Off Campus Groups/Individuals Facility Use Guidelines

Individuals and Off-Campus Groups are allowed to rent university facilities.  These facilities include the  Donald G Bollinger Memorial Student Union (several meeting rooms and Cotillion Ballroom), Vernon F. Galliano dining hall, Century Club room, John L. Guidry stadium, Ayo swimming pool, tennis courts, soccer field, Ray Didier Baseball field, Lady Colonel’s Softball Field, Stopher gymnasium, Shaver gymnasium, Danos Theater, Peltier Auditorium, Gouaux Auditorium, Gros Auditorium (Powell Hall), Callais Recreation Center, Nicholls Farm, parking lots and any outside lawn areas.

Important Notes

  1. University student organizations and departments have priority with regard to use of facilities.
  2. Click here for a complete list of rental fees.
  3. The Student Union Reservations Office is the point of contact for reserving all university facilities.
  4. Facility availability and dates are confirmed on behalf of Auxiliary Services through the Student Union Reservations Office.
  5. Groups/individuals  with an outstanding debt to the University from a previous reservation will not be allowed to schedule or sponsor events in any university facility until the debt is paid in full.
  6. It is the goal of Nicholls to provide a smoke-free environment.  Therefore, smoking or use of other tobacco products is strictly forbidden on campus.

Food/Beverage Policy

  1. Individuals and Off-Campus Groups are required to use the university food service contractor.   For the highest level of food quality and service, contact Sodexo USA for all catering needs.  Click here for more catering information at Sodexo, USA.
  2. The campus food service contractor will not serve any donated food, beverage or alcoholic beverage.
  3. For wedding receptions ONLY, the renter may use an off-campus caterer for food and beverage (increased rental rate will apply).
    • The off-campus caterer will not be allowed to use the leased food service operations in Vernon F. Galliano Dining Hall or Le Mélange and Colonel’s Retreat cash operations located in the Donald G. Bollinger Memorial Student Union.
    • The off-campus caterer will be allowed to use the catering kitchen areas located behind the Plantation Suite and the Century Club Room.  No cooking is allowed on premise.  The kitchens are designated as holding/set-up areas.
    • The off-campus caterer shall provide a certificate of insurance for the minimum insurance requirements of $300,000 comprehensive general liability naming Nicholls State University as an additional insured and the certificate holder with a waiver of subrogation stated on the certificate.
    • The off-campus cater must also provide a alcohol license issue by the Louisiana Alcohol and tobacco Control Office.

Insurance/Liability Policy

  1. Proof of insurance is required for all facility reservations from individuals and off-campus groups.
  2. The Office of Auxiliary Services must receive an original  certificate of insurance at least two weeks prior to usage.
  3. Minimum insurance requirements are $300,000 comprehensive general liability (A $1,000,000 comprehensive general liability minimum is required for athletic or physical recreation based events).
  4. The Certificate of Insurance must name both the renter and Nicholls State University as an additional insured.  Nicholls State University must be listed as the certificate holder.  A waiver of subrogation shall be stated on the certificate.
  5. The University reserves the right to set the minimum limit required for any event held on the Nicholls State University campus on a case-by-case basis.
  6. The renter of the facility agrees to protect, defend, indemnify, save, and hold harmless Nicholls State University, the State of Louisiana, all State Departments, Agencies, Boards and Commissions, its officers, agents, servants and employees, including volunteers, from and against any and all claims, demands, expense and liability arising out of injury or death to any person or the damage, loss or destruction of any property which may occur or in any way grown out of any act of commission of the renter of the facility, their agents, servants, and employees, or any and all costs, expense and/or attorney fees incurred by the renter of the facility as a result of any claim, demands, and/or causes of action except those claims, demands, and/or causes of action arising out of the negligence of Nicholls State University, the State of Louisiana, all State Departments, Agencies, Boards, Commissions, its agents, representatives, and/or employees.  The renter of the facility agrees to investigate, handle, respond to, provide defense for and defend any such claims, demand, or suit at their sole expense and agrees to bear all other costs and expenses related thereto, even if it (claims, etc.) is groundless, false or fraudulent.

