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Event Rate Classifications

Student Organization | No Fees For Space or Equipment

Meetings and events requested by a registered student organization, and meet ALL the criteria below, are not charged for space or equipment. There may be fees for unique equipment requests, rentals, complex AV support, setup overtime, or University Facilities Management (UFM).   

  • Audience: Attendees are primarily current students, students who have officially committed to attending Á½ÐÔÉ«ÎçÒ¹ University (51% or more).

  • Funding Source: Event is wholly supported by university funds, including USG Allocations. 

  • Partnership: Event is not planned or supported through a partnership with a non-university organization(s). 

Departmental | No Fees For Space

Meetings and events requested by a university department, and meet ALL the criteria below, are not charged for space. The department making the reservation will be charged a room fee for equipment requests, rentals, AV support, room set-up, security, or University Facilities Management (if needed).   

  • Audience: Attendees are primarily current staff or faculty of Á½ÐÔÉ«ÎçÒ¹ University 

  • Funding Source: Event is wholly supported by university funds. 

  • Partnership: Event is not planned or supported through a partnership with a non-university organization(s). 

Partnership | University Rate | 50% Discount for Space Rental  

Meetings and events requested by a university department or student organization, and meet one or more of the criteria below, will be charged for space and equipment at a discounted rate. Space rental includes setup/breakdown; in-house event furniture; and any AV systems permanently installed in the space.  Additional fees may be charged for special equipment, rentals, complex AV support, setup overtime, security, University Facilities Management (UFM).     

  • Audience:  51% or more of the attendees are not committed Á½ÐÔÉ«ÎçÒ¹ students.

  • Funding Source: Event is supported by external funding sources. Examples include admission/registration fees, ticket sales/fundraisers, booth/tabling fees, or external funding by a non-university organization.

  • Collaboration and Space Access: Through an established partnership, the department and student organization is providing a non-university organization with shared access to space.

  • Planning Requirements:  The following criteria are in place to ensure that the University Rate discount is applied fairly. If the following criteria are not met, the event reverts to the Standard Rate category. 

    • Á½ÐÔÉ«ÎçÒ¹ representative must request the space

    • Á½ÐÔÉ«ÎçÒ¹ representative must serve as the primary contact/planner for all event-related details for the duration of the planning process 

    • Á½ÐÔÉ«ÎçÒ¹ University account covers all space and equipment rental fees (No invoice splitting) 

External | Standard Rate | Full Fees For Space Rental  

The meeting or event is an initiative of a private company, organization, nonprofit or individual.  The following rate adjustments may be applied to the space rental fee only.  Additional fees may be charged for special equipment, rentals, AV support, setup overtime, security, matron/porter, University Facilities Management (UFM).    

  • Nonprofit: Nonprofit/charity organizations receive a 10% discount.

  • Employee/Alumni: Employees/Alumni hosting a personal event (retirement party, wedding, family reunion, private reception, etc.) receive a 15% discount.

Employee Professional Network: When a university employee refers their network or professional association, the organization receives a 25% discount.  (Rate applies to both formal professional associations, as well as informal networks).  

Event and Rate Classification Policies

Student Organizations

Because students pay the student center fee each semester, student organizations events are never charged for space and equipment, except for when they are partnering with an external organization and providing shared access to university space.

False Declarations/Fronting

University departments and student organizations may not use their privileges to access space or equipment for non-university organizations, third parties, or commercial entities to avoid fees or receive reduced fees.  False declarations or fronting will result in an adjustment of all fees to the appropriate rate category. 

Fee Waivers

Waivers will not be granted for space or equipment rental charges.  In the interest of fairness and equity, we are obligated to apply rental rates fairly and consistently. We would never want to be perceived as offering a discount to one group, but not all.

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