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II. Use of
Space and Reservation Procedures
A.
Requests for Campus Facilities
All online Space Request forms must be filed at least ten (10)
days in advance of student events and eight (8) days for
faculty/staff events. Space approval cannot be guaranteed
unless all specifications are met.
1. Winthrop University departmental groups have the privilege of using
a variety of campus facilities for their programs and
meetings. No charges for the space or for the use of special
university-owned equipment utilized as part of the program
will be rendered.
Step One: Departmental users desiring space
should first check the Campus Space Reservation System online at:
http://www.winthrop.edu/spacereservations/ for
availability.
Step Two: Once it is determined that space is
available, the departmental group should submit an online
space request. To submit an online space request, click
on the icon that reads, Apply for Space Request, at the
Campus Space Reservation System web address shown above. Upon
submission, the request will be sent to the Space Use Manager
of the desired building for approval.
Step Three: Once the Space Use Manager authorizes
approval, the online request is sent to the Campus Space
Reservation System
Coordinator for processing. An e-mail copy is returned
to the originator, the Space Use Manager, Campus Police,
Facilities Management, and ARAMARK if food is being served.
2. Student Groups:
Recognized student organizations have the privilege of using a
variety of campus facilities for their programs and
activities. Students may reserve space for their organizations
on a first-come, first-serve basis and are responsible for
following correct procedures in applying for and using space
and for paying any support costs incurred. No charges for the
space or for the use of special university-owned equipment
utilized as part of the program will be rendered. A rental
charge and a charge for costs will be made when an admission
charge, donation, or other fee for attendance at or
participation in a program is required. (See Section IV for
list of fees and charges).
Step One: Get Organized.
Your first step to requesting space is
planning. You
will want to set a tentative date, time, and location as
well as have alternative times and dates. Keep in mind that
space requests are usually first come first serve, but there
are additional criteria to be considered. Your goal should
be to plan far enough in advance and be flexible with your
event’s timeframe.
You should also take the time to check
the University Events Calendar to verify
that your event does not conflict with
other major university events.
www.winthrop.edu/calendar
Remember all space requests require a
10-day notice prior to the event for student
organizations and an 8-day notice
for Campus Departments or the system
will not accept the request.
Step Two: Check Dates.
After choosing your desired location,
look on the Campus Space Reservation
System specific calendar page to see if
the space is available.
www.winthrop.edu/spacereservations.
Step Three: Contact the Space Use Manager.
Each
building has a Space Use Manager assigned to manage all
perspective venues with regard to space availability
on campus. This step is in place to help you double check on
the space you are trying to request, and discuss specific
guidelines for the facility.
Step Four: Submit Request.
Things to remember while you are filling out
your space request.
• Make sure you include your
organizational or departmental account number.
• Include your correct Winthrop
University e-mail address as well as your advisor’s e-mail
address.
• Include time for set-up and break
down.
• Request for Campus Police to unlock
and lock doors before and after the event, if applicable.
• A separate request must be
completed for multiple dates and spaces.
• Print a copy of your request before
it is submitted as well as the form that provides the
assigned event number information for your records.
• Requests can only be submitted
on-line.
• If your event is scheduled outside
make sure that you have an alternate location in case of
rain.
Step Five: Wait for a response.
The final step is the easiest, just wait.
Your request for space and activity will
be considered by all approving parties.
• You will receive an e-mail confirming
approval or rejection.
• Do not publicize the event until you
receive an e-mailed confirmation.
• Expect a response usually within a week.
• You may be requested to provide additional
information in order for approving parties to authorize your
request.
• If additional information is not
submitted, the request may be denied.
• All applicable requests will be reviewed
by the Events Approval Committee.
You may check on the status of your requests
on the Campus Space Reservation System homepage
with the usage of your assigned Event
Number.
Space Requests are available on-line at:
www.winthrop.edu/spacereservations
3.
External Users: External Groups are unable to use the
online request system. An external group desiring space at
the Winthrop Coliseum or adjacent playing fields should
contact the Assistant Athletic Director for Facilities and
Operations. An external group desiring space at the West
Center should contact the West Center Director. For all
other rentable campus spaces, external groups should contact
the Office of Public Events.
B.
Facilities Management
All Space Requests approved on-line will automatically
generate a message to the Facilities Management Department and
will state the details provided by the originator for
each event. It is necessary to be specific when requesting
set-up services, otherwise the organization will be responsible
for facility setup. If setup is required but actual
details are not available, the originator must state on the form
that a diagram will be provided no less than two weeks from date
of event. If no services are required, note on the form “N/A”
(not applicable) and no services will be provided.
NOTICE: During heavy set-up periods, set-up requests not
received by Facilities Management two weeks prior to the
event cannot be guaranteed. Also, resources such as
chairs, tables, stages, plants, etc. may not be available
during times of high demand such as early May, late August and mid December. Requests will be honored according to the date
and the order set-up forms are received. Groups may rent tables, chairs,
etc. from an off-campus source at their own expense if such
items are not available.