Use of Facilities Policy

  1. All rental rates quoted are based on a four-hour event time period during one calendar day.    If an extra day is required for set-up or decorations, a charge of 50% of event rental will be added to the bill.
  2. The University requires a deposit of 50% of the rental fee to be paid at the time a reservation is CONFIRMED.
  3. The renter is responsible for the behavior of event participants.  All guests are subject to the same university regulations as their host.
  4. The University reserves the right to require event security and/or University Police, at the expense of the renter, to monitor any function they deem necessary.  The University also reserves the right to determine the number of officers required based on the type of event, crowd expected, and University experience of said events or with the particular group reserving University facilities.
  5. The University is not responsible for items stored or left in facilities without approval or security measures taken.
  6. The University reserves the right to schedule the day before or after any reserved event.  Any organization or individual renting facilities must remove decorations or equipment immediately following the event.

Reservation Process

  1.   The following procedures will apply:
    • An Event Request (Reservation) Form must be submitted to the Reservations Office.  The signed Reservation Request form must be returned no later than two weeks prior to event date for meetings.  Requests for large events (25+ attendance) must be submitted at least four weeks prior to event date.
    • Form can be emailed to reservations@nicholls.edu or hand carried to the Reservations Office located in the Student Union/Student Life Office.
  2. Once the request is processed, the renter will receive an e-mail stating that the event is confirmed.
    1. The contract/confirmation will be issued indicating the amount due for rental, personnel services or other fees.
    2. The renter will be directed to the Student Union Reservations Office where deposit/payment with signed contract must be received in order the finalize the reservation.
  3. The remaining balance must be paid within two weeks of the date of the confirmation letter received from the Office of Reservations Office.
  4. The Reservations Office will issue a receipt for payment to the renter and forward the payment and deposit slip to the Controller’s Office.  The Controller’s Office will issue a receipt that will be attached to the Reservation Form (original).
  5. The deposit will be refunded in full if a cancellation is made at least 48 hours prior to the event. The renter must be able to produce a valid driver’s license or social security card if requested.
  6. At the completion of the event, final billing will be compiled, and the total amount due will be tabulated to reflect advanced deposits.  The final bill will be sent to the Controller’s Office, where it will be invoiced to the user.
  7. The University reserves the right to schedule the day before or after any reserved event.  Any organization or individual renting facilities must remove decorations or equipment immediately following the event.
  8. Rooms may be booked on a tentative basis for a period of one week.  At that time, the reservation should either be confirmed or canceled.

Set-Up/Tear Down and Decorations Policy

  1. The university reserves the right to approve all facility decorations.
    • A complete description and diagram are required in advance of the event.  This should be done as soon as plans are made and no later than two weeks prior to the event.
    • All decorations, props, or equipment must be removed immediately following the event unless prior approval is obtained from the Student Union Director.  If not removed promptly and facility custodians are impeded from doing clean up or set up for another event or items left create a problem for the university, the Office of Auxiliary Services through the Student Union Reservations Office will assess a fee appropriate for the inconvenience involved with correcting the situation.
    • The University is not responsible for props, decorations, equipment, and personal items, etc. used to set up, clean up, or stage an event, left unattended or not removed promptly, warranting removal or movement by university personnel.
  2. Individuals and Off-Campus Groups renting the university facilities are subject to all costs of staging the event.
  3. Rental fees for wedding receptions, anniversary or graduation celebrations, birthday parties, dances, etc. are all based on a four-hour event.  Any event over the approved four-hour limit will be assessed and additional hourly rental fee. The four-hour time limit will be based on beginning and ending times specified as event time on the reservation form.  The additional hourly rental fee will be assessed if the event exceeds 15 minutes past the ending time stated on the reservation form.  Renter is subject to a clean up fee, which must be paid prior to the event.  This fee is based on a four-hour event and includes custodian(s) on duty during the event and cleanup after the event. Any event over the approved four-hour limit or which exceeds the clean up charge will be assessed additional overtime charges for custodian(s) on duty.  If overtime is required to set up the event, the renter is subject to overtime charges at time and a half.
  4. Groups/individuals are subject to overtime charges for any set-up or clean up in which the custodial staff has to be assigned beyond their normal work schedule.

