1) The Scheduling Officer for the University Center is responsible for coordinating the use of all areas and rooms assigned to the University Center; the University Center, the Lodge, and Breckenridge meeting rooms
a) where rental fees are charged all groups are required to sign a rental contract and a statement of policy
agreement before a reservation is confirmed
b) any changes to the initial contract must be authorized by the University Center Scheduling Officer
2) Facilities are reserved in the order in which requests are received; with consideration given to group size, the type of program and available space. Management reserves the right to assign and if necessary reassign facilities to assure the most efficient and appropriate use of the facilities.
3) Willful or careless damage to University property or equipment shall necessitate a replacement and/or repair charge to the responsible group or individual
4) Scheduling of lounge areas is by special arrangement ONLY
5) The University of Colorado at Colorado Springs is a smoke free campus
6) All groups shall obey all published University and University Center policies
7) Groups or individuals sponsoring an event are responsible for the actions of all participants. Violations of this policy by the group or individual may result in the loss of scheduling privileges in the University Center, the Lodge, and Breckenridge meeting rooms and may include civil or criminal charges
8) A representative of the group must remain on site until the event is completed. This includes staying until all participants and/or outside contracted vendors have left the building (ie entertainers, photographers, media personnel, etc)
9) Customers are responsible for removing all equipment, decorations, and other equipment at the conclusion of the event. The delivery or removal of the above mentioned items can not jeopardize use of the space by another customer; if it does one or both of the following will apply
a) the individual or group may be charged an additional rental fee
b) the individual or group may be charged the cost of removing the items and the University Center does not
assume responsibility for damages or loss
10) Decorating
a) all decorating in these facilities or surrounding outside areas must be approved in advance by the
Scheduling Office
b) a group may not attach anything to ceilings, light fixtures, sprinkler heads, walls, floors, woodwork window
treatments or painted surfaces unless approved by the University Center Scheduling Officer
c) any decorations used for an event must be removed by the sponsoring individual or group at the conclusion
of the event. If it becomes necessary for the University Center staff to remove materials left by the group, the
sponsoring individual or group will be billed for all costs associated with removing the materials
d) the use of confetti, rice, dance wax and similar materials is prohibited
e) open flames are not permitted without prior approval from the University Center's Scheduling Officer and the
University's Office of Risk Management. Extra costs associated with the clean-up of wax or damage to
furnishings or equipment caused by the use of fire, even when approved by the appropriate offices will be
charged to the responsible individual/group
f) doorways, hallways, corridors, staircases and fire exits can't be blocked or obstructed
g) no pins, tacks, or other piercing mechanism may be placed in walls, ceilings, woodwork, etc
h) light bulbs may not be placed where the heat from the bulb might create a fire hazard; "special effects"
equipment such as smoke, fog and fire machines are not permitted
i) the University of Colorado (legal) is not responsible for the loss of any materials or displays, gifts, favors or
other items left in the facilities
11) Cancellations must be given to the University Center Scheduling Officer as soon as possible. Student organizations, university departments and non-university groups will be held responsible for all charges incurred because of commitments made to facilitate the event the occurred prior to the cancellation.
Cancellation Policy (to avoid a charge) is as follows;
72 Hours Notice for the Lodge, UC 303, the Theatre, & UC 116
48 Hours Notice for all other spaces
charges start at the rate of the current Room Rental Rate Fee Chart
12) Americans with Disabilities Act; all groups and individuals are required to meet the Americans with Disabilities Act regulations as they apply to events held at the University Center, the Lodge and Breckenridge meeting rooms
13) EXCEPTIONS: the University Center Scheduling Officer in conjunction with the Director of the University Center reserve the right to make exceptions and/or additions to any University Center Reservation guideline. When applicable, exceptions may also be made by the University's office of Risk Management and Public Safety.
