Student Union Policies and Procedures

Below are the policies for the hanging of banners inside the Student Union:

1. Only registered student organizations are permitted to hang banners in the Student Union and only in designated, reservable spaces.

2. Banner space may only be reserved through the Faculty/Staff Advisor using the Reservation Request System to advertise an event open to the entire campus.

3. There are eight (8) designated banner spaces in the Student Union.  Three (3) on the glass facing the Dean’s Office, three (3) along the glass facing Nunn Hall, and two (2) on the glass facing the stairs coming up from the first floor. There are three (3) designated banner spaces in the University Center located directly above the Information Desk.  The banners will be hung by Student Union staff from the railings with material provided by the Student Union.

4. Banner space can be reserved through the Reservation Request System for a maximum of two week (14 consecutive days Sunday-Saturday) per event in only one location at a time.  Banners cannot be moved around during the week.

5. Banners must be dropped off before 2pm on Friday in SU Room 192.  Banners will be hung on Sundays.

6. The Student Union has the right to deny banner space if the banner is deemed to be in poor taste and/or in conflict with the mission and values of Northern Kentucky University.  Final determination will be made by the Director of the Student Union and/or designee.

7. The requesting organization is responsible for making the banner.

8. Banners will be taken down and put underneath the table in the kitchenette area on the third floor of the Student Union after the reservation has ended.

9. Banners will be made on twin sized flat bed sheets only.  The sheet dimensions are 66 inches wide and 96 inches long.  Twelve inches needs to be left blank at the top of the banner for hanging purposes.

10. Banners must list sponsoring organization, time, date, name and place of event.

11. Any exceptions to this policy will be made by the Director of the Student Union and/or their designee.

Chalking is permitted by registered student organizations, University departments and registered students to promote campus events.

· Chalking for any purpose other than announcing campus events is prohibited unless permission is granted by Student Union management.

· Chalking messages must be written on horizontal sidewalks and fully exposed to the weather elements.

· Chalking must be written at least 30 feet from the entrance to any campus building.

· Chalking is not permitted on brick paving surfaces, buildings, signs, walls, pillars, posts, benches, planters, doors, windows, handrails, fountains, gates, bridges, trash receptacles, steps and light poles.

· Chalking is allowed for five (5) university business days.  Cleanup must be conducted by the responsible party at the conclusion of the 5^th business day. If chalking is not totally removed, there will be a charge for clean-up.

· Only water-soluble chalk may be used. Paint (latex or oil-based), spray/adhesive chalks, markers, inks or similar products are not permitted. 

DSTV is a free service offered to all departments and organizations on NKU's campus! We can advertise your event and organization on the Student Union televisions as long as you follow the guidelines:

We accept graphics in the following formats: PPT, PPTX, PNG, TIFF, GIF, JPEG, and BMP. For full page graphics we recommend PNG images. All of these should be formatted to 1024 x 768 pixels (4:3).

A maximum of 6 slides per event, and any group may display up to 6 events at a time, meaning no more than 36 slides per group at one time. To run more slides, previous slides must be removed from the schedule.

We recommend no more than 600 characters per slide and using a font size above 24pt to increase legibility, and we reserve the right to format information in order to ensure smooth and consistent signage operation. We recommend larger fonts for text with no more than two paragraphs per slide. If more text is needed add additional slides slated to run immediately after the initial graphic.

Slides can run no longer than two weeks at a time. After two weeks, the slide(s) will be discontinued. If your department or organization desires longer continuous ad listings, they must visually update or replace the slide(s). The original slide(s) will be allowed to rerun only after a six week cycle has been completed. If you wish to run an event for the entirety of the semester please submit at least 3 independent graphics to reach the six week cycle.All listed events must take place on campus.

Any offensive or vulgar materials will be refused.
Listed Events must include the NKU organization or department sponsoring the event.

Submit all listings by e-mailing them to DSTV@nku.edu or you can contact a DSTV editor for content help, and animation or video requests by either e-mail or calling at 859.572.1564.

STUDENT UNION AND UNIVERSITY CENTER FACILITY RENTAL CHARGES 

Charges may be assessed and waived as indicated below.  Revenues for these charges are to be applied towards maintaining and upgrading the Student Union and University Center.

