University Center & Student Union Reservation Procedures and Policies
Northern Kentucky University
University Center Management, Office of the
Dean of Students
Latest revision: October 29, 2007
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Facility reservations are an important part of making the University Center and Student Union operations function smoothly. It is essential that everyone follow the following policies and procedures in order to accommodate the various groups we service:
Reserving Space
All Non-University groups interested in the use of space in the Student Union/University Center must go through Conference Management and must pay a rental fee. Please email steinbrunnea@nku.edu or call 859-572-6502.
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Reservations for any room or space inside the University Center and Student Union and any area directly outside of facilities on the Central or Lower Plaza area may be made online through the NKU Space Scheduler. Room pictures, capacity information, and available A/V equipment can be viewed through Space Scheduler. For a complete list of all spaces that can be requested online through space scheduler, visit http://rooms.nku.edu.
To access Space Scheduler, click on the link below and log in using your NKU username and password. Then use the information found in the Instructions link to complete the online room request.
Groups reserving space in the University Center and Student Union will receive an email confirmation of their reservation request. Facilities are reserved in the order in which requests are received. First consideration will be given to institutional needs and major annual events, followed in order by: registered student organizations, University departments and organizations, and non-University clients. To assure appropriate space utilization, the Student Union/University Center reserves the right to assign, and if necessary, reassign facilities considering the following: group size, type of program and space availability. If a reassignment is made, notification will be provided 4 days prior to the event.
Listed below are the University Center and Student Union rooms and spaces that can be reserved using the NKU Space Scheduler:
|
Building |
Description |
Room |
| University Center | Meeting Room | UC 11 |
| University Center | Lower Level Food Court | UC 27 |
| University Center | Otto Budig Theater | UC 102 |
| University Center | Faculty/Staff Dining Room | UC 107 |
| University Center | Meeting Room | UC 232 |
| University Center | Ballroom | UC 238 |
| University Center | Meeting Room | UC 303 |
| University Center | Balcony Banner Space (2 spaces) | UC 200A |
| University Center | Cafeteria | UC 109 |
| University Center | Main Level Lobby (6 spaces) | UC 100 |
| University Center | Lower Level Lobby (3 spaces) | UC 001 |
| University Center | Second Floor Lobby (Upper Lobby) | UC 200 |
| University Center | Student Involvement Center | UC 7 |
| Outdoor Space | AS&T Plaza | PLAZA 1 |
| Outdoor Space | Eva G. & Oakley Farris Amphitheatre | AMPHITH. |
| Outdoor Space | Corbett Theatre Plaza | PLAZA 2 |
| Outdoor Space | Greaves Concert Hall Plaza | PLAZA 3 |
| Outdoor Space | Landrum Academic Center/Founders Hall Plaza | PLAZA 4 |
| Outdoor Space | Loch Norse Plaza | PLAZA 5 |
| Outdoor Space | Nunn Hall Plaza | PLAZA 6 |
| Outdoor Space | Hermann Science Center Lawn | SC LAWN |
| Outdoor Space | Steely Plaza | PLAZA 7 |
| Outdoor Space | University Center Grill Plaza - Lower Level | PLAZA 8 |
| Outdoor Space | University Center Plaza - North Side | PLAZA 9 |
| Outdoor Space | Lucas Administrative Center Plaza | PLAZA 10 |
| Student Union | Student Union Ballroom | SU 107 |
| Student Union | Meeting Room | SU 105 |
| Student Union | Meeting Room | SU 106 |
| Student Union | Meeting Room | SU 108 |
| Student Union | Meeting Room | SU 109 |
| Student Union | Meeting Room | SU 302 |
| Student Union | Governance Room | SU 104 |
| Student Union | Multipurpose Room | SU 102 |
| Student Union | Plaza 11A, 11B, 11C, and 11D | PLAZA 11 |
| Student Union | Lobby Area 1 | LOBBY 1 |
| Student Union | Lobby Area 2 | LOBBY 2 |
| Student Union | Lobby Area 3 | LOBBY 3 |
| Student Union | West end lawn | SU LAWN |
Top
of pageEligibility
Eligibility for Use of Facilities
In order to reserve space in the Student Union/University Center or outside facilities, clients must be a member of one of the following categories:
Student Organizations: Student Organizations must be registered with the Office of Student Life. A student organization that is in the process of forming is granted space privileges for 30 days from the time of its initial registration with the Office of Student Life to the time of its official registration or the end of the 30 day initial registration period, whichever comes first. Student groups not registered with the Office of Student Life will be considered a non-University organization.
Academic and administrative departments: Must be officially recognized by the University.