14) Use of FREE meeting room space is for normal building hours ONLY, if an event is scheduled OR goes past the normal/posted operating hours the individual/organization will be charged for that usage based on the current rates in the Room Rental Rate Fee Chart
15) All academic use of auxiliary facilities originates with the Office of Admissions & Records
16) Payment of Invoices are due 30 days from Invoice Date; failure to make payment on time may result in cancellation of all holds, tentative and confirmed reservations
that the individual/group/department have with the University Center
17) Only food & beverages ordered through the University's food service contractor may be served in the meeting and banquet rooms of the Lodge; all other food and beverages are prohibited Campus groups may use the University's food service contractor, use an outside contractor or bring in their own food when scheduling meetings in the University Center or Breckenridge, if an outside caterer is desired, the University's food service contractor MUST be given an opportunity to submit a bid. All off-campus groups must use the University Food Service contractor
18) University Center equipment (tables, chairs, AV, etc) is a student fee funded purchase and is therefore restricted
to use in the University Center, the Lodge, and Breckenridge
Special Opening / Late Closing Charges:
The University Center will open early or, on days it is normally closed, close late for groups that meet the following requirements
1) group size minimum of 150 people
2) minimum number of hours required: 4 hours is the minimum charge if the space is needed on a day when the building is normally closed OR at a rate of time & one-half for events that start before or extend beyond normal operating hours
UNIVERSITY CENTER GYMNASIUM:
The gymnasium is a multi-purpose facility; as a gymnasium participants are required to war proper footwear including;
tennis shoes (no black soles), and no bare or stocking feet. Arrangements for the use of Volleyball nets and balls,
basketballs and other athletic equipment must be made separately through the Campus Recreation Department
Coordinator as a multi-purpose facility there is a protective floor covering available; schedule use of this floor covering
through the University Center Scheduling Office use of chairs, tables, staging, etc is only allowed with the use of the
protective floor covering; folding chairs for use in the gymnasium are available through the University Center for $0.25
each; other items must be arranged through the campus facility services department or through an off-campus rental
agency since the gymnasium is a multi-purpose facility the following priorities have been established;
1) reservations taken four months in advance for general fund supported departments, clubs, organizations and
academic* class use
2) reservations taken two semesters in advance for student fee supported clubs, organizations and departments
3) reservations taken one year in advance for Intercollegiate Athletic games (not practices), recreation and
intramurals, free play and Campus Activity Board events
4) reservations taken one year in advance for usage by non-university groups during semester breaks when
classes are not in session and during the summer
*the University Center reserves the right to block out specific times to be used for academic class usage ahead of
schedule
Reservations:
Student Clubs & Organizations
entitled to one FREE meeting room use per week
1) reservations to be made by the club/organization officers only
2) registered student organizations may arrange FREE meeting room space in the University Center (if no room set-up change is required) in one of three ways
a) registered student organizations may apply with the University Center Scheduling Office to use the same
meeting room, at the same time, on the same day of the week for an entire semester (series reservation)
beginning August 1st for the fall semester and beginning the last week of December for the spring semester.
All series reservations will be made on a first-come, first-served basis. Series reservations must be
scheduled with the University Center Scheduling Office no later than the Friday of the second week of
classes. Series reservations may begin the first week of classes
b) reservations for FREE meeting rooms other than SERIES RESERVATIONS may be made up to four (4)
weeks in advance, beginning 10 days after classes have started on an as needed basis and space available
basis
c) Sundays are FREE during regular building hours.
3) FREE use of meeting rooms can't exceed four (4) hours
4) failure to arrive within 30 minutes of the scheduled reservation start time may result in the loss of the room
5) if more than one room is needed for meetings each week, organizations may request a second FREE room one
day in advance of the date needed, requests will be honored on a space available basis
6) groups are asked to adjourn meetings 30 minutes before the scheduled closing of the building unless prior
arrangements are made with the University Center Scheduling Office
7) unless a special room set-up is requested, the set-up of the room for the meeting will be considered "standard"
for the room, if a group rearranges the room and does not re-set it at the conclusion of the meeting they may be
assessed a re-set fee
8) overhead projectors, screens, table podiums, slide projectors and voice/data jacks are available free of charge;
pending availability TV/VCR combinations are also available free of charge for organizational meetings
9) the Brooks Room will be available for organizations meetings for up to four (4) hours per week free of charge; the conditions of use are
a) the scheduled meeting does not prevent the occurrence of an income generating event (free meetings may
be subject to relocation for an income generating event(s)
b) only if other meeting rooms that are available are not large enough to accommodate the group or are not
available
c) may not be scheduled more than a week in advance
d) utilize the standard set-up for the Brooks Room
10) rental fees may be assessed for meetings requiring changes to regular room set-ups or technical equipment other than the items listed in #7 above, special room arrangements and technical needs should be communicated to the University Center Scheduling Office a minimum of 24 hours in advance of the scheduled event