TYPES OF EVENTS

a. EXTERNAL COMMERCIAL EVENT
Fees assessed to commercial organizations and private individuals should be priced at market competitive rates. In addition, the commercial organization or private individual should be charged for any damages related to the event.

b. NON-PROFIT / UNIVERSITY OUTREACH / REGIONAL STEWARDSHIP EVENT
In order to support the charitable efforts of our community, outreach, and regional stewardship, discounted fees may be established for external non-profit organizations, university outreach efforts, and regional stewardship events. In addition, organizations holding events outside normal operating hours should be charged the appropriate additional costs for the event which are a result of keeping the facility open longer than standard operating hours.  In addition, external non-profit organizations should be charged for any damages related to the event. Any waiver of the approved rate must be signed by the appropriate Dean or Director, then the Vice President of that unit with final approval by the Vice President of Student Affairs.

c. STUDENT EVENT
In order to support our student body, discounted fees may be established for student organizations. These discounted fees may be tiered to differentiate types of student events such as those events which are held for no charge, those events held which charge fees intended to cover direct costs, and those events held which charge fees exceeding direct costs. In addition, organizations holding events outside normal operating hours should be charged the appropriate additional costs for the event which are a result of keeping the facility open longer than standard operating hours. In order for an event to be considered a student event, the event must be sponsored by a registered student organization at NKU, predominately attended by university faculty, staff, students, parents, prospective students, prospective staff, alumni, major donors, and others normally considered a part of the university community. Any waiver of the approved rate must be signed by the appropriate Dean or Director, then the Vice President of that unit with final approval by the Vice President of Student Affairs.

d. INTERNAL EVENT
Fees may not be charged to internal university departments for the use of a university facility for an internal event.

Internal events include those events which are:
Hosted or sponsored by a university department, and predominately attended by university faculty, staff, students, parents of students, prospective students, alumni, major donors, university related foundations, and others normally considered a part of the university community.  This type of event has no admission fee, registration fee, or substantial financial sponsorship.

If the event does not meet these qualifiers, or if there is a charge for the event, or substantial sponsorship money is provided for the event, or if any university constituent as identified above is being compensated  for the event, the event will be considered an external event and the external commercial rate or the non-profit/university department rate will be charged. Any waiver of the approved rate must be approved by the appropriate Dean or Director then the Vice President of that unit with final approval by the Vice President of Student Affairs.

Verification Process for Waiver Request form of Student Union or University Center Rental Charge(s)

 (All requests must be submitted a minimum of 21 days prior to the event!)

1.      Review Student Union and University Center Facility Rental Charge Policy to verify “Type of Event” prior to scheduling

 2.      Call and schedule desired facility. Be sure to verify all charges associated with your rental, including any equipment or items that are not directly related to facility rental charges (these additional charges are not a part of the waiver process).

 3.      Once approved, please provide a copy of the approved form (including a copy of the electronic approval if sent via email) to the following location:

a. The Student Union office SU 114.

Important Things to Know

Waivers are approved by your Dean/Director then the Vice President of that unit with final approval by the Vice President of Student Affairs.

Be sure to ask about fees that are not associated with your rental or waiver (if approved), such as equipment rental.

All requests must be submitted a minimum of 21 days prior to the event.  This means completion and approval of the waiver form, not the reserving of the actual facility.

Instructions on How To Complete the Student Union and University Center Waiver Request Form

 Your Name: Enter First & Last Name (Please print if not completing the form electronically)

 Date of Event: Enter Date of Event Here

 Start Time of Event: Enter Start Time of Event Here

 End Time of Event: Enter End Time of Event Here

 Name and Description of Event: Enter Name of Event Here – please use the name of the event that the facility is reserved under. Please enter a Description of the Event Here.

 University department hosting / organizing the event: Enter the name of the department hosting or organizing the event. This should match the information on file with reservations (when you reserved the space/facility).

 If applicable, internal or external sponsor(s) or co-sponsor(s): Whoever is hosting the event or co-hosting the event.

 Financial Sponsorship of the event:  List all sponsors whether they’re providing financial support or in-kind donations.

 Registrations Fee for the event:  List cost per delegate

 Facility and room(s): Enter the name of the facility and the room number and/or room name. This should match the information on file with reservations (when you reserved the space/facility).

 Rental charge: Enter the rental charge information given for the facility rental only – this should be verified by reservationist of the facility if you are unsure.

 Number of external attendees anticipated: Total who are not NKU faculty, staff, or a student

 Number of internal attendees anticipated:  Total who are NKU faculty, staff, or a student

 Type of Event: Check off the “Type of Event” you are having.

_____Commercial       _____Non-Profit/University    _____Student

 Please briefly describe how the event advances the mission of the university (additional information may be attached): Self Explanatory

 Obtain necessary signatures on the form and submit to the appropriate people

WAIVER_REQUEST_FORM.pdf

Updated 11/06/14

REGISTERED STUDENT ORGANIZATION LATE NIGHT EVENT POLICY

Registered student organizations (RSO’s) with the Northern Kentucky University Office of Student Engagement are eligible to use University approved facilities for late night events.  This document supersedes any previous dance or late night event policy.  An outline of responsibilities for University Police (UP), Student Monitors (SM), Event Monitor (EM), Faculty/staff advisor (FSA), Student Union Management staff (SUM), and Office of Student Engagement (OSE) is also included in this policy.  University Departments requesting to sponsor late night events are also required to follow this policy unless an exception is granted by the Dean of Students.

