6.1

The Student Centers is designed to meet a wide 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 Centers 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 Student Centers use of space and reservations.

6.2 

Definitions referenced in this policy can be found in University Policy 601.6.

6.3 GENERAL POLICY

6.3.1 The Director of the Student Centers, or their designee, shall make all decisions regarding the interpretation of and exceptions to this policy and/or Student Centers space utilization. 

6.3.2 Since the Popp Martin 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. 

6.3.3 University groups are granted scheduling privileges for the Popp Martin Student Union 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.

6.3.4 During the academic period, in accordance with the reservation process for meetings and special events, the following conditions will apply:

6.3.5 Registered student organizations and Student Affairs departments have scheduling preference when in the Student Centers.

6.3.6 Space within the Student Union is not available for academic class purposes.

6.3.7 Facilities authorized for use by an organization may not be transferred, assigned or loaned to another organization without approval of CRES.

6.3.8 Reservations must be completed as follows:

6.3.9 All reservations are subject to availability.

6.3.10 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 Centers staff and CRES.

6.3.11 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 Centers staff and CRES.

6.3.12 Facility users are required to notify CRES and Student Centers 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 Centers loading dock is subject to availability and must be coordinated and approved by Student Centers staff prior to confirmation.
• Vendors are required to adhere to all Student Centers and university policies while on campus. 

6.3.13 Room reservations are considered tentative until date, set-up, and equipment are approved by CRES and confirmed by the reserving party.

6.3.14 Use of Student Centers audiovisual equipment is subject to availability.

6.3.15 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.

6.3.16 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 Centers reserves the right to charge the user and/or its sponsor for any and all damages to Student Centers facilities, equipment, or furnishings and/or any labor required to restore the room to its original state.

6.3.17 All users must be finished with the room and it must be vacated by the time indicated on the confirmation notice provided by CRES.

6.3.18 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 Centers. Repeated violations may result in the loss of scheduling privileges.