Non-University Groups or Individuals: Use of Student Union/University Center facilities must be approved by the Conference Management Office 572-6502 or steinbrunnea@nku.edu. In most cases, Non-University groups or individuals will be assessed a charge for the use of the room(s) requested and certain services.
Any group or individual that is not identified in the aforementioned categories should contact the Student Union/University Center Director.
Facility & Equipment Rates
Groups will be charged a room rental fee based on the below categories
The Student Union/University Center has three sets of group rates for the use of facilities and equipment. They are
- Student Organization Rate
- Non-Profit /University Department Rate
- Commercial Rate
Student Organization Rates:
Events sponsored by a Student Organization that meet one or more of the following criteria will be assessed a fee (see attached chart)
· An admission fee or registration fee is being charged to attend the event
· The event takes place outside of regular building operating hours
(An example would be a student organization that sponsors or co-sponsors a statewide conference in the University Center/Student Union)
Non-Profit/University Department Rates:
Events sponsored or co-sponsored by a University Department that meet one or more of the following criteria will be assessed a fee (see attached chart)
· An admission fee or registration fee is assessed to participants attending the event
· More than 50% of persons attending the event are not affiliated with the University
· A registered Non-Profit organization (for example the Girl Scouts)
· The event takes place outside of regular building operating hours
(An example would be a state conference held in the University Center/Student Union)
Commercial Rates:
If the event is being hosted by an organization with no direct affiliation to the University, it is considered an off-campus event. The commercial rate applies to private events sponsored by an individual, regardless of University affiliation, such as wedding receptions, rehearsal dinners, class reunions, proms, etc.
Priorities and Timing for Submission of Reservation Requests
First consideration for use of the Student Union/University Center facilities is given to mission critical functions such as: Preview Days, Orientation/Registration, and Welcome Week. These events can be submitted up to two years prior beginning in January. Determination of which events are considered major annual events will be made by the Director of the Student Union/University Center in consultation with the Dean of Students and Vice President for Student Affairs.
After the space requirements for institutional needs and annual major University events have been met, all other reservation requests will be filled in the order in which they are received using the following criteria:
- First: Student Organizations
- Second: University Departments/Organizations
- Third: Non-University Groups or Individuals
Reservation Timeline
Regular reservation requests for student organizations and university departments/organizations may begin submitting requests the first Monday in February for the next academic year.
Non-University groups may begin submitting requests the third Monday in February.
Reservations will not be confirmed until the client or organization provides all set-up and contact information and obtains all necessary approvals. A written confirmation will be emailed after all the necessary information is collected. All reservations are subject to the Student Union/University Center policies.
To ensure that your requests can be met, please make your reservation(s) early. Reservations are subject to space, room and equipment availability and room assignments are subject to change.
Outdoor Venues/Events
Outside venues are for general purpose use, including informal gatherings and reserved activities such as outdoor films, concerts, open forums, photography sessions, etc. Any public performance or presentation of a theatrical/film, musical or congregational nature, or any event using amplified sound or audio visual equipment, requires a reservation through the Student Union/University reservations office. A rain location in the Student Union/University Center may be reserved for the event.
All outside events must conclude by 11:00 pm unless special arrangements have been made through the director of the Student Union/University Center.
At the time of scheduling the event, all aspects of the event such as electricity needs, sound needs, time of the event, safety and security and audio visual needs must be discussed. Events scheduled during class hours must not be disruptive to adjacent classes. If the event is disruptive to classes it could be closed down.
Late Night Events
Events that continue beyond 11:00pm in the Student Union/University Center may be subject to the following guidelines:
Groups must adhere to the late night event policy which requires:
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The sponsoring organization must contract with the NKU Department of Public Safety at least three weeks prior to the event. The number of officers necessary to staff the event will be determined by Public Safety Administration based on the size, nature, location, and past history of the event and organization.
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The presence of the organization’s advisor and four student monitors for the duration of the event, including set-up and clean-up times and room walk through before and after event.
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The Organization’s advisor and student monitors must attend a meeting one week prior to the event to discuss event logistics with Student Union/University Center staff.
-
Metal detectors to be used at the event.
-
The sponsoring organization is responsible for all damages to the premises and/or equipment as a result of the event.
Equipment & Room Set-up Requests
All requests for use of tables, chairs, audio-visual equipment (laptop computer, LCD projectors, overhead projector, etc.), staging, public address equipment, etc., and desired room set-up must be made at the time of the reservation. Any changes to the existing set-up must be communicated to University Center/Student Union management no later than NOON the day before the event. Changes to event set-ups scheduled for a Saturday or Sunday must be made by noon on Thursday.
