Universityof Nevada, Reno

Joe Crowley Student Union

Facility Usage Guidelines

(As of Spring 2014)

Joe Crowley Student Union
University of Nevada, Reno
Mail Stop 056
Reno, NV 89557
775/784-6505

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Joe Crowley Student UnionFacility Usage Guidelines – Spring 2014

Joe Crowley Student Union Facility Usage Guidelines

Table of Contents

I.DEFINITION OF TERMS

II.MAKING A RESERVATION

A.How to make a reservation request

B.Block Reservations

C.Meeting Reservations

D.Event Reservations

III.JOE CROWLEY STUDENT UNION RESERVABLE SPACES

A.Programming Spaces

B.Conference Rooms/Meeting Spaces

C.Art Display Space

D.Poster Holders/Banner Space

IV.GENERAL USAGE GUIDELINES

A.Decorating

B.Set-ups

C.Catering

D.Alcohol

E.Joe Crowley Student UnionEquipment

F.Audio/Visual Equipment

G.Amplified Sound

H.Phone line usage in rooms

I.Ethernet connections in rooms

J.Loading Dock Usage for Events

K.Motorized Vehicles in Outdoor Space

L.Cancellations

M.No Shows

N.Rain site/Inclement weather site

O.Building Codes

P.Damages/excess clean up

Q.Promotion of Events/Services

R.Joe Crowley Student Union Programming

S.Parking

T.Copyright

U.Public Forum

V.STUDENT EVENT ADVISORY BOARD (SEAB)

VI.CHARGES

A.Types of charges include:

B.Payment may be made by:

VII.Insurance

VIII.SPECIAL EVENT STAFF

A.Outside of regular building hours

B.Anticipated attendance

C.Alcohol served at the event

D.Venue

E.Other factors to be considered

IX.STUDENT UNION ADVISORY BOARD (SUAB)

X.SECURITY

XI.UNIVERSITY ADMINISTRATIVE MANUAL

XII.EXCEPTIONS and FORCED CANCELLATIONS

A.Exceptions

B.Forced Cancellations

XIII.APPEALS AND WAIVERS

A.Appeals

B.Waivers

Joe Crowley Student UnionFacility Usage Guidelines

The Joe Crowley Student Union is primarily a student facility. Designated programming and meetings spaces are available for use by reservation to recognized student organizations, campus groups, and off-campus groups. The following guidelines are intended to outline standard expectations and procedures for use of the Joe Crowley Student Union. These procedures are intended to facilitate the fair allocation and efficient use of the Student Union facilities. Additional procedures for specific events may also apply. Please contact the Reservations Office of the Joe Crowley Student Union at 775/682-7402 to discuss individual program needs.

