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General Reservation Procedures

All major events or events requiring extensive set-up sponsored by campus organizations and departments must be submitted and approved TWO WEEKS prior to the event date.

1. Student organizations may self-cater closed organization activities. A closed organization function is one in which only organization members and their guests will be present. Self-catering refers to food and non-alcoholic beverages that are prepared by members. All events open to the public must be catered by the contract food service company.
   
   
2. Alcoholic beverage services must be provided by the campus food service contractor whether or not the event is self-catered.
   
   
3. Student organizations using outside caterers for closed events will be charged rental fees listed for non-profit organizations and any set-up or clean-up fees incurred. In such cases, the caterer is required to provide the Office of Union Services and Facilities with a Certificate of Insurance. Again, alcoholic beverages must be provided and served by the campus food service contractor.
   
   
4. Student organizations cannot reserve University facilities for an outside or off campus organization without University approval. If approved, the same food and alcoholic beverage policies as stated in the above section apply. Donated food, beverages, or alcoholic beverages will not be served by the campus food service contractor.
   
   
5. Student organizations are responsible for all charges incurred as a result of the event. Examples of charges include overtime for University Police and Student Union custodians, charges for damages, and equipment rental fees. The charges will be assessed by the appropriate University department.
   
   
6. If these charges are not paid in a timely manner by the organization, the organization's officers will be held individually responsible for the charges.