01.01 The purpose of this UPPS is to establish
policies, priorities, regulations, restrictions, and responsibilities for
individuals and organizations to reserve the Reed Brantley Parr and Regents’
Rooms.
01.02 The office of the Vice President for Finance
and Support Services (VPFSS) is responsible for reservations of the 11th
Floor of J. C. Kellam.
01.03 The 11th Floor of J. C. Kellam is
defined as the Reed Brantley Parr Room (JCK 1100), Regents Room (JCK 1140), lobby
area, kitchen and balconies.
02. GENERAL OPERATING GUIDELINES
02.01 Priorities are established for various groups,
organizations, and individuals reserving the Regents’ Room and the Reed
Brantley Parr Room on the 11th floor of J. C. Kellam (see Attachment I).
a. Room reservations will be accepted on a
first-come, first-served basis.
b. Student organizations must be registered with
the Office of Campus Activities and Student Organizations to reserve the Reed Brantley
Parr and Regents’ Rooms.
c. Indirect sponsorship of events is not
permitted. Faculty and staff may only
sponsor an immediate family event.
d. Use of the 11th floor of J. C.
Kellam Building is limited to banquets, conferences, meetings, and other social
events. Academic classes will not be scheduled in this facility.
e. The Reed Brantley Parr Room is for scheduled
events only.
02.02 Observations/Tours:
Must
be scheduled through the VPFSS office (245-2244). Approval will be based upon
availability.
02.03 Smoking:
Smoking
on the 11th floor and the balconies is prohibited.
02.04 Security:
The
University Police Department (UPD) has the right to require security officers
for large events. Sponsoring organizations shall assume the financial
responsibility if security is required.
02.05 Food Policy:
a. Reed Brantley Parr Room:
Events
with food served in the Reed Brantley Parr Room must use the services of the
University food service contractor, Chartwell’s. Catering Services may be
contacted at 245-9900.
The
food service contractor will be responsible for removing all catering supplies,
trash receptacles, and bags. The contractor must remove all items from the room
immediately upon the completion of the reserved event and the kitchen area must
be cleared of dishes, trash and equipment. In the event the food service contractor
does not comply with the cleanup requirements, a charge of $100.00 will be
assessed and the reserving party is responsible for the charges.
b. Regents’ Room:
Events
with food served in the Regents’ Room must use a caterer from the list of Texas
State approved caterers. The approved caterers list may be obtained by
contacting Auxiliary Services at 245-2585.
The
food service caterer will be responsible for removing all catering supplies and
equipment. All items must be removed from the room immediately upon the
completion of the reserved event. In the event the food service contractor does
not comply with the cleanup requirements, a charge of $100 will be assessed and
the reserving party is responsible for the charges.
c. Users
are not permitted to bring in food from an outside source.
02.06 Events at which alcoholic beverages are served
must be approved by the University Police Department, University Food Service
Contractor, and Dean of Students before the reservation will be confirmed as
outlined in UPPS
No. 05.03.03, “Alcoholic Beverage Policy and Procedure.”
A
university police officer is required for all events where alcoholic beverages
are served. UPD will determine the number of university police officers needed
for the event. The sponsoring organization shall assume the financial
responsibility of the officers.
All
alcoholic beverages must be served by the University’s designated Food Service
contractor.
02.07 Fees:
a. A rental fee is charged for the use of space
on the 11th floor depending on priority grouping and type of event.
(See Attachment
I for rental fee charges.)
b. An overtime fee is defined as hours prior to
or beyond normal university working hours (8 a.m. to 5 p.m., Monday through
Friday). Working hours are based on approved office hour schedules for
university departments on days that the University is officially open. In no
instance shall events go beyond 12:00 a.m. for Priorities III – VII.
c. A setup fee is defined as a standard charge
for Priorities IV – VII.
d. A cleanup fee is defined as a standard charge
for Priorities IV – VII. (See Attachment
I for a schedule of cleanup charges.)
e. A security fee is defined as a standard
charge for Priorities III – VII. (See Attachment
I for a schedule of security charges.)
f. A minimal amount of equipment is available
for use by groups reserving the 11th floor. Technical support after
regular working hours is available by special arrangement only. An equipment
usage fee is assessed for all Priorities using the equipment. (See Attachment
I for equipment usage fees.)
g. A security deposit for off campus or private
events is due to the VPFSS ten working days from the written confirmation date.
The security deposit will be assessed by the VPFSS for half of the total
estimated charges.
03.01 Reservation guidelines:
a. Reservation forms (Attachment
II) may be obtained from the VPFSS office, JCK 920, 245-2244. A copy of the
approved reservation request will be returned as a confirmation.
Room
setup and equipment requirements must be submitted two weeks (ten working days)
prior to the date of the event. Room setup diagrams are available upon request.
All setups are done by Materials Management, Moves and Events Staff. There is
no standard setup in the Reed Brantley Parr Room, all setups are special. No
special setups are available in the Regents’ Room.
b. In case of a scheduling conflict, the Vice
President for Finance and Support Services will make the final decision.
c. It is the responsibility of the sponsoring
organization to ensure the area is left in the same condition as it was when
the event began. All items brought in must be removed immediately after the
event. The reserving party will be held responsible for any damage or loss. An
additional fee will be assessed to the reserving party if setups are altered.
d. Reservation requests submitted by university
student organizations, as listed in Priority V, must be approved by the
organization’s advisor and the Dean of Students.
e. Cancellation of all off-campus events must be
received in writing to the VPFSS office 30 days prior to the event. In the
event that notification is not received, a cancellation fee equal to the rental
and setup fees will be charged to the reserving party.
f. The reserving party must obtain vehicle
visitor parking permits through the University Police Department as required.
03.02 The reserving party should indicate on the
reservation request form any decorating time required. All decorations must be
removed at the conclusion of the event.
a. Candles, glitter, confetti or liquids of any
kind may not be used for decorations.
b. The application of any substance to the floor
is strictly prohibited.
c. All assembly of decorations, such as sawing,
hammering, painting, etc., must be done outside the building. If the room is
not cleared of decorations in a timely manner or if there is excessive clean up
that must be done after an event, the reserving party will be responsible for a
fee of $100.00.
d. Objects may not be secured to the ceiling or
walls with the exception of banners, flags, etc., used for university-sponsored
programs. Approval must be received by the VPFSS Office prior to attaching any
objects to the ceiling or walls.
04.01 Reviewers of this UPPS include the following:
Position Date
Vice
President for Finance and February
1 E4Y
Support
Services
05. CERTIFICATION STATEMENT
This
UPPS has been approved by the following individuals in their official
capacities and represents Texas State policy and procedure from the date of
this document until superseded.
Vice
President for Finance and Support Services, senior reviewer of this UPPS
President