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UPPS 08.01.13 - Reservation Policies - LBJ Student Center & Student Center Mall

Reservation Policies - LBJ Student Center & Student Center Mall

UPPS No. 08.01.13
Issue No. 5
Effective Date: 3/28/2017
Next Review Date: 8/01/2027 (E10Y)
Sr. Reviewer: Director, LBJ Student Center

  1. POLICY STATEMENT

    1. The purpose of this policy is to establish priorities, regulations, restrictions, and responsibilities for individuals and organizations to reserve space in the LBJ Student Center (LBJSC), the Student Center Mall, and the Quad (area located between Alkek Library and the LBJ Student Center).
  2. GENERAL OPERATING GUIDELINES

    1. Priority room reservations for the upcoming academic year will only be accepted for university departments and student organizations starting the first Monday in April and up to the end of the day on April 30. Once received during this time period, they will be confirmed by May 15. After the April 30 deadline, reservations will be accepted on a first-come, first-served basis for all user groups, which include individual students, staff, faculty, and outside organizations. Reservations made after April 30 will be confirmed by May 15, and any reservations made after May 15 will be confirmed within five business days. On-line reservation forms may be found on the LBJSC website.

      1. There are separate forms for university departments, student organizations, outside organizations, and one for recurring meetings that apply to departments and student organizations. Each form is clearly labeled on the Web page for reservation request forms.

        1. Student organizations – After completing the LBJSC reservation request, complete the requisite Event Intake Form to assist in reviewing the event.

        2. Departments – Submit Cost/Fund/IO numbers with the LBJSC reservation request or the request will be placed on hold until this information is received.

        3. Off-campus organizations have a separate form labeled Off Campus User LBJSC reservation request.

        4. All – Food waiver forms are required for every event that includes food of any kind. Event Planning Worksheets are required for all Ballroom, Teaching Theater, and Amphitheater events. Ballroom diagrams are required for all Ballroom events.

        Attach the necessary forms with each reservation request to expedite processing.

      2. Priority Group rates can be found here.

        Priority Groups:

        1. Priority I – student organizations, official student events, presidential student events;

        2. Priority II – university departments;

        3. Priority III – individual student and Texas State University staff;

        4. Priority IV – professional conferences/development programs hosted by university departments with attendance from non-university personnel;

        5. Priority V – groups unaffiliated with the university hosted by a student organization or university department; and

        6. Priority VI – off-campus groups or individuals.

    2. Student organizations must be registered with the Office of Student Involvement and in good financial standing with the Conference Services Office to reserve space in the LBJSC.

    3. Space reserved in the LBJSC will be scheduled for programs, activities and special events. Academic classes will not be scheduled in the LBJSC with the exception of the Teaching Theatre.

    4. Indirect sponsorship of events is not permitted. This means that a registered student organization or university department cannot schedule a room for an outside organization’s sole use. Co-sponsorship is permitted with an outside organization if the university department or student organization is responsible for the event planning process, event production the day of the event, and all charges related to the event. A member of the sponsoring organization must be present at the event.

    5. University security officers, provided by the University Police Department (UPD), may be required for events scheduled outside regular operating hours, as determined by the director of UPD, or his or her designee. All reservations extending after 11 p.m. will follow rules and regulations as noted on the LBJSC late night policy, SA/PPS No. 08.03, Management for Late Night Events. The sponsoring organization is financially responsible for security charges.

    6. Special approval is required for events with alcoholic beverages served. Approval must be obtained by the Dean of Students Office as outlined in UPPS No. 05.03.03, Alcoholic Beverage Policy and Procedure before space will be confirmed. A minimum of one licensed UPD officer is required for events with alcohol service at the LBJSC. Additional officers may be required as determined by UPD administrative personnel. The sponsoring organization shall assume financial responsibility for security.

    7. All university solicitation regulations and laws of the state of Texas shall govern space usage in conjunction with fundraising. Solicitation events held in the mall are limited to five consecutive days by any one organization or group (see UPPS No. 07.04.03, Solicitation on Campus).

    8. Banners may be hung in the building by reserving space through the Conference Services office. Student organization banners must be approved by the Office of Student Involvement.

    9. Fees associated with reservations of space within the LBJSC include the following:

      1. Room Rental Fee

        A room rental fee is charged for the use of space in the LBJSC depending on priority grouping (see LBJSC Room Use & Priority Fees)

      2. Overtime Fee

        An overtime charge will be assessed for use of the facilities (see LBJSC Room Use & Priority Fees). Overtime is defined as hours prior to or beyond posted building hours. In no instance will events be scheduled prior to 6 a.m. or beyond 2 a.m.

      3. Set-up Fees

        A set-up is defined as any alteration requested to a standard room setup (see LBJSC Room Use & Priority Fees). (1) room set-up requests must be received at least one week in advance of the event; and (2) set-up alterations will be performed by LBJSC personnel only (a set-up fee is always charged for use of the LBJSC Ballroom).

      4. Equipment Usage Fees

        The LBJSC has a minimal amount of rental equipment available for use by groups reserving space (see LBJSC Equipment Rental Price List).

