facility policies and procedures: academic year:...

UNIVERSITY UNIONS Policies & Facilities Manual 2014-‐2015

Facility Policies and

Procedures:

Academic Year:

2014-2015


Introduction

1.1 This manual is intended to facilitate the fair allocation and efficient use of facilities within the UNIVERSITY UNIONS (Brown-Lupton UNIVERSITY UNIONS and Multi-Purpose Building) and provide for the uniform and consistent administration of facility usage. 1.2 Physical Address and Contact Information The physical address of the Multi-Purpose Building is 3608 Pond Drive; Fort Worth, TX 76129 & the physical address of the Brown-Lupton UNIVERSITY UNIONS is 2901 Stadium Drive; Fort Worth, TX 76129. The mailing address is TCU Box 297320, Fort Worth, TX 76129. The telephone number for the MULTI-PURPOSE BUILDING is 817-257-4021 & the telephone number for the Brown-Lupton UNIVERSITY UNIONS is 817-257-7927, the fax number is 817-257-5678 and the website address is www.union.tcu.edu. 1.3 Policy Amendments The UNIVERSITY UNIONS reserves the right to alter and/or amend this Facility Policies and Procedures document. The UNIVERSITY UNIONS Administration shall determine all matters not expressly covered in the Facility Policies and Procedures. Specific events may be modified at the discretion of the UNIVERSITY UNIONS staff, Chief of Police, and the sponsoring organization’s advisor if they consider it in the best interest of the TCU community. 1.4 Guest Responsibilities Groups using the UNIVERSITY UNIONS shall obey all published TCU University and UNIVERSITY UNIONS policies, regulations and guidelines, as well as all local, state and federal laws. Violations of these policies or laws by the group may result in the loss of scheduling privileges in the UNIVERSITY UNIONS.

General Guidelines 2.1 Smoke Free Environment The UNIVERSITY UNIONS (BROWN-LUPTON UNIVERSITY UNIONS & MULTI-PURPOSE BUILDING) is a smoke-free building. The UNIVERSITY UNIONS Plaza area is also smoke free. 2.2 Recreational Equipment Restriction No rollerblades, scooters, skateboards or bicycles are allowed in the UNIVERSITY UNIONS. Horse play, throwing balls, throwing frisbees, running, etc. is not allowed in the UNIVERSITY UNIONS. Violators will be asked to leave the building. Recreational use of rollerblades, scooters, skateboards, and bicycles (use other than for transportation through the plaza area) is not allowed on the pavers and sidewalks in the Plaza. Violators will be asked to leave the facility. 2.3 Proper Attire For health and safety reasons, all persons entering the UNIVERSITY UNIONS must wear proper attire including shirts and shoes. Persons not wearing proper attire will be asked to leave the building. 2.4 Lost and Found


The UNIVERSITY UNIONS Administration is not responsible for loss, theft or damage of personal or organizational property. A lost and found is located at the BROWN-LUPTON UNIVERSITY UNIONS Information Desk on the south side of the building. All items found in the BROWN-LUPTON UNIVERSITY UNIONS will be held for one week. Items remaining at the lost and found for more than one week will be released to the TCU Police and handled per their procedures 2.5 Vending Machines Drink machines are available on the south side of the first floor behind the Information Desk of the Brown-Lupton UNIVERSITY UNIONS. Vending machines located on the TCU campus are property of the vending company. TCU is not responsible for these machines.