11) the Office of Campus Activities (OCA), as a direct entity of the University Center and THE primary activity programming body for UCCS, is exempted from the policy restricting the number of room uses per week. This is also based on the fact that OCA is made up of eight committees that individually could have made and held sixteen (two per committee) room uses per week
Department Reservations (any academic or non-academic department of the University)
entitled to one FREE meeting use per week
1) department officials may schedule the University Center, Breckenridge and the Lodge meeting rooms FREE of charge once per week for four (4) hours or less for departmental meetings, in lieu of these meetings department officials may offer, at no cost to attendees, educational programs of interest to the general student body. Departments are not exempt from room rentals or other fees associated with reservations when meeting rooms are scheduled more than once per week or when an admission is charged to an event the department is sponsoring
2) FREE meeting rooms may be scheduled August 1st for fall semester and January 1st for spring semester and may be for the entire semester
3) meeting rooms must be used "as-is" without changes being made to the "standard" room set-up
4) overhead projectors, screens, slide projectors, table podiums and voice/data jacks are available free of charge in all meeting rooms, special room arrangements and technical needs should be communicated to the University Center Scheduling Office a minimum of 48 hours in advance of the scheduled event, failure to communicate special needs may result in charges and will be billed to the department's account at the current rate
ADMINISTRATIVE UNIT
1) room reservations made by a UCCS Administrative unit for a University of Colorado system function may be
made up to six months in advance
2) administrative units are to be considered under department policies for normal operations/meetings
3) reservations involving the entire campus made by administrative units may be made six months in advance
Vendor Tables
1) all requests to reserve vendor tables go through the University Center Scheduling Office, for safety reasons the University Center restricts the number of tables in the public hallways and spaces
2) a maximum of 2 chairs per table is allowed
3) persons staffing the table are to remain behind the table
4) literature may be made available for passers-by to pick-up from the table, but can't be handed to passers-by as they walk by
5) tables are not available to student organizations during finals week
6) tables may be reserved by a campus organization or University department/division
An off campus group/business may use table space IF sponsored by a registered organization or department. If an organization or department sponsors an off-campus user a representative of the organization MUST be present the entire time the table is set-up.
7) a table can be reserved for a maximum of three (3)-three (3) day periods per semester, additional requests should be submitted for approval one week in advance and are contingent upon space available
8) for safety and availability of electrical outlets the use of audio equipment or amplified sound MUST be approved by the University Center Scheduling Coordinator before it will be permitted
9) solicitation in the University Center MUST be in compliance with University policies
10) the following is the rate structure for vendor table rental;
$20.00 Information Table
$50.00 Cellular Phones
$80.00 Credit Card Companies
11) payment for vendor table rental MUST be made prior to the table being set-up
12) collection and payment of sales tax will be performed by the UCCS Bookstore
13) the free distribution or sale of any food product is restricted to individually wrapped and pre-packaged product; there will be absolutely no "bake sales" or sales of home produced product
14) the University's Athletic Department is permitted to offer for sale food & beverage product in the form of "concessions" at athletic events, the opportunity to do so may NOT be consigned by the athletic department to another university department or organization
15) it is University policy that no item sold from a vendor table by a department/organization can be an item offered for sale in any university agency, such as the Bookstore, unless approval is given by that agency, it is the responsibility of the reserving group to seek approval from the proper agency
16) each vendor is responsible for the table and the equipment related thereto, if damage or theft occurs the University Center assumes no responsibility and the vendor will be charged for repair or replacement costs
17) signs or banners used at the table may be hung from the front of the table ONLY, no signs or banners may be affixed to the wall behind the table in any manner, a brochure rack may be placed behind the table or on the floor
18) all written material in a foreign language MUST first be translated into English, approved by the Office of International Programs and filed with the University Center Scheduling Coordinator in advance of distribution
19) UCCS SGA purchases a raffle license every year for registered student organizations to use, if your registered student club/organization is interested in conducting a raffle to raise funds stop by the University Center Director's office and pick-up a Raffle Packet
20) Concessions - the UCCS Athletic Department is permitted to offer for sale at athletic events in the University Center canned and/or bottled non-alcoholic beverages and pre-packaged snack items
Official University Functions:
Functions that support the "official business" of the University will not be charged a rental fee. Official functions are those that;
promote unity and allegiance to the University
build support for and community among all segments of the University population (students, staff, faculty,
alumni, parents)
Examples include but are not limited to:
Homecoming activities
Pre-Collegiate (not overnight stays)
Commencement Receptions
Parents Weekend
Freshman/Transfer Orientations
OCA activities
Welcome to School events
Chancellor & Board of Regent events/meetings
Convocation
Award Ceremonies sponsored by the University
Intercollegiate Athletic events (not practices)