Each RSO must adhere to the following guidelines to insure continued use of these facilities:

RSO Late Night Event Scheduling Requirements

1.The RSO Advisor must contact the SUM staff (859-572-5760) to request and reserve the space.  Once the room has been reserved, the RSO must complete a Late Night Event Registration Form, with signatures from UP, OSE, FSA and SUM. This form must be entirely completed and returned to the SUM four weeks prior to the event date. 

2. Each RSO scheduling an event will be required to pay a flat rate fee of $100.00 for room rental.  If the fee is not paid within three weeks of the event date the RSO may loose room reservation privileges.

3. Student Organization Fee Policy - In order to support our student body, discounted fees may be established for student organizations. These discounted fees may be tiered to differentiate between the different types of student events such as those events which are held for no charge, those events held which charge fees intended to cover direct costs, and those events held which charge fees exceeding direct costs. In addition, student organizations holding after-hours events will be charged the appropriate additional direct costs of the event which result from keeping the facility open longer than standard operating hours. In order for an event to be considered a student event, the event must be predominately attended by university faculty, staff, students, parents, prospective students, prospective staff, alumni, major donors, and others normally considered a part of the university community. Any waiver of the approved rate fee must be approved by the appropriate Dean or Director or higher level position

4.Once reservations are submitted and approved, SUM and OSE will assign an EM to the event.  The EM will be a faculty or staff member that will assist the RSO in coordinating the event. Late night events are only permitted on Friday or Saturday evenings and scheduled to end no later than 2:00am.  Only one late night event per weekend is permitted. Late night events may not be held on consecutive weekends.  RSO’s are permitted to sponsor one late night event each semester (fall and spring semester only). Any exception to this policy must be approved by the OSE, UP and SUM.

5. Late night events cannot be scheduled until student organization requesting the event is registered with the OSE. 

RSO Contact Person

The RSO sponsoring the event must designate a student contact person for their group.  The contact person is responsible for overseeing the operation of their RSO’s event and submitting all paperwork to the SUM. The primary contact person should also be serving as a student monitor for this event and attend all training and pre-event meetings.  Any problems that arise should be reported to the UP, EM, and FSA as soon as possible.

Dance/Late Night Event Cancellations

1. Cancellations must be made in writing to SUM and UP 72 hours prior to the scheduled date of the event. Events that are scheduled on Friday evening must be cancelled by Tuesday at 4:30pm and Saturday evening events must be cancelled by Wednesday at 4:30pm.  If the RSO fails to notify SUM and UP of a cancellation, the student organization will lose its privilege for holding events for the remainder of the semester and be assessed charges for two hours of  police service (approximately $250), $100 for the room rental fee.  The charges will be placed on the RSO account.  The RSO officers can be held accountable for delinquent charges associated with an organization’s account.
2. If an event is cancelled and another student group requests to take their date, the 4 week minimum notice for scheduling events still applies.  Exception to this policy must be approved by OSE and SUM.
3. SUM will consider acts of God and/or inclement weather in the enforcement of the cancellation provisions.
   
    

 Security (UP and SM)

1. It is the responsibility of the RSO to obtain signature approval from UP on the Student Organization Late Night Event Registration Form.

2. UP are present for law enforcement purposes only and will also be responsible for metal detection on all event participants.

3. Members of the RSO are expected to assist in preventing a crowd from gathering at the entrance door.

4. University employees have the right to refuse admission to or remove from the event anyone who is disruptive, intoxicated, disorderly, or jeopardizes public safety (a sign will be posted at the event entrance stating this policy).  This includes the right to terminate the event.

5. UP,SUM, FSA, EM, and student organization leadership will jointly determine whether an event must be terminated.  It will be the responsibility of the student organization leadership including the SM and FSA to announce the decision if the event must be cancelled.

6. RSO is responsible for selecting four Northern Kentucky students to serve as monitors at the event.  These individuals will be responsible for helping monitor event policy violations and will immediately report such observations of disorderly or suspicious conduct to the FSA, EM and/or UP in attendance.  EM, SM and FSA are not intended to replace or act in the capacity of UP.  At least one SM must be present at the entrance at all times.  SM must be identifiable by wearing a shirt and/or nametag.  At the conclusion of the event, SM must assist UP, FSA, EM and SUM representative in assuring the smooth exit of all patrons from the facility and the immediate premises.