Operating Policies 3.1 Emergency Procedures In the event of an emergency, the UNIVERSITY UNIONS staff will follow the procedures outlined in the UNIVERSITY UNIONS Responding to Emergencies manual. During an emergency or a drill, building occupants are expected to follow all instructions given to them by the UNIVERSITY UNIONS staff, TCU Dining Services managers if inside a dining facility, and TCU Police Officer. Occupants who fail to obey instructions will be referred to TCU Police or Campus Life. In the event of fire, the building alarm and sprinkler system will activate; all occupants of the UNIVERSITY UNIONS are expected to leave the building immediately. During an evacuation, all patrons and employees will be directed to Frog Fountain. 3.2 AED Locations The BROWN-LUPTON UNIVERSITY UNIONS is equipped with six Automatic External Defibrillators (AED). The AED’s are found at the following locations:

• Auditorium Water Fountain (east side of auditorium) • Information Desk (1st floor, south lobby) • 1873 Café entrance (1st floor, north lobby) • Market Square entrance (2nd floor, north lobby) • Chancellor’s Dining Room (3rd floor, south end) • Hallway between Ballroom A and elevators (3rd floor, north end)

In the event of an emergency, the AED should be removed from the wall, taken to the patient and activated. AEDs are designed to be used by anyone, regardless of training or experience. Designated UNIVERSITY UNIONS administrative and student members are trained in the use of the

AED. Assistance is available at the BROWN-LUPTON UNIVERSITY UNIONS Information Desk. 3.3 Animal restrictions

Office Hours: Monday – Friday: 8:00am – 5:00pm

Market Square: Monday – Friday: 7:00am – 9:00pm

Saturday – Sunday: 9:00am – 9:00pm

Available Event Hours: Monday – Sunday: 8:00am – 11:30pm

Chick-fil-A: Monday – Wednesday: 8:00am – 1:45am

Thursday – Friday: 8:00am – 2:45am Saturday: 8:00am – 11:45am

Building Hours: Sunday – Wednesday: 7:00am – 2:00am Thursday – Saturday: 7:00am – 3:00am

Union Grounds: Sunday – Wednesday: 7:00am – 2:00am

Wednesday – Saturday: 7:00am - 3:00am


Service animals and dogs used for law enforcement are the only animals permitted in the UNIVERSITY UNIONS. The UNIVERSITY UNIONS Administration must approve animals used in lectures and demonstrations. All animals in or around the UNIVERSITY UNIONS must be on a leash.

3.4 Brown-Lupton UNIVERSITY UNIONS Operation Hours (hours may change for special events) During the non-academic term and holiday breaks, the UNIVERSITY UNIONS may operate on a reduced schedule. Special hours will be posted around the building and online at least one week before any change in building hours. 3.5 Multi-Purpose Building Operation hours (hours may change for special events) During the non-academic term and holiday breaks, the UNIVERSITY UNIONS may operate on a reduced schedule. Special hours will be posted around the building and online at least one week before any change in building hours. 3.6 UNIVERSITY UNIONS Building Access The Operations Staff is charged with granting card access and keys for the UNIVERSITY UNIONS. All requests for card access and keys to the building must be submitted to the Operations Staff and subject to approval. 3.7 Maintenance Please submit all building concerns to the Information Desk, Operations Staff, or any Student Employee. 3.8 Damage, Theft & Vandalism Persons responsible for any acts of damage, vandalism to the premises or unauthorized removal of items from the UNIVERSITY UNIONS will be referred to TCU Police, Fort Worth Police, Campus Life and/or other appropriate authorities for proper disposition. 3.9 Solicitation Individuals and organizations may not solicit on campus without first registering with the UNIVERSITY UNIONS Administration Office. Solicitation is defined as any activity designed to advertise, promote or sell any product or commercial service or encourage support for, or

Office Hours: 8:00am – 5:00pm

Magnolia’s: 11:00am – 2:00pm & 5:00pm – 8:00pm

Available Event Hours: Events are not currently being processed in the

Multi-Purpose Building

Caliente’s: 11:00am – 9:00pm

Building Hours: Monday – Sunday: 7:00am – 2:00am

O’Brien’s: 7:00am – 10:00pm

The Press: 7:00am – 2:00am

The Big Purple Truck:

