Room Usage Policies

Student Center Room Usage Policies

All persons reserving space in the Student Center agree to the follow these policies for themselves and the members of their group:

1. Reservations must be received by the Information Center at least 48 hours prior. If able to accommodate, any reservations booked within 48 hours will be booked “As-Is” without setup support.
2. Reservations should start and end promptly at the designated time on the reservation confirmation. Additional usage time is at the discretion of the Student Center staff.
3. The Operations Manager reserves the right to override a specific room request, based upon the size of the group and the specific needs for the use of the space. However, in most cases requests will be made on a first-come first-served basis.
4. Special room setup requests must be submitted to the Information Center at least 48 hours prior to the reservation. A setup fee of $25.00 per staff per hour may be charged for events that require extensive setups (one (1) hour minimum).
5. All student organizations/clubs must follow the guidelines outlined in the Student Handbook and the Student Organization Handbook.
6. Student clubs/organizations are limited to one weekly meeting per week.
7. Students are not permitted to reserve space under their name and/or group for off-campus entities. All off-campus entities are subject to rental fees and should reserve space through the Information Center.
8. Open flame devices are only permitted under direct supervision of an adult. Please be mindful of fabrics and any hot wax that may drip onto facility property.
9. If any furniture is moved during your reservation, please replace it when you are done.
10. Per WV Fire Code, please do not block any hallway or door with furniture or people.
11. Groups or individuals are expected to clean up all food, drinks, utensils, and napkins by the end of the reservation.
12. Consumption of alcohol is prohibited in the Student Center without prior approval. Requests to serve alcohol at events must be submitted to the Student Center Operations Manager no-less than 20 days prior to the event.
13. Please note, proper permits are required for all vehicles parking on campus. Please contact Shepherd University Police Department for details: https://www.shepherd.edu/police
14. The following room reservation restrictions are in effect to allow us to meet the needs of as many users as possible (any exceptions must be obtained in writing from the Operations Manager):
    1. Storer Ballroom is used for groups of 50 or more and is not used for weekly meetings.
    2. Blue/Grey room is used for groups of 25 or more.
    3. Cumberland room is used for groups of 25 or more.
    4. Rumsey Gallery is used for groups of 25 or more.
15. If using University equipment to exhibit movies, broadcasts, or music to attendees or others, use of such equipment is conditioned upon group’s/individual’s representation and warranty that it has legal rights to exhibit such materials, and the University reserves the right to require evidence thereof.
16. Electrical setups for concerts, musicians, special events, etc. may only be connected to electrical panels with prior approval and on-site assistance from the Facilities Management staff. Please submit any requests to the Student Center Operations Manager at least 10 days prior.
17. AV Support- all Student Center equipment will be setup by our staff prior to the event and will come “as-is” unless an AV Tech is assigned to the booking.
    1. Student Center AV Techs will provide:
       • Setup/break down of University owned AV equipment
       • Assistance and oversite when connecting host owned equipment to University equipment
       • Computer and projection assistance during the event (University equipment only)
       • Audio mixing and assistance during the event (University equipment only)
       • Tech reserves the right to restrict usage of lessee owned equipment for safety purposes
    2. Cost:
       • $50.00 per hour for non-campus sponsored events (2-hour minimum)
       • $25.00 per hour cost recovery for campus sponsored events (1-hour minimum)
       • Requests for support made within 2-weeks of event are subject to staff availability and may incur charges at 2x the hourly rate.
18. Since Shepherd University is a tobacco free campus, we ask all facility users to refrain from using these products. For more information, please visit: https://www.shepherd.edu/tobaccofree
19. Shepherd University reserves the right to refuse service if group/individual is in violation of our Civility Code of Conduct.
20. The Student Center staff reserves the right to ask any individual(s) and/or group(s) to leave that are in violation of the rules, without refund. Any damages to the facility may be charged back to the group.