C.
Campus Police
All Space Requests approved on-line will automatically generate
a message to the Campus Police Department which will state the
details provided by the originator for each event. It is
necessary to be specific when requesting services. Campus
Police will not automatically unlock and/or lock a facility
without a specific request to do so. This service is
especially important after office hours and on weekends when
buildings are normally locked. If no officer service is
required, note on form “N/A” (not applicable) and no service
will be provided.
D.
Cancellations
If a scheduled event is cancelled, a copy of the Space Request
Confirmation e-mail received by the originator must be
submitted to the Space Use Manager and the
Campus Space Reservation System Coordinator. Please follow the steps
outlined in the Event Cancellation Policy found on the Campus
Space Reservation System web site at:
http://www.winthrop.edu/spacereservations/.
Student
groups failing to cancel reserved facilities 48 hours before
fund raising activities will be charged 50% of the usual fee
for the facility. Events canceled less than 24 hours in
advance will be charged the full fee and any costs that were
incurred.
E.
Multiple and Block Booking
Reserving more than one space and date for the same event is
not permitted, excluding rain locations and/or dates for
outdoor events. Block booking of space for weekly or
monthly meetings must be approved by the Space Use Manager of
the desired building and the Campus Space Reservation System
Coordinator.
F.
Office of Public Events
The Office of Public Events serves external community groups,
businesses, and individuals who plan events or meetings in
university facilities. It coordinates all necessary
elements of an event-meeting space, set-up, food service,
audio-visual, and overnight accommodations.
The Office of Public Events is responsible for the Little Chapel, McBryde Hall, Tuttle Dining Room,
and Tillman Rooms 306 and 308.
G.
Solicitation and Sectarian Activities
It is the policy of Winthrop University that organized
activities such as Homecoming, Family Weekend, Commencement, Convocation,
Admissions Open Houses, Alumni Weekend, academic classes, and
athletic events are not open to staged solicitations by
political candidates, sectarian promoters, or non-Winthrop
sales agencies other than those authorized by contractual
agreement. The President of the University must approve
any exceptions to this policy.
Winthrop University will approve the participation of any
external group, non-profit or for-profit in a university
sponsored event.
Political rallies, sectarian activities and other similar
functions which are open to the public must be sponsored by a
Winthrop club or other department organization. Winthrop
University does not endorse political or sectarian
activities. Rallies and similar activities will not be
staged in the vicinity of Homecoming, Family Weekend, Commencement,
Convocation, Admissions Open Houses, Alumni Weekend, academic
classes and athletic events even if sponsored by a Winthrop
club or organization.
Exceptions to the above are made for declared United States
Presidential candidates and authorized through the Office of
the President.
H.
Weddings and Receptions
The Little Chapel, McBryde Hall, the
Tuttle Dining Room and the Shack at the Winthrop Farm are the only spaces
available for wedding or commitment ceremonies.
McBryde Hall, the Tuttle Dining Room and the Shack at the
Winthrop Farm are the only approved spaces available for
wedding and commitment receptions. A fee will be
charged for the use of these spaces. (See Section IV).
I.
Memorial Services
It shall be the policy of Winthrop University to provide space
free of charge for memorial services at the request of the
family of current employees, students, or members of the Board
of Trustees upon their death. For all other memorial services,
the procedures and cost reflected in Section VIII., External Groups–Facility Rental
Charges will apply.
J. Tailgating
at the Winthrop Coliseum
Tailgating
prior to any intercollegiate athletic event is allowed in
designated areas only. Individual tailgating is limited
to directly behind your parked vehicle in the designated
areas. Roadways cannot be blocked for any reason.
All South Carolina alcohol laws will be strictly enforced.
K.
Assembly Policy
Winthrop University Assembly Policy -
http://www.winthrop.edu/studentaffairs/handbook/StudentHandbook.pdf#=28
L. Event Signage
Guidelines
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All university departments, programs, and student
organizations are required to use the free-standing
Winthrop Event Frames. Requests for use of Event
Frames should be made to Campus Police through the
on-line space request system or via email to Officer
Jack Allen (allenj@winthrop.edu).
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Printed signs for the Event Frames must be purchased
from Printing Services using the printing services
request forms. Signs will include a garnet and gold
“WU” header and a white background. All lettering
will be garnet. Appropriate group graphics may be
applied to signs at an additional cost. Printing
Services requires approximately one week to produce
signs. Event Frames and signs are standard and
cannot be altered or added to in any way.
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Signs not produced by Printing Services, balloons,
other attachments, and signs that do not follow
these Event Signage Guidelines will be removed by
Campus Police.
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Campus Police will be responsible for the placement
and removal of Event Frames on campus prior to and
after the event.
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Requests for Event Frames and signage are handled on
a first come, first serve basis.
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For a fee, external groups renting campus space can
request Event Frames and signs from the Office of
Public Events.
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