9:00pm – 2:00am


membership in, any group, association or organization. Permission to solicit will not be granted for an activity that violates TCU policies, or local, state and/or federal laws. No merchandise will be approved that will be in conflict with merchandise sold by the TCU Bookstore or Spirit Shop. The UNIVERSITY UNIONS has adopted the following protocol for solicitation:

- University sponsored events will be allowed. - Student organization sponsored events (with approval from the UNIVERSITY UNIONS staff)

where the proceeds help the organization overall, not a member of that organization. - Vendors selling items that directly impact the University experience for students will be

allowed. - No sales will be approved when an individual or a few individuals would benefit directly from

the sale. - All sales that conflict with Sodexo’s interest in the UNIVERSITY UNIONS or the Bookstore’s

general interest will not be allowed.

3.10 Photography/Videography The intent of this policy is to maintain respect for the rights and privacy of TCU employees, students and guests by preventing video imaging of them without their consent. The UNIVERSITY UNIONS follows all policies & procedures of The Office of Communications The following must be completed in order to film or take pictures in the UNIVERSITY UNIONS:

• Individuals wishing to take pictures or use a video tape recorder in the UNIVERSITY UNIONS must have approval from the UNIVERSITY UNIONS Administration staff.

• Permission will be granted for audio/video taping of the general facility only; no TCU logo may be included in any picture/footage.

• No individual may be singled out for videotape purposes without their consent.

• Complaints from employees, students or guests regarding any aspect related to the production of videotape in the UNIVERSITY UNIONS will result in termination of the videotape process.

3.10 Loading Dock The loading dock is located on the north side of the Brown-Lupton UNIVERSITY UNIONS. It may be accessed from Stadium Drive. The loading dock is intended for the use of persons or companies delivering/picking up items to TCU Dining Services, and the Brown-Lupton UNIVERSITY UNIONS. The loading dock for the Multi-Purpose Building is located on the west side of the building and is accessible from Bellaire Drive. The loading dock is intended for the use of persons or companies delivering/picking up items to TCU Dining Services, and the Multi-Purpose Building. The loading dock of the Multi-Purpose Building is only accessible with key code access. Parking is only permitted in the loading dock while the vehicle is being loaded and/or unloaded. Vehicles should move to a location away from the loading dock when the loading/unloading is complete. No deliveries to TCU Dining Services may be made between 10:00am and 2:00pm weekdays. The loading dock for the Multi-Purpose Building is located on the west side of the building and is accessible from Bellaire Drive. The loading dock is intended for the use of persons or companies delivering/picking up items to TCU Dining Services, and the Multi-Purpose Building.

Facility Reservations 4.1 Event Reservations All University requests for the use of facilities must be submitted via online reservations for approval by the Events Coordinator or designee, the link to the online registration process is available on the Union website (www.union.tcu.edu). All non-University requests must be submitted through TCU Conference Services.


Events hosted by Student Organizations and University departments AND where a substantial percentage of the anticipated audience is TCU students, faculty, or staff may reserve rooms at no charge unless an admission fee is charged. Events where admission is charged are subject to same rental fees as non-University groups. At this point, the UNIVERSITY UNIONS is NOT accepting open reservations for the spaces in the Multi-Purpose Building. Acceptance of these reservations will come at a later date and a campus-wide email will be sent to all members of the TCU community outlining the exact reservation process. 4.2 Advertisement for Event Advertising an event prior to event confirmation is prohibited and may result in denial of the request to use the UNIVERSITY UNIONS. 4.3 Reservation Priorities UNIVERSITY UNIONS facilities are generally reserved on a first come, first serve basis. Priority is given to high profile University events, recognized student organizations and TCU departments. The actual space is assigned with consideration to the size of the event, type of setup needed and space available. The UNIVERSITY UNIONS reserves the right to assign, and if necessary, reassign facilities to assure the maximum and most appropriate use of the building space. Official TCU student organizations and University departments are given exclusive rights to make fall and spring reservations for the first 30 days when reservations open. After 30 days, other University-related organizations (Extended Education, Alumni Affairs, and TCU Conference Services) may confirm fall and spring reservations. 4.4 Guest Categories In order to reserve space in the UNIVERSITY UNIONS or other campus facilities, a client must be a member of one of the following categories:

• Student Organization: Properly recognized with the Office of the Student Organizations in Student Development Services. A student organization that is in the process of forming is allowed to reserve facilities two times before gaining TCU recognition. Student groups not recognized with the Office of Student Organizations will be considered a non-University organization.