Commercial or Outside Vendor Rental Policies 

  1. At the beginning of each semester, the Student Union receives an overwhelming amount of requests for the use of the Student Union Lobby from student organizations and campus departments.  In a desire to accommodate such requests, the Office of Auxiliary Services has established the following Commercial or Outside Vendor Policies.
  2.  Commercial or outside vendors will be limited to the Bowie Room.  A sign will be posted in the main Student Union Lobby on the day of the reservation to alert students, faculty, and staff of the vendor’s location and reservation time.
  3.  Commercial or outside vendor reservations will be limited to the months of October and March each year.  The Office of Auxiliary Services will take commercial or outside vendor reservation requests during the month of September only.  The reservations will be taken on a “first come, first serve” basis.  Each vendor will be limited to one reservation per year.  Each vendor category or type, such as credit card, poster, etc., will be limited to two days in October and two days in March.
  4.  Commercial or outside vendors will be assessed a per day rental (category 4 = $200).
  5. The University is not responsible for items lost or stolen.  The University will not accept delivery and/or store shipped boxes or packages on behalf of commercial or outside vendors.  Commercial vendors will have to bring all exhibit supplies on the date of the reservation and be responsible for removing the supplies when they leave the facility.
  6.  Commercial and/or outside vendors will not be allowed to give “freebies” as an enticement to the customer.  Vendors are allowed to distribute informational brochures.  Vendors must conduct business from behind the table.  Vendors are not allowed to roam through University facilities to promote merchandise or product.  Vendors cannot verbally call out or physically approach customers to promote or advertise products, message, or literature.  Students and guests should be allowed to approach the table or hear or view the product or literature on their own.
  7.  Vendors will be given one table and two chairs for the exhibit space.  The use of sound equipment or loud noise devices is strictly forbidden.  If TV/VCR equipment is used, noise level must be controlled as not to disturb other vendors or guests of the facility.  This will be strictly enforced.  The University reserves the right to approve/disapprove any other equipment request or placement of said equipment.  All equipment requests must be made at the time of reservation for consideration.
  8.  Posters, banners, signs, or other items cannot be taped to the walls.  The University can provide a sign stand upon request. There is a $25 fine for taping or puncturing walls.  Damages to the facility or University equipment caused as a result of negligence by the vendor’s representative or exhibit will be charged to the vendor for immediate payment.
  9.  CREDIT CARD VENDORS:  Credit card companies must provide a brochure to the student or customer before the application is completed warning of the financial problems associated with excessive financial debt.  The credit card company must submit this brochure in advance, for approval, to the Office of Auxiliary Services.  Credit card companies may only offer one type of credit card per visit.  Solicitation of more than one card is strictly prohibited.
  10.  BANK VENDORS:  Banks wishing to exhibit a full range of services (excluding credit cards) may reserve lobby space during University designated Freshman Orientation dates each year.  The University will sponsor a “bank fair” during the orientation program.  Banks are subject to the same rental rates and general policies listed in the Commercial and Outside Vendor Policies herein.
  11.  UNIVERSITY SPONSORED VENDORS:  University sponsored vendors such as the cable company, which is providing a direct service to the residence hall students and sponsored by Residential Services, will be allowed to set up exhibit space in the Student Union Lobby.  The type or category of commercial vendors is subject to the same rental rates and general policies listed in the Commercial and Outside Vendor Policies herein.  Student organizations are not allowed to sponsor commercial or outside vendors without the permission of the Student Life Office.  If approved, the commercial vendor is still subject to the same rental rates and general policies listed in the commercial and Outside Vendor Policies herein.  Blood drive businesses, which are sponsored by campus organizations and/or departments, will follow the established reservation guidelines monitored by the Office of Auxiliary Services.  Blood drive vendors will be subject to the same rental rates and general policies listed in the Commercial and Outside Vendor Policies herein.