  3. PROCEDURES FOR RESERVATIONS - LBJSC

    1. Reservation forms may be obtained from the Conference Services office or downloaded here. An email confirming your reservation will be sent within five business days. Special room set-up and equipment requirements must be submitted one week prior to the date of the event.

    2. The cancellation of an event must be received via email by the Conference Services office. Cancellation of overtime events (events scheduled outside of normal operating hours) must be made prior to the event. Failure of notification of the cancellation before a deadline will result in a cancellation fee (see LBJSC Room Cancellation Policy). If an organization has three cancellations in a semester room reservation privileges will be suspended for six months.

    3. The LBJSC reserves the right to change your room reservation which may include a different room assignment on the same date and time as originally requested or, in some instances, a different time and/or date. The LBJSC will notify at minimum 24 hours in advance of changes to your reservation.

    4. In case of a scheduling conflict, the coordinator of Conference Services will make a final decision in consultation with the associate director of Operations and the director of the LBJSC, or his or her appointed representative.

    5. The reserving party should indicate on the reservation request form any decorating time required. The reserving party is responsible for overtime charges related to decorating time. All decorations (e.g., tablecloths, flowers, craft items placed on tables) must be approved by the coordinator of Conference Services and must be removed at the conclusion of the event. This includes tablecloths, centerpieces, crafts, and flowers.

      1. No open flames are allowed, including candles and sterno.

      2. The application of any substance to the floor is strictly prohibited.

      3. No liquid of any kind may be used for decorations other than approved water-based paint for specific university-sponsored displays on windows (such as Homecoming).

      4. Sawing, hammering, painting, etc., is not allowed in the building or surrounding and adjoining premises.

      5. Objects may not be secured to the ceiling or walls.

      6. No glitter is allowed anywhere in the LBJSC.

    6. It is the responsibility of the reserving party to leave the room in the same condition as when the meeting began. Any damage or loss to the room or equipment will be the responsibility of the reserving party. A set-up fee will be assessed to the reserving party if standard room set-ups are altered.

  4. PROCEDURES FOR FOOD EVENTS

    1. All events at which food or beverages are served must have a signed food waiver on file with the reservation. If the waiver is not submitted, the function will be cancelled.

    2. All food items must be pre-cooked prior to arriving in the LBJSC. No cooking is allowed in the building.

    3. The LBJSC shall provide tables, chairs, stage sections, and other miscellaneous furniture for banquets and receptions. The caterer or reserving party must supply dishes, linens, utensils, warmers (sterno is not permitted), etc. A sink, water, and electricity are available.

    4. Charges related to early openings or late closings required to meet the needs of catering set-up or clean-up are the financial responsibility of the reserving party. For events utilizing the services of a caterer, the reserving party is responsible for adhering to the following procedures:

      1. Off-campus caterers must appear on the approved list of caterers compiled by the Office of Auxiliary Services.

      2. The reserving party must supply the caterer’s name and telephone number upon scheduling the event, in no case later than two weeks prior to the event date.

      3. The coordinator of Conference Services shall be included in the set-up arrangements with the reserving party and the caterer.

      4. Set-up arrangements must be finalized with the coordinator of Conference Services one week prior to the event.

      5. The reserving party must obtain visitor parking permits for catering vehicles through UPD. Arrangements must be made through the Conference Services office for use of the LBJSC loading dock.

      6. The reserving party shall assume responsibility for ensuring that the caterer supplies trash receptacles and bags. All trash must be removed from the LBJSC upon the termination of the reserved activity.

        The LBJSC Ballroom kitchen area must be left clean and clear of dishes. In the event that the caterer does not comply with the clean-up requirements, the reserving party will be charged a clean-up fee. All items must be removed from the room immediately upon the completion of the reserved event.

  5. PROCEDURES FOR MALL RESERVATIONS

    1. The location of tables or booths placed in the mall is determined by the coordinator of Conference Services. Relocation of tables or booths is not allowed without permission.

    2. Reserving parties conducting any solicitation must obtain appropriate solicitation approval through the Office of Student Involvement. Distribution of food or beverages must be approved through the solicitation process and food waiver forms must be completed (see UPPS No. 07.04.03, Solicitation on Campus).

    3. Groups soliciting in the mall may not interfere with the flow of traffic and must have a member of the organization present at their table or booth at all times.

    4. Events using sound equipment in the mall and the Amphitheater, must be approved by the associate director of Student Involvement, or his or her appointed representative, and must be scheduled during specifically agreed-upon times.

    5. Organizations can reserve tables through the Conference Services office. Assigned locations will be determined by the Conference Services office.

    6. Any organization found in violation of this policy will be asked to vacate its location and its reservation will be cancelled.

  6. REVIEWERS OF THIS UPPS

    1. Reviewers of this UPPS include the following:

      Position Date
      Director, LBJ Student Center August 1 E10Y
      Associate Director, LBJ Student Center August 1 E10Y
      Coordinator, Student Center Services August 1 E10Y
  7. CERTIFICATION STATEMENT

    This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

    Director, LBJ Student Center; senior reviewer of this UPPS

    Associate Vice President for Student Affairs and Dean of Students

    Vice President for Student Affairs

    President