7. EM, FSA, SM, and SUM representative are required to meet with UP 30 minutes prior to the start of the event to review safety and security procedures.

8. Paddles, canes, bottles or beverages of any kind and step shows are prohibited at the event.

9. All students attending the event as well as students representing the student organization sponsoring the event are required to wear wrist bands that will be provided by the SUM.

Event Admission Requirements

1. Event admission requirements are as follows:

a. All event participants must sign the registration list (sign-in sheet) and complete all requested information.

b. NKU students must present their current NKU student picture ID to be admitted.  NKU students will not be permitted to enter the event without a valid student ID.

c. Guest Policy

- Only NKU students may bring guests.

- Guests must be age 18 or older.  A non NKU student who attends an institution of higher education must present a valid student ID from the college they attend.

- All non college students must present a valid driver’s license or other official photo ID and must be accompanied by an NKU student.  A copy of the ID will be taken. 

- NKU students are responsible for the behavior of their guests.  Any violation of the Student Code of Student Rights and Responsibilities by guests will be adjudicated against the NKU student. 

2. The Event Registration List (sign-in sheet) must be completed with the information below by the FSA and the NKU student and guest must sign the form.  This form must be submitted to the EM at the conclusion of the event.  The Event Registration List must include:

a. NKU student’s full name, student ID Number (last 8 digits)

b. Guest’s full name, address, type of ID (driver’s license or college ID) and name of NKU student sponsor.

1. A series of checkpoints will be developed leading from the second floor of the University Center to the entrance of the UC Ballroom.  If event is located in another facility, the checkpoint will be established in accordance to the facility entrance. 
2. At the entrance an ID must be shown and the sign-in sheet completed..  No ID, no admittance.  The student or guest will then proceed to the metal detectors.  Once through the metal detectors the student or guests will proceed to the wristband station.   NKU students must accompany their guest(s) when they are admitted to the event. 
3. The RSO should provide a list of any person who is NOT permitted into the event to the FSA on the night of the event.

Event Attendance Limitations

1. Event attendance in the UC Ballroom cannot exceed 220 person capacity limits.  The capacity limit includes event participants, members of the student organization hosting the event, volunteers and university officials.  It is the responsibility of the RSO to make sure these facilities do not exceed capacity.  If the 220 person capacity has been reached and patrons start leaving the event, UP and the EM must approve additional participants being admitted.  Individuals leaving must have their wrist bands removed by the FSA before additional patrons are allowed to enter.

2. If any other University approved facility is used other than the UC Ballroom, the room capacity will be determined accordingly by EM.

3. Events will end no later than 2:00am.  The last song of the night will be announced at 1:45am.

4. The event will close off admission at 1:00am.

5. Once an event attendee leaves the building for any reason they cannot reenter the event.  The policy is no reentry into the facility or event.

Faculty/Staff Advisor (FSA)

RSO must have their registered NKU FSA sign the Event Registration Form and be in attendance at all late night events.  If the FSA cannot attend the event, the RSO must notify the OSE and SUM in writing of their replacement at least four weeks prior to the event when submitting the event registration form.  The faculty/staff replacement must be approved by the Director of the Student Union.

1. FSA or an approved faculty/staff representative must attend the pre-event meeting one week prior to the event.  The on-site event management responsibilities of the FSA will include the following:

a. Assist with completion of paperwork 4 weeks prior to event, sign-off on registration forms, and identify a faculty/staff replacement to serve as advisor if unable to attend event.

b. Attend the pre-event meeting 1 week prior to event and ensure all contact information is submitted for self and SM.

c. Attendance 30 minutes prior to the start of the event and until all participants has left the premises following the dance.

d. The dance will not take place until the FSA or approved representative has checked-in with the EM.  If the FSA or approved faculty/staff representative leaves early, the event will immediately be terminated.

e. Coordinate and supervise SM and all student organization members attending the event.

f. Ensure that all participant information is filled out on the event registration list (sign-in sheet), that all participants have signed the event registration list and receive a wrist band when entering the event.   

g. Assist in supervising the event which includes: periodic monitoring of the event participants, enforcement of all University policies and procedures and enforcement of capacity requirements.

h. Serve as a liaison between the RSO, SUM, EM, OSE and UP.

i. Assist UP, SM, EM and SUM representative at the end of the event to assure the smooth exit of all patrons and the immediate premises.

j. Submit completed event registration list (sign-in sheet) and facility checklist at the end of the event to the SUM.

k. Coordinate the collection and deposit of money with designated student organization officer.