Extended Hours
Events scheduled in Student Union/University Center requiring extended building hours (early or late) will be assessed an additional hourly fee over and above the rental and service rates. Hourly rates will also be assessed if an event is scheduled during a time when the building would normally be closed.
Cancellation
When a scheduled meeting or event is cancelled, please contact the Student Union/ University Center reservations office as soon as possible. Cancellations not received at least twenty-four (24) hours prior to a scheduled event may be subject to a cancellation fee. Non-profit and For-profit organizations will forfeit all deposits.
Failure to Cancel
If a reserved space was not used and was not canceled in accordance with the timeline under “cancellation”, all University clients will receive a written warning.
Student Organizations:
A second such occurrence will result in a $25.00 no show fee and a second written warning.
A third such occurrence, student organizations will receive another $25.00 no show fee and loss of reservation privileges in the Student Union/University Center for the remainder of the semester.
University Departments:
A second such occurrence will result in a $25.00 no show fee and a second written warning.
A third such occurrence will result in charges equal to one-half of the full facility rate and loss of reservation privileges in the Student Union/University Center for the remainder of the semester.
Non-University clients who reserve facilities but do not use and fail to cancel the reservation will be responsible for associated fees as stated on the most recent confirmation or contract issued to the client.
Food Service/Catering
Food is only allowed in authorized areas (dining areas and catered rooms). All food served in the University Center/Student Union must be provided by Chartwells Catering Services 859-572-6041 http://www.dineoncampus.com/nku/ unless prior arrangements have been made with Chartwells. Arrangements for banquets, receptions, parties, dances, meetings, etc. are to be made with the catering staff at least one week in advance of the event. Final arrangements must be completed and guaranteed numbers for catered events confirmed 72 hours before the scheduled event. Failure to adhere to the aforementioned may result in the immediate cancellation of the event.
Alcohol Event Requests
Requests for alcohol to be served at a campus event must be submitted using the NKU Alcohol Beverage event form at least two weeks prior to the event to the Conference Management Office. Blank form(s) may be requested by emailing steinbrunnea@nku.edu. The group requesting an alcohol event will be notified if their application has been approved.
Proper Care and Use of Facilities
It is expected that proper care will be taken of the University Center/Student Union facilities. The following policies and procedures apply to all individuals and group sponsored events held in the facility:
- Smoking is prohibited inside the facility.
- Candles are not permitted in the facility without written permission from University Center/Student Union management and the campus Environmental Safety Coordinator.
- Tacking items to the walls is not permitted.
- No sitting on tables or counters.
- It is the responsibility of the group using space inside the facility to place all trash in the conveniently located receptacles and leave the room in good condition.
- Any individual causing damage to the facility shall be held financially responsible for the extent of the damage. In group sponsored events, the sponsoring organization will be held accountable for damages.
Cleaning/Damage Fees
In addition to rental fees, labor charges will be assessed when an excessive amount of cleaning is required to return the areas utilized to a condition adequate for continued use. Extra charges will be assessed for damages resulting from chewing gum, candle wax or misuse of any furnishings or equipment requiring repairs or replacement. Clients will be notified in writing of all damages and charges. Assessed labor and damage fees must be paid in full prior to regaining reservation privileges.
Decorations
Decorations, displays or exhibits that require flame or water cannot be used in the Student Union/University Center. Hurricane candles are permitted when special arrangements have been made through the Reservation Office. (Open flame candles are prohibited). Any damage done by wax dripping on carpets, wood floors, etc., will be repaired by the Student Union/University Center. The department/organization will be billed for labor, supplies, and equipment rentals.
No nails, screws, hooks, etc., may be driven into any walls, floors, or ceilings. Tape may not be used on floors unless it is designated as “floor tape.” Floor tape will be provided upon request at a cost. Regular masking, box, scotch, or duct tape is not permitted on any walls, floors, or ceilings. Blue painters tape may be used on walls. Tape will be provided upon request at a cost.
No decorations may be glued to any surface. No pins or tape (except for blue tape) may be used to affix posters, paper, etc., to the walls, tables, etc. No decorations may be hung from ceiling tiles or ceiling grids.
No glitter, confetti, sequins, or sand filled items may be used.
Decorating plans not addressed within this policy should be reviewed by the Student Union/University Center staff prior to the event. If needed, building staff will assist your organization with alternative ways to hang materials that will not damage walls or finishes. These alternate arrangements must be resolved at least two days prior to the event.