I.DEFINITION OF TERMS

  1. Student organizations – Those student groups that have been officially recognized by the Associated Students of the University of Nevada (ASUN) and the Graduate Student Association (GSA).
  2. Campus group – An organization with official university status such as university departments, administrative units, or groups with university affiliation.
  3. Off-campus group – Any group that is not affiliated with the university including individuals, nonprofit, for profit organizations, and state, local and federal governmental agencies.
  4. Block reservation – For Student Groups only - A series of reservations for an organization’s business meetings that take place in a routine fashion with a single day of the week and time block.
  5. Event – A one-time occurrence such as a speaker, dance, concert, workshop, table space or series of such occurrences such as a multi-day conference that is open to the public unless specified by the reserving group.
  6. Meeting - A business or committee meeting that is either ineligible for block status or is a one time occurrence. Meetings are closed to the public unless specified by the reserving group.
  7. Excessive Cleanup - Any event requiring more than the standard post event cleaning shall be accessed an “Excessive Cleaning Fee”.
  8. Standard cleaning includes, emptying trash, picking up minor debris, basic vacuuming.
  9. Excessive Cleanup Includes, but is not limited to, stains, excessive trash, gum, glitter and/or confetti, and any damage.
  10. Arduous Setup may consist of any of the following criteria:
  11. Transition time is insufficient to sufficiently to complete the requested setup with the regular building operation staff.
  12. The use or set-up of arduous equipment (see arduous equipment)
  13. A late request for a new meeting and/or event
  14. A late request for a change in set-up of a previously scheduled meeting and/or event
  15. For Arduous Setup fees, please refer to the Rate Structure
  16. Display – A passive display in a public area such as a cultural exhibit or art display.
  17. Posting – Promotional materials for events or general group/service promotion such as posters, flyers and banners.
  18. Facility Usage Charges – General fee for facility usage. Student organizations and campus groups are not charged a facility usage charge; however, other event related charges such as Special Event Staff, Security, Parking, Catering, etc. may apply.
  19. OM&R (Operating, Maintenance, and Repair) – A University Facility Services charge, the cost of keeping the facility operating (heat, air conditioning, normal wear and tear). Student organizations and/or campus groups are only charged OM&R if the event requires access to the Joe Crowley Student Union outside of regular building hours. Off-campus groups are charged OM&R during regular building hours as well as after regular building hours.
  20. Major University Event/Week – An event or series of events vital to the university including (but not limited to) the Office of Prospective Student’s and the Graduate School’s Orientation activities, Admission and Record’s Commencement activities, New Student Orientation activities, and Thursday Night Movie Series,ASUN programming, including Welcome Week, Beat UNLV Week, Homecoming Week, and Mackay Week.
  21. Reservation Status – The terms used within the Joe Crowley Student Union Reservations Office to describe the status of a reservation.
  22. Finalized –Event details have been finalized and no significant changes can occur.
  23. Confirmed – The reservation has the scope of the meeting/event and details including but not limited to type of event, estimated attendance, anticipated set-up, event time, and audio/visual needs.
  24. Tentative – A reservation where the space has been reserved but the reservation still needs the details of the reservation to be confirmed or finalized including but not limited to set-up, event start time, arrival time, departure time, and audio/visual needs.
  25. Hold – A reservation that results in the requested space being unavailable for use. This may be due to a surrounding event that requires expanded set-up/tear down, sound concerns, a hold placed for a Major University Event/Week, or for storage.
  26. Cancelled – A reservation that has been released by the reserving group. On a rare occasion, the Joe Crowley Student Union or governing body may release space with immediate notice to reserving group.
  27. Shared Space – Space is reserved for more than one group. This status should be approved by the Assistant Director, Event Management or designee and is only available for certain programming areas such as the Joe Crowley Student Union Gateway Plaza.
  28. Wait List – The requested space has a current reservation; however, the requesting group is put in as a wait list status in case the original reservation cancels. This status should be approved by the Student Union Assistant Director or designee and is only granted in rare circumstances such as when the current reservation is a hold for Major University Events/Week.
  29. Web Request – The space has been requested through the Virtual EMS system. This space may not be available and is not considered reserved until a confirmation is sent from the Student Union Scheduling Office.
  30. Special Event Staff – Special Event Staff may be assigned by the Student Union staff to assist an event. These are student staff members specially trained with knowledge about the Student Union facility and equipment. They do not take the place of security personnel that may be required for the event by SEAB and/or University Police Services.
  31. SUAB – The Student Union Advisory Board is made up of a diverse representation of students. This group provides advice about the Student Union facilities including usage and program components to the Student Union Director and Associate Vice President of Student Life.

II.MAKING A RESERVATION

Serving students is the Joe Crowley Student Union’s first priority. Although reservations are made on a first come, first served basis; this priority is reflected in the following guidelines. The Joe Crowley Student Union reserves the right to make all final decisions regarding space assignment.

A.How to make a reservation request

Reservations can be made by following one of the subsequent procedures. Reservation requests should include the title of the event, an estimated attendance, AV and set up needs and event start/ending times as well as current contact information. In addition, the Joe Crowley Student Union will require a brief description of the event in order to better assist in space assignments. The Joe Crowley Student Union strives for a single business day or less for reservation requests. Once a reservation is made, the reserving group will receive a written confirmation via email. A member of the Joe Crowley Student Union Scheduling Office willcontact the requesting group if there is a challenge with availability or clarification needed with the request. All contact and request information should be complete, legible, and understandable. Joe Crowley Student Union reservations staff may require a written request for first time and/or large events. Reservation requests may be made via:

  1. EMAIL: Requests may be made by emailing . Email should include name of requesting group, event/meeting title, estimated attendance, event start and end time, date, contact name, contact phone number, contact email address, set-up and AV needs (if known), and special needs (if known).
  2. PHONE: Although utilizing online reservation systemVirtual Event Management Systems (VEMS) or email is preferable, all reservation requests and/or requests for changes must be submitted in writing or in person. The phone may be used to check availability or to discuss potential events. The Joe Crowley Student Union phone number is (775) 784-6505.
  3. FORM: Available at the Joe Crowley Student Union Information Center and administrative reception of Room #404 during regular businesshours. Forms should be filled out completely and legibly then returned to the Joe Crowley Student Union Reservations Office in Office #404 or sent to Mail Stop 0056.
  4. IN PERSON: During regular business hours requests may be made in person at the Student Union Scheduling Office (Joe Crowley Student Union #404).
  5. WEB REQUEST:For student organizations and campus groups only, this is the preferred method of making reservations requests on-line through the Virtual Event Management Systems (VEMS) software with 24-hour /7-days a week access. Users need tobe authorized before using the Virtual EMS system. To request to be authorized to use Virtual EMS, email to Jeanne Scott at requests are not considered reservations until a confirmation email from the Student Union Scheduling Office is sent.
  6. A request for space does not guarantee that a space will be assigned. The Student Union reserves the right to reject any reservation request due to lack of availability or incompatibility with other previously scheduled reservations.

B.Block Reservations

See “BlockReservation” definition in Section I.