RSO Additional Responsibilities

1. Complete a facility check list with SUM 30 minutes prior to the start of the event and immediately following event to check for any property damage.

2. Assist SUM with set-up and clean-up at the conclusion of the event.

Food Service Policy

1. All food prepared and/or served in campus dining facilities, public food serving areas, conference facilities and all other building and grounds shall be under the control of the University Dining Services: Chartwells at Northern Kentucky University.  For further details and exceptions please contact Business Operations & Auxiliary Services for questions, forms and clarification. 

Joint Conformity

1. All events programmed under these standards must also conform to other University regulations (i.e. Student Code of Rights and Responsibilities) which may be more restrictive than these guidelines. Users of any NKU facilities are always subject to safety restrictions dictated by University officials in attendance.

Liability

1. The RSO agrees that all guests of the RSO and participants in any RSO event or activity are under the direct and complete control of the RSO, and therefore the RSO is liable for all damages resulting from participants and/or attendees utilization of NKU’s facilities and/or equipment.  The RSO agrees to reimburse NKU for all damages to facilities and/or equipment and to indemnify and hold harmless NKU, its officers, agents and employees against all claims of loss, injury or damage to persons or property arising out of the RSO event or activity or the preparation for the same.  NKU shall not be liable for the loss of or damage to any property of the RSO and participants or attendees of the RSO event or activity which has been placed on the NKU’s premises.

2. RSO’s are encouraged to obtain liability insurance for the RSO or group, or be covered under a liability policy provided by a larger sponsoring group (i.e. national fraternities/sororities, etc.)  Advisors, event supervisors and RSO members should be covered under the RSO’s insurance plan or carry individual insurance.

3. RSO leaders and members should educate themselves about legal liability and other consequences regarding alcohol consumption and accidents resulting in personal injury or death.

Failure to Follow Standards

Student groups and organizations may be held accountable to both civil authorities and to the University for infractions of these standards.  Officers and members of RSO and other students found responsible for not following these standards are subject to University discipline proceeding regardless of the tendency of any criminal or civil proceedings, or of any other University proceeding, regarding the same conduct.  In addition, failure to comply with these dance policies can result in the sponsoring student organization losing its privilege to use the facility for future group related events.

Links to Important Details and Responsibilities:

• • RSO Dance Scheduling Requirements
  • Dance Cancellations
  • Dance admission requirements and attendance limitations
  • Security requirements
  • Faculty/Staff Advisor requirements
  • RSO additional responsibilities, food service policy and liability
  • Complete checklist of responsibilities
  • Printable Student Organization Dance Registration Form
  • Dance Cancellations Form.pdf

Posting Eligibility

Registered student organizations with the Office of Student Engagement and university departments of Northern Kentucky University are eligible to post materials on campus.

Posting Authorization

All posters, flyers, handbills and banners must be authorized and stamped by the Vice President for Student Affairs/Dean of Students designee Student Union management, located at the Student Union Information Desk (2nd floor). The Student Union management stamp indicates review of the party requesting permission to post notices and does not indicate an endorsement of content. In most cases, posting is restricted to the promotion of campus-related activities. The posting should display the time, date, location and sponsor of the event. Advertisement of off-campus functions will not be authorized unless the event is sponsored by a registered student organization or a University department. Campus postings are limited to 30 days.

Disclaimer

Northern Kentucky University disclaims all responsibility for the contents of posters, handbills, flyers or other written material posted at the University. Students, faculty, staff and administrators must be aware of current laws regarding libel, defamation, obscenity and fair labor relations or other applicable laws. Posters promoting establishments that sell alcoholic beverages or relating to alcohol will not be approved. However, posters promoting alcohol awareness and responsible decision-making will be approved.

Approved Methods of Posting

Posters:

• A sign that is affixed or posted on an approved wall or bulletin board that shall normally not exceed 24 x 36 inches
• There is a limit of 50 posters per campus event

Handbills:

• A small printed sheet to be distributed by hand only;
  No placement of papers on campus property is allowed.

Flyers:

• Usually an 8 ½ x 11 sheet of paper that can only be distributed by hand and/or posted in an approved area.
• There is a limit of 100 flyers per campus event.

Banners:

• A 66 inches wide by 96 inches long twin sized bed sheet on which a sign is printed.
• Only one banner per organization or department may be displayed at one time.