Violation of any of these policies may result in suspension of facility reservation privileges for the semester. Additionally, any damages done will be repaired by the Student Union/University Center, and the sponsor will be billed for all costs incurred on the basis of materials required and staff time. Similarly, excessive cleaning charges will be billed to the event sponsor.
Room Fees and Equipment Charges
| University Center Rooms |
Commercial Rate |
Non-Profit/ University Rate |
Student Rate |
| Ballroom UC 238- Full Day |
$500 |
$300 |
150 |
| Ballroom UC 238- Half Day |
400 |
200 |
100 |
| Cafeteria UC 109- Full Day |
300 |
250 |
125 |
| Cafeteria UC 109- Half Day |
250 |
200 |
100 |
| Grill Dining Area UC 27- Full Day |
250 |
200 |
100 |
| Grill Dining Area UC 27- Half Day |
200 |
150 |
75 |
| Meeting Room UC 232 |
60 |
30 |
15 |
| Meeting Room UC 303 |
75 |
45 |
22.50 |
| Meeting Room UC 11 |
85 |
60 |
30 |
| Lobby Tables |
15 |
10 |
5 |
| Theatre UC 102- Full Day |
500 |
300 |
150 |
| Theatre UC 102- Half Day |
350 |
225 |
112.50 |
| Entire Building - Full Day |
1,100 |
850 |
425 |
| Entire Building - Half Day |
850 |
600 |
300 |
Student Union Rooms
| Student Union Rooms |
Commercial Rate |
Non-Profit/ University Rate |
Student Rate |
| Ballroom ABC - Full Day |
$900 |
$500 |
$250.00 |
| Ballroom ABC - Half Day |
$700 |
$350 |
$175 |
| Ballroom B - Full Day |
$300 |
$200 |
$ 100.00 |
| Ballroom B - Half Day |
$200 |
$100 |
$50.00 |
| Ballroom C - Full Day |
$300 |
$200 |
$100.00 |
| Ballroom C - Half Day |
$200 |
$100 |
$50.00 |
| Ballroom A - Full Day |
$800 |
$400 |
$200.00 |
| Ballroom A - Half Day |
$600 |
$300 |
$150.00 |
| Ballroom B/C - Full Day |
$500 |
$250 |
$150.00 |
| Ballroom B/C - Half Day |
$300 |
$150 |
$75.00 |
| Governance Room |
$400 |
$200 |
$ 100.00 |
| Meeting Room 105 |
$85 |
$45 |
$22.50 |
| Meeting Room 106 |
$85 |
$45 |
$22.50 |
| Meeting Room 108 |
$85 |
$45 |
$22.50 |
| Meeting Room 109 |
$85 |
$45 |
$22.50 |
| Meeting Room 302 |
$85 |
$45 |
$22.50 |
| Multipurpose Room |
$450 |
$250 |
$125.00 |
| Lobby Tables |
$15 |
$10 |
$5 |
| Entire Building – Full Day |
$1800 |
$1000 |
$600 |
| Entire Building – Half Day |
$900 |
$500 |
$300 |
Media Equipment Rental
| Media Equipment Rental |
Commercial Rate |
Non-Profit/ University Rate |
Student Rate |
| TV/DVD |
45 |
40 |
35 |
| Overhead Projector |
20 |
10 |
5 |
| Video Projector w/ laptop And screen |
80 |
80 |
50 |
| Wireless Microphone |
60 |
50 |
30 |
| Lavaliere Microphone |
60 |
50 |
30 |
| Slide Projector |
20 |
10 |
5 |
| Boom Box |
20 |
10 |
5 |
| Dance Floor |
75 |
75 |
75 |
| DVD/CD Player |
45 |
40 |
35 |
| Building Early Open |
25 |
20 |
20 |
| Building Late Close |
25 |
20 |
20 |
| Easels |
5 |
2.50 |
1.50 |
| Flip Chart w/ paper |
10 |
5 |
5 |
| Portable sound system Large size |
100 |
80 |
50 |
| Portable sound system Small size |
80 |
50 |
25 |
| Table Cloths |
7 |
7 |
7 |
| Table Skirts |
8 |
8 |
8 |
| Wireless Presentation Mouse
(clicker) |
15 |
10 |
5 |
| Wireless Mouse |
10 |
5 |
2.5 |
| AV Tech at event |
$35 first 2 hours, $15 per hour thereafter |
$35 first 2 hours, $15 per hour thereafter |
$35 first 2 hours, $15 per hour thereafter |
| Staging |
75 |
50 |
25 |
| Blue Tape |
10 |
5 |
5 |
Failure of Compliance
Failure to comply with these regulations may result in the suspension of future use of University Center & Student Union facilities.