Commercial Advertisement on Campus

The University is not required to allow any non-University related commercial enterprise or individual to advertise on campus.  However, in the spirit of good community relations, some business advertisements may be allowed.

  1. Commercial advertisements by businesses and individuals must conform to all University regulations governing the use of bulletin boards and the posting of signs on campus.
  2. The University reserves the right to place time, manner and place restrictions on commercial advertising by any organization/individual, and may restrict the content of the advertisement if the advertisement thwarts the aims, purposes or policies of the institution or if the advertisement violates Board policy, local, state or Federal law.  For example, advertisement of alcoholic beverages will not be permitted.
  3. Any business or individual that violates the above stated rules would lose the privilege of advertising on campus.

Commercial Solicitation – Bulletin Boards and Posting of Signs:

  1. Signs for approved activities may be posted ONLY on bulletin boards on places designated by the approving authority.  The posting of signs on trees, painted surfaces, brick surfaces, and glass surfaces is PROHIBITED.  The University reserves the right to place time, manner and place restrictions on advertising by any organization/individual, and may restrict the content of the advertisement if the advertisement thwarts the aims, purposes or policies of the institution; for example, advertisement of alcoholic beverages will not be permitted.  The University will determine penalties for violation.
    1. Approval authority for the posting of signs is as follows.
      1. General Campus and General Bulletin Boards – Student Union Director
      2. Department Bulletin Boards – Individual Department Head
      3. Residence Halls – Director of Housing and Residence Life
      4. Student Union Building and Surrounding Area – Student Union Director
    2. Signs on bulletin boards generally should not exceed letter size (8½” x 11″).
    3. Signs advertising specific events must be removed by the sponsoring group within one week after the event.

Commercial Solicitation on Campus:

 1.     Solicitation for commercial purposes that competes with campus-based operations will not be allowed.

2.     Entities wishing to solicit on campus must present to the appropriate approval authority as listed below, a detailed description of the product or service to be sold/provided, proof of commercial licensure or non-profit status, as applicable; and other documentation as may be required by the University to determine acceptance or rejection of the request.

 

Solicitation Target Population Approval Authority
General Campus Community Student Union Director
University Employees (Faculty & Staff) Director of Personnel Services
University Purchases Purchasing Agent

 

3.     The University reserves the right to place time, manner and place restrictions on all solicitation activities.

4.     The University reserves the right to deny approval of content or product of commercial solicitation if the content or product thwarts the aims, purposes or policies of the institution, or if the content or product is prohibited by University regulations, Board policy or law.

5.     Charges for facility use and related expenses, and compensation to be paid to the University will be determined by the University and paid by the individual, group, or business in accordance with the published University policy.

 

SPECIAL EVENT PARKING AND RESERVED PARKING 

  1. LARGE EVENTS Events with attendance of over 40 vehicles must request a reserved parking area. Please refer to the University Police Website for the request form.
  2.  VISITOR PASSES Visitors can obtain a visitor parking permit from Parking Services in the University Police Department or by submitting this form and should park in identified visitor parking spaces on campus.  If coming to campus for a specific event, the sponsoring office will issue parking instructions to visitors. The department hosting an event with fewer than 40 guests should request visitor parking passes at least two weeks in advance by sending an e-mail to parking@nicholls.edu. The e-mail must include your name, your department, date(s) of event, name of event and how many passes are needed.
  3. MARDI GRAS PARADE PARKING Anyone, including students, faculty, and staff, must pay a fee to park along the route for Mardi Gras parades. You can apply for reserved Mardi Gras parking at University Police in Calecas Hall. Reservations will be available only when the Mardi Gras Application is accessible below.