Approved Areas for Posting

On concrete surfaces and non-department bulletin boards (only one posting per bulletin board permitted) inside all buildings with the following exceptions:

• Lucas Administrative Center - only on bulletin boards located on the 2nd, 3rd, 4th, 5th, 6th and 7^th floors across from elevators
• Albright Health Center - only on concrete stairwell walls and bulletin boards
• Nunn Hall - only on bulletin boards
• Steely Library - on concrete walls in library loggia
• Student Union - only on designated bulletin boards
• Griffin Hall - on bulletin boards outside of restrooms on 1st, 2nd and 3rd floors, student lounges on the 2nd and 3rd floors, bulletin board on the 1st floor by south stairwell.
• Health Innovation Center and Founders Hall
  
  • 1st floor – next to HE 110, in front of the restrooms
  • 2nd floor – in front of elevator on FH side and 253 near entrance
  • 3rd floor – in front of elevator on FH side and next elevators on HE side
  • 4th floor – next to elevators on FH and next to elevators on HE side
  • 5th floor – Next to elevators on FH

Prohibited Areas for Posting

• On exterior surfaces of any University buildings or on lamp posts, trash receptacles, trees, benches, planters, bridges, etc.
• On any window or door
• On any painted, wood or wall covering surface inside buildings
• On any glass surface or framework
• Inside rest rooms
• Inside elevators or on elevator doors
• On any light fixture
• Inside classrooms (bulletin boards in classrooms are for academic use)
• On parked vehicles on University property
• On or in permanent or temporary art galleries
• Covering or touching any impressed or raised university lettering on concrete walls

Areas for Individual Student-Placed Notices

The following bulletin boards are reserved for student-placed notices only and are identified as open bulletin boards. Notices advertising for sale, tutoring, car pools, etc. are permitted on these bulletin boards and do not need to be authorized or stamped by the Student Union management. Only one posting per bulletin board permitted.

• University Center – Two bulletin boards next to UC 135 on the first floor
• Founders Hall (formerly Old Science Building) - Bulletin board across from the elevators on the 2nd floor
• Nunn Hall - Bulletin board at the 2nd floor plaza entrance
• Landrum Academic Center - Bulletin board across from the elevators on the 3rd floor
• Fine Arts Center - Bulletin board across the 3rd floor entrance
• Business Academic Center - Bulletin board next to the elevators on the 2nd floor

Student Government Association Elections Postings

The regulations for posting prior to Student Government Association elections are governed by the rules and guidelines established by the Election Commission and are available in the Student Government Association Offices and website: sga.nku.edu                                              

Posting Removal

Registered student organizations and University departments are responsible for removing their posted notices at the conclusion of the stamped expiration date. Violators of this policy will be given one warning by Student Union management. Further violations may result in suspension of posting privileges.

Note: Campus buildings will be periodically inspected. Postings found in violation of the above policy will be removed and discarded.

Facility reservations are an important part of making the University Center and Student Union operations function smoothly. It is essential that everyone abide by the following policies and procedures in order to accommodate the various groups we service:

Reserving Space

All Non-University groups interested in the use of space in the Student Union/University Center must go through Conference Management and must pay a rental fee.  Please email KochL3@nku.edu or call 859-572-6502.

University groups:
Reservations for any room or space inside the University Center and Student Union and any area directly outside of facilities on the Central or Lower Plaza area may be made online through the NKU Reservation Request System. Room pictures, capacity information, and available A/V equipment can be viewed through the Reservation Request System. For a complete list of all spaces that can be requested online through the Reservation Request System.

To access the Reservation Request System, click on the link above and log in using your NKU username and password. Then use the information found in the Instructions link to complete the online room request.

Groups requesting space in the University Center and Student Union will receive an email confirmation of their reservation request. Facilities are reserved in the order in which requests are received.  First consideration will be given to institutional needs and major annual events, followed in order by: registered student organizations, University departments and organizations, and non-University clients. To assure appropriate space utilization, the Student Union/University Center reserves the right to assign, and if necessary, reassign facilities considering the following: group size, type of program and space availability.  If a reassignment is made, notification will be provided 4 days prior to the event.

Eligibility

Eligibility for Use of Facilities

In order to reserve space in the Student Union/University Center or outside facilities, clients must be a member of one of the following categories:

Student Organizations: Student Organizations must be registered with the Office of Student Life.  A student organization that is in the process of forming is granted space privileges for 30 days from the time of its initial registration with the Office of Student Life to the time of its official registration or the end of the 30 day initial registration period, whichever comes first.  Student groups not registered with the Office of Student Life will be considered a non-University organization.

Academic and Administrative Departments: Must be officially recognized by the University.

Non-University Groups or Individuals:  Use of Student Union/University Center facilities must be approved by the Conference Management Office: 572-6502 or kochl3@nku.edu.  In most cases, Non-University groups or individuals will be assessed a charge for the use of the room(s) requested and certain services.

