Students reserving space are agreeing to all of the following terms. Students reserving space on campus must acknowledge that they understand the following:
- All policies outlined in the Student Handbook and the Student Organization Handbook are applicable and any violation of College policies may result in a student conduct process against individuals within and/or the entire organization.
- Per Office of Student Engagement policy, all organizations should request a reservation for space at least 72 hours in advance of the proposed event; spaces cannot be reserved with less than 72 hours’ notice. Services (e.g., tables, chairs, sound equipment, etc.) must be added to space requests at least five (5) business days prior to weekday events and a minimum of ten (10) business days prior to weekend events. Requests made for spaces or services that do not meet these stated requirements will not be approved.
- If applicable, contracts for events must be submitted to the Office of Student Engagement at least four (4) weeks prior to the event.
- Students are not permitted to advertise for events until they have received official email confirmation that the request for space has been approved.
- Students may only reserve space for an organization of which they are a member in good standing.
- Library study reservations may only be made for designated spaces in Chalmers Library.
- Student organizations are responsible for fees for any damage incurred during the time in which the space is reserved — this includes unintentional damage and damage caused by event guests. If students notice any damage in spaces during events, they must report it to Campus Safety and email Student Engagement with photos within twenty-four (24) hours.
- All reservations must clearly state the intended use for all facilities and include all the names of all sponsor groups; misrepresentation of the event may result in cancellation.
- Reservation requests must be made for the exact space that is going to be used (e.g., Old Kenyon West Lounge and Patio; Craft Center Kitchen and Lounge). Reserving one space to gain access to another is considered misuse of the reservation system and is not permitted.
- Students must follow fire code/venue capacity regulations.
- Several spaces on campus are designated as "alcohol free." Bringing alcohol into those spaces may result in conduct charges. If students are unsure whether a space is alcohol free, they agree to contact the Office of Student Engagement prior to reserving the space.
- Alcohol may only be brought into a space for approved Social Events with Alcohol, registered through the Office of Student Engagement.
- The College has the right to cancel a reservation at any time due to unforeseen circumstances. Students understand that this is a possibility and will work with the Office of Student Engagement to reschedule, if possible.
Questions about any of these terms should be directed to the Office of Student Engagement prior to requesting a space.