  1. For recognized student organizations only, block reservations for weekly meetings are granted as defined by the following classifications and timeline. The Joe Crowley Student Union staff reserves the right to determine a space request classification and also reserves the right to determine all final space assignments. Requests are accepted any time after the group’s classification level, but will be assigned on a first come, first served basis.
  2. Group 1 – Student elected representative groups (ASUN, GSA, Residence Hall Association (RHA), Greek Councils) may renew one block meeting reservation per group for one academic year at a time as the first priority. The reservation should be for the same meeting day, time, and space each week. These renewals are accepted during the first two weeks of April for the following academic year.
  3. Group 2 – Student elected representative groups (ASUN, GSA, Residence Hall Association (RHA), and Greek Councils) may request further committee meetings for one year at a time. These requests are accepted starting the first Monday in April for the following academic year.
  4. Group 3 - Student organizations may request 1 block reservation per semester. These reservations open on the third Monday of April for the following Fall semester and first Monday of December for the following Spring semester and summer. A second block reservation may be requested for Monday through Friday between 8 am – 5pm, Friday evenings and on the weekends. Additional reoccurring reservations are ineligible for block status and follow meeting reservation guidelines. See Section II-c (Meeting Reservations).
  5. Group 4 - Campus and off-campus groups are ineligible to make block reservations.

C.Meeting Reservations

See “Meeting” definition in Section I.

  1. Student organizations, and campus groups may normally have three active meeting reservations scheduled at a time (in addition to the block reservations allowed to student groups). Exceptions can be made from 8 am to 5 pm during the week, Friday after 5 pm and all day on the weekends/holidays or in writing or email to the Assistant Director. Reservations are made on a first come, first served basis beginning the first Monday in December for the following Spring semester and summer and the first Monday in May for the following Fall semester.
  2. Off-campus groups may have one active meeting reservation scheduled at a time. Requests for more than one reservation a time, should be done in person or submitted in writing to the Assistant Director. Reservations are made on a first come, first served basis beginning the first Monday in December for the following Spring semester and summer and the third Monday in July for the following Fall semester.
  3. Individual students and student groups that are not university recognized are treated as off-campus groups. Student groups in the process of ASUN recognition may contact ASUN at 784-6589 to request temporary recognition.

D.Event Reservations

See “Event” definition in Section I.

  1. Student organizations and campus groups may normally have three active event reservations scheduled at one time. Exceptions can be made during the hours of 8 am to 5 pm during the week and on the weekends or in writing or email to the Assistant Director. All reservations are on a first come, first served basis, and must be in writing, email or Virtual Event Management System (VEMS). Student Organizations are open to request for the upcoming 24 months. Campus groups are open to request for the upcoming 12 months. Extensions and exceptions beyond the 12 or 24 month limit may be made for major university events (see “Major University Events/Weeks” definition in Section I) and other university priorities as determined by the Student Union Director or designee.
  2. For off-campus groups, reservations for the academic semester become available on the first Monday of December for the Spring semester and the third Monday in July for the Fall semester. Reservations for use during the summer sessions and during academic breaks are available 24 months in advance of the requested date.
  3. Off-campus groups can make reservations during the academic semesters except for the following periods of time:
  4. Fall Semester:
  5. The first six weeks of classes.
  6. The last three weeks of the semester.
  7. Spring Semester:
  8. The first two weeks of classes.
  9. Monday after Spring Break to after commencement weekend.
  10. Holds will be granted for the ASUN programming board for Welcome Week, Beat UNLV Week, Homecoming Week, and Mackay Week. These holds should be requested and are available 24 months in advance.
  11. Holds may be granted for major university events such as Orientation and Commencement (see “Major University Events/Weeks” definition in Section I).
  12. Holds will be granted for the Thursday Night Movie Series sponsored by the Joe Crowley Student Union. The Theatre and/or the Gateway Plaza will be placed on hold every Thursday evening beginning at 5:00pm.
  13. Student organizations may request holds from the Joe Crowley Student Union Student Union Assistant Director for other special celebrations for ethnic, cultural, or religious weeks.
  14. All dates that are put on hold should be finalized within 2 weeks of making the request. For University Events, the dates should be confirmed no less than 6 months before. Unconfirmed space may be released inside of 6 months.
  15. Large events where the majority of rooms are held with tentative reservations (without specific events planned), such as conferences and fairs, may be released 15 business days prior to the event unless the event details such as set-up, event start/ending times, group arrival/exit times, and audio/visual needs are finalized with the Joe Crowley Student Union Scheduling Office.
  16. Walk in rehearsal requests are not appropriate for the Student Union. All requests should be forwarded to ASUN Director Sandy Rodriguez or (775) 784-6589.
  17. Individual students and student groups that are not university recognized are treated as off-campus groups.

III.JOE CROWLEY STUDENT UNION RESERVABLE SPACES

A.Programming Spaces

Programming spaces are available only for event reservations. See Student Event Advisory Board (SEAB) (Section V) for additional timeline restrictions for events put on by ASUN-recognized student organizations. Details of the reservations include set-up, event start/ending times, group arrival/exit times, and audio/visual equipment usage.