Any group or individual that is not identified in the aforementioned categories should contact the Student Union/University Center Director.

Facility & Equipment Rates

Groups will be charged a room rental fee based on the below categories

The Student Union/University Center has three sets of group rates for the use of facilities and equipment.  They are

1. Student Organization Rate
2. Non-Profit /University Department Rate
3. Commercial Rate

Student Organization Rates:

Events sponsored by a Student Organization that meet one or more of the following criteria will be assessed a fee (see below).

• An admission fee or registration fee is being charged to attend the event
• The event takes place outside of regular building operating hours
  (An example would be a student organization that sponsors or co-sponsors a statewide conference in the University Center/Student Union)
  

Non-Profit/University Department Rates:

Events sponsored or co-sponsored by a University Department that meet one or more of the following criteria will be assessed a fee (see below).

• An admission fee or registration fee is assessed to participants attending the event
• More than 50% of persons attending the event are not affiliated with the University
• A registered Non-Profit organization (for example the Girl Scouts)
• The event takes place outside of regular building operating hours
  (An example would be a state conference held in the University Center/Student Union)
  

Commercial  Rates:

If the event is being hosted by an organization with no direct affiliation to the University, it is considered an off-campus event.  The commercial rate applies to private events sponsored by an individual, regardless of University affiliation, such as wedding receptions, rehearsal dinners, class reunions, proms, etc.

Priorities and Timing for Submission of Reservation Requests

First consideration for use of the Student Union/University Center facilities is given to mission critical functions such as: Preview Days, Orientation/Registration, and Welcome Week.  These events can be submitted up to two years prior  beginning in January.  Determination of which events are considered major annual events will be made by the Director of the Student Union/University Center in consultation with the Dean of Students and Vice President for Student Affairs.

After the space requirements for institutional needs and annual major University events have been met, all other reservation requests will be filled in the order in which they are received using the following criteria:

            First:  Student Organizations
            Second:  University Departments/Organizations
            Third:  Non-University Groups or Individuals
 
Reservation Timeline

Regular reservation requests for student organizations and university departments/organizations may begin submitting requests the first Monday in February for the next academic year.

Non-University groups may begin submitting requests the third Monday in February.

Reservations will not be confirmed until the client or organization provides all set-up, contact information, and obtains all necessary approvals.  A written confirmation will be emailed after all the necessary information is collected.  All reservations are subject to the Student Union/University Center policies.

To ensure that your requests can be met, please make your reservation(s) early.  Reservations are subject to space, room and equipment availability and room assignments are subject to change.

Outdoor Venues/Events

Outside venues are for general purpose use, including informal gatherings and reserved activities such as outdoor films, concerts, open forums, photography sessions, etc.  Any public performance or presentation of a theatrical/film, musical or congregational nature, or any event using amplified sound or audio visual equipment, requires a reservation through the Student Union/University reservations office.  A rain location in the Student Union/University Center may be reserved for the event.

All outside events must conclude by 11:00 pm unless special arrangements have been made through the director of the Student Union/University Center. 

At the time of scheduling the event, all aspects of the event such as electricity needs, sound needs, time of the event, safety and security and audio visual needs must be discussed.  Events scheduled during class hours must not be disruptive to adjacent classes.  If the event is disruptive to classes it could be closed down.

Late Night Events

Events that continue beyond 11:00pm in the Student Union/University Center may be subject to the following guidelines:

Groups must adhere to the late night event policy which requires:

• The sponsoring organization must contract with the NKU Department of Public Safety at least three weeks prior to the event.  The number of  officers necessary to staff the event will be determined by Public Safety Administration based on the size, nature, location, and past history of the event and organization.
• The presence of the organization’s advisor and four student monitors for the duration of the event, including set-up and clean-up times and room walk through before and after event.
• The Organization’s advisor and student monitors must attend a meeting one week prior to the event to discuss event logistics with Student Union/University Center staff.
• Metal detectors to be used at the event.
• The sponsoring organization is responsible for all damages to the premises and/or equipment as a result of the event.

Equipment & Room Set-up Requests

All requests for use of tables, chairs, audio-visual equipment (laptop computer,  LCD projectors, overhead projector, etc.), staging, public address equipment, etc., and desired room set-up must be made at the time of the reservation. Any changes to the existing set-up must be communicated to University Center/Student Union management no later than NOON the day before the event. Changes to event set-ups scheduled for a Saturday or Sunday must be made by noon on Thursday.

Extended Hours

Events scheduled in Student Union/University Center  requiring extended building hours (early or late) will be assessed an additional hourly fee over and above the rental and service rates. Hourly rates will also be assessed if an event is scheduled during a time when the building would normally be closed.

