EVENT PLANNING >> POLICIES AND PROCEDURES

Patio Stage Policies

• Reserved on a semester to semester basis ONLY.
• The Patio Stage is approximately 15’x20’.
• Amplified Sound may be used from 12pm-2pm. Even using a microphone and speaker is considered amplified sound.
• The stage may be reserved up to five times per semester, including up to one Wednesday.
• Equipment provided on the stage is one wired microphone and one patio EON speaker.

Sound Policies

• These policies are designed to create an environment that does not interfere with the normal actions of the campus community but still allows for a maximization of student enjoyment of campus concerts and large-scale events.
• The locations to be controlled herein are the Student Union Stage, the Mall between Classroom I and Health and Public Affairs, and the Recreation and Wellness Center facilities including Lake Claire, and general green areas.

Food Policies

• All events held in the Student Union, and the other locations controlled by the Student Union, must order food from an approved caterer, through the Event Services Office.
• Due to liability issues, no open food containers may be removed from the Student Union.
• Registered Student Organizations and Agencies receive 20% off of the menu price.

         Food Donations

• Registered Student Organizations may have food donated, provided the necessary paperwork is on file in the Event Services Office within the allotted time period.
• Departments may only have food donated with the approval of the Event Services Coordinator. Approvals are on a case-by-case basis.
• Under no circumstances are Public Clients able to have donated food.
• All Food Donations must be approved by the Coordinator
• If approval is granted, a Certificate of Liability Insurance and a written statement from the restaurant (on company letterhead) must be submitted to the Event Services Office at least thirty (30) days prior to the event. The written statement from the restaurant must describe what foods they will be providing and must be signed by a restaurant manager or higher.

Cancellation and No Show Policies

• All clients must cancel their room reservations at least three (3) days prior to the event.
• If the client fails to cancel in the correct amount of time and/or a No Show occurs, a No Show Fee may be incurred, which is 50% of the room rate.
• If catering has been ordered for an event that has not been cancelled or is a No Show, the organization will still be charged for their food.

Decorating Policies

• Tables do not come with table cloths. This is an extra fee and must be reserved with your event planner.
• The Student Union will not permit affixing of anything to the walls, floor ceiling with nails, staples, tape or other means
• No glitter or confetti is permitted in the Student Union.
• Balloons are allowed, but must be weighted or tied to centerpieces/chairs. Any balloons that may become loose might incur fees.
• Candles must be approved by the Student Union Event Services Office and Environmental Health and Safety.
• Due to our fire alarm systems, we are unable to accommodate pyrotechnics, lasers, or fog and smoke machines. For other effects, please contact your event planner for approval. For intelligent lighting, sound systems, and other special event needs, we recommend contacting All In Production Services (A.I.P.S.) at 407-423-9090. Additional setup times are required for installation of special equipment. Please confirm with the Student Union that the time required for setup is available.