• University Department/Organizations: Organizations must be officially recognized by the University.

• Conference Services Clients: Any group that does not qualify in the first two categories and/or any group with more than fifty percent of their attendees who are not TCU affiliated must reserve space through Conference Services. See section 5.3 for more information.

4.5 Event Spaces The UNIVERSITY UNIONS is responsible for reserving the following building spaces: Brown-Lupton UNIVERSITY UNIONS: • 2 Student Organization Conference Rooms - 1st floor • 3 Staging Rooms - 1st floor • Auditorium and auditorium gallery. • Reserved Dining Room(s) in Market Square - 2nd floor • Bell Tower Conference Rooms - 2nd and 3rd floors • Ballroom (divisible in up to 5 separate rooms) - 3rd floor • Governance Chambers - 3rd floor • 7 meeting rooms - 3rd floor • Chancellor’s Dining Room (upon approval from the Chancellor’s Office) - 3rd floor • Frog Fountain • Brown-Lupton UNIVERSITY UNIONS Amphitheatre • The Front of Sadler Hall


• Sadler Mall • West side of Sadler Hall • Worth Hills Rose Garden • East Library • Founders Statue

Multi-Purpose Building: • 203 Multiple space room (divisible into 3 separate rooms) • 205 Multiple space room (divisible into 3 separate rooms) • Multi-Purpose Building Amphitheatre • West patio of Multi-Purpose Building • Greek conference room (open to Greek letter organizations on campus)

To ensure the efficient ingress and egress to/from the UNIVERSITY UNIONS, and to protect the safety of patrons, the front entrances of the UNIVERSITY UNIONS are generally not reserved for meetings, activities or events. Exceptions to this may be granted by the UNIVERSITY UNIONSS Administration.

4.6 Class Projects All class projects requesting space will require a minimum of 2 weeks to arrange for facility reservation since a class project is neither an organization nor a department. To begin the process, the UNIVERSITY UNIONS Administration must receive notification from the home academic department that the project is a part of a class assignment and indicating their willingness to sponsor the event. A reservation request must then be made online by the faculty member or department staff so that a space can be reserved. All UNIVERSITY UNIONS policies must be followed including Sales Request and Raffle Request forms. See sections 9.2 and 9.3 for more information.

4.7 Post-reservation arrangements After a confirmation for a room reservation has been received, food service, A/V, and other arrangements may be made. The online reservation software automatically notifies TCU Dining Services if such service is requested during the reservation process. 4.8 Food Service Policy All meals served inside the UNIVERSITY UNIONS and on the outside Plaza area must be catered by TCU Dining Services. Rare exceptions to this rule must be approved through the Director of Residential Services. Snacks, such as cookies and punch, cake and punch or chips and punch (with no combination of either choices), may be provided by student groups, if the UNIVERSITY UNIONS Administration is informed prior to the event. 4.9 Event decorum No group will be permitted to disturb scheduled programs. Singing, playing music or talking in a manner which may disturb another group should be scheduled in advance with the Events Coordinator to avoid conflict. If a noise complaint is turned into the Information Desk, the group creating the disturbance will be asked once to stop the disturbance. The second time a complaint is received, the event creating the disturbance will be terminated. 4.10 Tablecloths and Skirting All eight foot, six foot, and round tables used in common spaces (outside meeting rooms) in the Brown-Lupton UNIVERSITY UNIONS are required to be covered with a tablecloth and skirting. The Union will provide cloths and skirting free of charge for all student organization, departmental, or administrative events using eight foot and six foot tables for non-food purposes (ie, name tags, book sales/signings, etc.). The Union will not provide cloths and skirting for round tables, or for tables displaying food or beverage. In these groups who violate this policy and utilize Union cloths/skirts for food purposes will be billed at the rate charged external groups for this service. The Union does have a limited quantity of tablecloths and skirts. Therefore, priority for this service will be given to tables located outside of meeting rooms. Tables inside of rooms, such as tables for awards,