Cancellation

When a scheduled meeting or event is cancelled, please contact the Student Union/ University Center reservations office as soon as possible.  Cancellations not received at least twenty-four (24) hours prior to a scheduled event may be subject to a cancellation fee.  Non-profit and For-profit organizations will forfeit all deposits.

Failure to Cancel

If a reserved space was not used and was not canceled in accordance with the timeline under “cancellation”, all University clients will receive a written warning.

Student Organizations:
A second such occurrence will result in a $25.00 no show fee and a second written warning.

A third such occurrence, student organizations will receive another $25.00 no show fee and loss of reservation privileges in the Student Union/University Center for the remainder of the semester.

University Departments:
A second such occurrence will result in a $25.00 no show fee and a second written warning.

A third such occurrence will result in charges equal to one-half of the full facility rate and loss of reservation privileges in the Student Union/University Center for the remainder of the semester.

Non-University clients who reserve facilities but do not use and fail to cancel the reservation will be responsible for associated fees as stated on the most recent confirmation or contract issued to the client.

Food Service/Catering

Food is only allowed in authorized areas (dining areas and catered rooms). All food served in the University Center/Student Union must be provided by Chartwells Catering Services 859-572-7782 http://www.dineoncampus.com/nku/ unless prior arrangements have been made with Chartwells. Arrangements for banquets, receptions, parties, dances, meetings, etc. are to be made with the catering staff at least one week in advance of the event. Final arrangements must be completed and guaranteed numbers for catered events confirmed 72 hours before the scheduled event.  Failure to adhere to the aforementioned may result in the immediate cancellation of the event.

Alcohol Event Requests

Requests for alcohol to be served at a campus event must be submitted using the NKU Alcohol Beverage event form at least two weeks prior to the event to the Conference Management Office. Blank form(s) can be found through the this link.  The group requesting an alcohol event will be notified if their application has been approved.

Proper Care and Use of Facilities

It is expected that proper care will be taken of the University Center/Student Union facilities. The following policies and procedures apply to all individuals and group sponsored events held in the facility:

1. Smoking is prohibited inside the facility.
2. Candles are not permitted in the facility without written permission from University Center/Student Union management and the campus Environmental Safety Coordinator.
3. Tacking items to the walls is not permitted.
4. No sitting on tables or counters.
5. It is the responsibility of the group using space inside the facility to place all trash in the conveniently located receptacles and leave the room in good condition.
6. Any individual causing damage to the facility shall be held financially responsible for the extent of the damage. In group sponsored events, the sponsoring organization will be held accountable for damages.

Cleaning/Damage Fees

In addition to rental fees, labor charges will be assessed when an excessive amount of cleaning is required to return the areas utilized to a condition adequate for continued use. Extra charges will be assessed for damages resulting from chewing gum, candle wax or misuse of any furnishings or equipment requiring repairs or replacement. Clients will be notified in writing of all damages and charges.  Assessed labor and damage fees must be paid in full prior to regaining reservation privileges.

Decorations

Decorations, displays or exhibits that require flame or water cannot be used in the Student Union/University Center. Hurricane candles are permitted when special arrangements have been made through the Reservation Office. (Open flame candles are prohibited). Any damage done by wax dripping on carpets, wood floors, etc., will be repaired by the Student Union/University Center.  The department/organization will be billed for labor, supplies, and equipment rentals.

No nails, screws, hooks, etc., may be driven into any walls, floors, or ceilings.  Tape may not be used on floors unless it is designated as “floor tape.”  Floor tape will be provided upon request at a cost.  Regular masking, box, scotch, or duct tape is not permitted on any walls, floors, or ceilings.  Blue painters tape may be used on walls.  Tape will be provided upon request at a cost.

No decorations may be glued to any surface.  No pins or tape (except for blue tape) may be used to affix posters, paper, etc., to the walls, tables, etc.  No decorations may be hung from ceiling tiles or ceiling grids.

No glitter, confetti, sequins, or sand filled items may be used.

Decorating plans not addressed within this policy should be reviewed by the Student Union/University Center staff prior to the event. If needed, building staff will assist your organization with alternative ways to hang materials that will not damage walls or finishes.  These alternate arrangements must be resolved at least two days prior to the event.

Violation of any of these policies may result in suspension of facility reservation privileges for the semester.  Additionally, any damages done will be repaired by the Student Union/University Center, and the sponsor will be billed for all costs incurred on the basis of materials required and staff time.  Similarly, excessive cleaning charges will be billed to the event sponsor.

Failure of Compliance

Failure to comply with these regulations may result in the suspension of future use of University Center  & Student Union facilities.