The Student Center staff reserves the right to ask any individual(s) and/or group(s) to leave that are in violation of the rules, without refund. Any damages to the facility may be charged back to the group.

Student Center Decorations Policies

1. Drafting (aka painter’s tape) tape may be used on concrete walls only. Please do not use tape, staples, or tacks on wallpapered areas or ceiling tiles of the building.
2. Ceiling tiles should not be removed or tamped with for user(s) safety.
3. Use of ceiling hooks is required for any overhead lighting effects.
4. Ceiling hooks can be provided at the Information Center.
5. The use of paint, confetti, powder, glitter, silly string, and straw or hay is not permitted inside the facility.
6. Open flame devices are only permitted under direct supervision of an adult. Please be mindful of flammable fabrics and any hot wax that may drip onto facility property.
7. Please keep the furniture in the designated room.
8. Please remove all decorations at the end of your event.
9. Any damages to the facility may be charged back to the group.

Rules for Bands

1. All bands or individual musicians are to check in with the Student Center staff before unloading equipment.
2. The Student Center electrical outlets are 110 – 115 volt lines. We do not have 220 volt lines.  Bands will not be able to wire into the Student Center’s circuit breaker boxes without prior written approval and on-site assistance from Facilities Management staff.
3. No lights, banners, or electrical wiring may be hung from the ceiling tiles. Ceiling tiles are not to be removed.
4. Absolutely no pyrotechnic devices or devices that produce a flame may be used during any performance.
5. The Student Center will not supply sound or lightning equipment to bands or individuals.
6. All equipment used by the band must be carried in by hand or cart. Equipment is not to be dragged across a floor. Bands may be subject to a damage fee for marks left on floors.
7. All bands or individuals performing in the Student Center will be asked to unload on the side of the Student Center. Bands performing in the Storer Ballroom on the third floor can use the elevator in the Student Center to load and unload equipment. Please do not overload the elevator.
8. Bands may be asked to control their sound volume to meet OSHA standards and to comply with community regulations.

Student Center Information Table(s) Guidelines

All persons reserving Information Tables in the Student Center agree to the follow these policies for themselves and the members of their group:

1. Reservations must be received by the Information Center at least 48 hours prior. If able to accommodate, any reservations booked within 48 hours will be booked “As-Is” without setup support.
2. The Operations Manager of the Student Center reserves the right to override a specific request, based upon the size of the group and the specific needs for the use of the space. However, in most cases requests will be made on a first-come first-served basis.
3. All student organizations/clubs must follow the guidelines outlined in the Student Handbook and the Student Organization Handbook.
4. Please note, proper permits are required for all vehicles parking on campus. Please contact Shepherd University Police Department for details: https://www.shepherd.edu/police
5. To respect the space of users, we request all solicitation is conducted at the reserved information table only.
6. The Student Center staff reserves the right to ask any individual(s) and/or group(s) to leave that are in violation of the rules, without refund. Any damages to the facility may be charged back to the group.

Cancellation/Closures/Refunds/Discounts

All cancelations must be at least 24 hours in advance of your event by one of the following:

• Call 304-876-5497 Monday through Friday 8:00am to 4:30pm
• Email our Operations Manager at nmummert@shepherd.edu

Any cancelations, or failures to cancel will endure a 25% charge of the total cost of your event.

Bowling parties of less than 50 people may not be given a discount and/or refund if four or less lanes malfunction and are unable to operate during the reserved time.

If Shepherd University is ‘Officially Closed’ (ex. due to weather, power failure, etc.)

• then your event will be cancelled, at no charge to you, and can be rescheduled. We will make every effort to contact you in this circumstance.
• all in-person events are cancelled unless special permission to meet or continue with the event has been granted by the Vice President for Student Affairs or other member of the University Executive Leadership Team. Please visit www.shepherd.edu for updates.

All discounts/refunds are given at the discretion of the Student Center Operations Manager.