speaker’s table, fairs, etc. will be clothed/skirted if supply allows. Clothing and skirting of interior tables should be requested during the room reservation process. To ensure skirting/clothing of these tables, internal groups may choose to reserve linens through TCU Dining Services. The only exceptions to this policy are the Student Organizations Area and marketing/promotional tables outside of Market Square. 4.11 Audio/Visual Arrangements Arrangements for use of UNIVERSITY UNIONS Audio/Visual (A/V) equipment must be requested five business days prior for large events and two working days for smaller events. All requests must be finalized 24 hours prior to event. Basic UNIVERSITY UNIONS A/V equipment, which consists of use of the projector, DVD player, Blu-Ray player, microphone, TV and iPod interface with sound system, is available at no charge for faculty, staff and sanctioned student organizations that have reserved rooms through the UNIVERSITY UNIONS Events Coordinator. Patrons must bring and use their own laptop computer. For non-TCU groups, A/V equipment fees will apply. The UNIVERSITY UNIONS Administration recommends arriving 30 minutes before the start of the meeting to allow time for connections, setting changes and final testing. The UNIVERSITY UNIONS Administration restricts the use of plugging outside equipment into the house sound systems and audio boards without prior permission. 4.12 Final setup instructions All setup instructions for events must be submitted to the Events Coordinator 48 business hours prior to the beginning of the event. Substantial changes in room configuration after the room has been setup will result in additional charges. All event setup, tear down and housekeeping must be completed by the UNIVERSITY UNIONS or Facility Services staff members to prevent damage to furniture and personal injury. 4.13 Permanently set space and furniture Some rooms have pre-determined setups that cannot be changed. No groups are allowed to reconfigure these rooms. All furniture in public spaces within the UNIVERSITY UNIONS is permanently placed. None of this furniture can be moved, rearranged or removed. 4.14 Clean up and damage charges The group holding the reservation will be held financially responsible for any special clean-up, maintenance or repair resulting from their event or activity. 4.15 Security arrangements The UNIVERSITY UNIONS Administration reserves the right to require fire, police or other security personnel for events in the UNIVERSITY UNIONS. The need shall be determined based on the time, place and type of event. Events requiring security coverage will not be permitted if adequate security is unavailable. The group sponsoring the event is responsible for all applicable security charges. Security may NOT be provided from agencies outside TCU Police or their designee. The Events Coordinator must receive a security plan and details 48 business hours prior to the event. All TCU Conference Services events must have on-site security as determined and approved by TCU Police. 4.16 Occupancy Capacity All events must comply with occupancy regulations. Groups in violation of the occupancy numbers, as written in the fire code, will be asked to take immediate measures to become compliant. Failure to achieve compliance may result in the immediate closing of the event. 4.17 Guest deportment Groups holding a reservation will be held accountable for the actions of the participants while in the UNIVERSITY UNIONS.


