> Event Mangement Policy Guide
Campus Life facilities are available for the following types of events:
UGA events – events arranged by a registered student organization or UGA
department. Reservations for these groups may be requested by members
of the student organization and University faculty/staff. Any group seeking
to become a registered student organization may make a maximum of
three meeting room reservations (for the purpose of recruitment) prior to
registering. Attendance is limited to University personnel or students.
UGA-related events – events arranged by a registered student organization
or UGA department, but attendance to the event is not limited to University
personnel or students.
Nonprofit events – events arranged by nonprofit organizations not
associated with The University of Georgia. The Department of Campus
Life reserves the right to review each of these events before a reservation
can be made. Proof of nonprofit status is required. Groups in this category
must pay room charge in order to hold reservation.
Recruitment events – events arranged by commercial organizations for the
purpose of employee recruitment, training or meetings. The Department
of Campus Life reserves the right to review each of these events before a
reservation can be made. Groups in this category must pay room charge in
order to hold reservation.
Campus Life facilities are not available for study sessions, commercial
solicitation, or private events.
Reservation Requests - Reservation requests must be submitted by completing a Facility Reservation
Request form(s). These forms are available in the Event Management Office
or at www.uga.edu/emo. Facility requests (requiring no special equipment or
personnel) should be submitted at least 3 business days prior to the meeting or
event. Equipment, personnel and/or technical requests must be submitted no
later than 10 business days prior to the event. Failure to submit requests during
these times may prevent the EMO staff from providing the requested facility or
service. An email address is required to send reservation confirmations. Please
remember that submitting a form is only a request. Your reservation is not final
until you have received an email confirmation.
Payment
A University account number or payment (cash, check, debit/credit card, or
Bulldog Bucks) for applicable charges is due within 10 business days after the
event has been invoiced. We do not direct charge Foundation accounts. Payment
must be made by the sponsoring organization or a university department or
organization. Departments or organizations with outstanding debts will not be
allowed to hold future events until all delinquent amounts are paid in full, with
the possibility of canceling existing events.
Sales Tax
If you pay with anything other than a UGA Account Number (i.e. cash,
check, credit card, Bulldog Bucks, etc.), you will be charged 7% sales tax.
Fundraising/Solicitation
Use of Campus Life space for fundraising purposes must be approved by the
Assistant Director of Student Activities & Organizations. Fundraising activities
include but are not limited to selling any item or service, charging admission to
an event and taking donations for charity. A Solicitation/Fundraising Request
form should be submitted online at least 10 business days prior to the event.
This form is available on-line at www.uga.edu/campuslife under the “Center for
Student Organizations” link.
Cancellation Policy
Groups must cancel all reservations at least three (3) business days prior to
the event. Failure to cancel at least three business days prior to the event
will result in a payment of all charges or a penalty fee. Groups not canceling
reservations involving equipment charges and/or special labor within five (5)
business days will be responsible for charges.
Room Setups
Most meeting rooms have a standard setup. Meeting rooms are not to be altered
in any way from their regular set. Failure to leave a room as it was found will
result in a reset fee. Special setups for meeting rooms may be requested for
events taking place between 8:00 a.m. and 4:00 p.m. on weekdays and anytime
on weekends. There is space on the reservation request form to include special
setup requests. A sketch of your request is encouraged.
Prohibited Items
The following items are prohibited in the use of Campus Life facilities: alcohol,
tobacco products, microwaves, any open flame, and animals (except service
animals). Candles are allowed if set on a stationary object (i.e. a table) AND
inside a globe which covers the flame. Anything that could damage facilities,
including, but not limited to, painting, taping, gluing, and glitter, is prohibited.
Please discuss decorating ideas with the reservationist prior to your event.
Damages
The sponsoring organization is responsible for any damage to facilities and
equipment during their reservation.
Food/Catering
Food is allowed in Campus Life facilities, but the room must be left clean
and trash free. A fee will be charged if cleaning is required.
Outside catering
(food brought in by anyone other than Tate Center Catering, including self
catering) must be approved in advance. Outside and self-caterers will have no
access to UGA Food Services water, facilities, or equipment.
Parking
If you have any special parking needs or requests, contact Parking Services at
542-PARK (7275).
Meeting Rooms/Rehearsal Spaces/Event Space (Indoor & Outdoor)
The Event Management Office has the right to limit the requested number
of days and length of time for any event. In the interest of allowing as many
sponsors to use our facilities as possible, sponsors are not allowed to meet
more than two (2) times a week for more than two (2) hours per meeting in
the meeting rooms. Rehearsal spaces are limited to two times per week for no
more than three (3) hours in designated rehearsal spaces. There is a two-day
per week limit on outdoor spaces.
Security
Based on the nature of the event, security (i.e. security guards and/or police
officers) may be required at the expense of the customer.
Gameday Events
Due to the nature of football gamedays, events on these days must be
submitted no later than 14 business days prior to that game. Reservation
requests will not be granted if made after this time frame. Additional
gameday charges do apply.
Anyone using the facilities is responsible for ensuring that entrances and
exits are free from obstructions.
Failure to comply with Campus Life and University of Georgia policies
or federal, state and local law may result in the cancellation of future
reservations and/or restriction from the use of Campus Life facilities.
Discrimination in the use of these facilities because of disability, race, religion,
nationality, or sexual orientation is prohibited. |
