Departments, University Affiliated and Sponsored Non-Affiliated Groups may reserve promotional tables.
4.3 The promotional tables must be reserved in compliance with the general reservation procedures and will be assigned on a first come first served basis. Any solicitation and/or sales must be in compliance with Policy Statement 601.9.
4.4. Reservations are limited to one (1) table per day up to twenty-one (21) days per semester. Groups may secure additional reservations each Monday for open tables that week, groups shall not exceed a total of one (1) table per day.
4.5 Promotional tables must be occupied by a member of the reserving group at all times.
4.6 Promotional tables reserved in conjunction with the Rotunda space will fall under the special event and Rotunda policies.