Winthrop.edu Space Use Policy Header

126 DiGiorgio Campus Center, Rock Hill, SC  29733  •  803/323-2247  •  803/323-2513(Fax)  

I. General Policies
II. Use of Space and Reservation Procedures 
III. Special Limitations and Restrictions
IV. Charges for Student and Internal users of Campus Spaces
V. Space Use Managers and Approval List 
VI. Facilities Maintenance and Safety
VII. Recreational Facilities Usage & Equipment
VIII. External Groups Facility Fees and Charges
 

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

  1. 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).
  1. 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.
  1. 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.
  1. Campus Police will be responsible for the placement and removal of Event Frames on campus prior to and after the event. 
  1. Requests for Event Frames and signage are handled on a first come, first serve basis.
  1. For a fee, external groups renting campus space can request Event Frames and signs from the Office of Public Events. 


 

 

 

 

 

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