4.18 Event timelines All events must end within the event timeframe unless seeking Late Night Event status. See section 3.4 and 4.21 for more information. 4.19 Petition and flyers The distribution of leaflets, flyers, handouts, and petitions is no permitted without approval from the Operations Staff. Please see section 3.8 for more details. 4.20 Sound amplification Sound amplification equipment may not routinely be used in areas other than in the Ballroom, Auditorium and meeting rooms. Any exceptions to this must be approved through the UNIVERSITY UNIONS Administration. 4.21 Late Night Events Recognized student organizations may request to host events past regularly scheduled hours upon approval. Any groups that plan a Late Night Event must work with TCU Conference Services to make the necessary arrangements and pay for the extended hour charges. The rate to have the building open beyond regular event hours is $100.00 per hour or portion of an hour for TCU affiliated groups. See section 15 for more information. 4.22 Demonstrations The Demonstration Notification Policy and Form is available at the Information Desk. This form must be completed at least 48 hours prior to the event for approval by Campus Life. 4.23 Late Requests The UNIVERSITY UNIONS Events Coordinator may not be able to fulfill reservation requests received less than 48 hours prior to the proposed event. If an appropriate room is available, it may be assigned, but special services may not be available. Special services include changes in room arrangements or requests for audio-visual equipment. 4.24 Cancellations Notice of cancellation must be given to the UNIVERSITY UNIONS Events Coordinator 24 business hours prior to the meeting time. Failure to cancel a reservation in accordance with this policy may result in charges and/or the loss of future reservation privileges in the UNIVERSITY UNIONS. If a cancellation is made after the room setup is complete, the organization or department will be charged a setup fee for the unused reservation. If a change in setup is requested after the room is setup per prior information provided, there will be a Change in Setup fee assessed. Student organizations and University departments will be held responsible for all charges incurred as a result of any commitments made to facilitate the event.

Brown-Lupton UNIVERSITY UNIONS Rental Fees 5.1 Facilities Rental Costs

• Room Charges o Meeting rooms: $100/hour/room with a minimum four hour charge. This rate

extends to the individual Ballroom sections A, B, C and D. o Ballroom 3301: $200/hour for a minimum of four hours o Auditorium: $300/hour for a minimum of four hours o Grand Ballroom: $500/hour for a minimum four hours o Galleries: $150/hour if also renting a meeting room (does not include registration

tables, but rather, events that repurpose the galleries, such as receptions, etc.). The rent doubles if no other room is being used with a minimum of a four hour charge.


• If at least 50% of the anticipated audience members are TCU community members, room charges are reduced by 50%.

• If the event includes a catered plated or buffet meal, room charges are reduced by 50%. Rent reductions can be cumulative.

• This rate structure applies to all TCU groups where an admission fee is charged regardless of audience make up or organizing group.

• UNIVERSITY UNIONS Administrative can modify rates. • Audio/Visual (A/V) support that includes video projector and/or microphones is provided at

no charge. • Additional A/V support is billed at $20/hour in two hour blocks. • Space reserved for set up and decorating time is billed at the existing rates. • There is a 50% non-refundable deposit to hold a reservation. • Flip charts and markers are available for $25. Individuals/groups can keep the notepads.

5.2 Rent rate changes Room rental rates are subject to change. 5.3 Required use of Conference Services If more than fifty percent of an event’s attendees are non-TCU affiliates, groups must make a reservation through TCU Conference Services at 817-257-7641. See section 4.4 for more information. 5.4 Fronting off campus organizations Texas Christian University departments and student organizations may not serve as fronts for off-campus organizations. If fronting is discovered, outside rental rates will apply. University departments and student organizations may co-sponsor events with off-campus organizations, as long as the mission of the outside group relates to the on-campus group and the conditions in section 5.3 are met. 5.5 Rental fee payment deadline All rental and service charges are due 10 days before an event. See Section 10 for more billing information.

Food & Beverage Service 6.1 Catering After the appropriate facility has been scheduled, food and beverage arrangements may be made through TCU Dining Services at 817-257-5239 or by email at [email protected]. All food and beverage arrangements are the responsibility of the organizing group. 6.2 Snack Policy Student groups are permitted to bring their own snacks into the UNIVERSITY UNIONS if UNIVERSITY UNIONS Administration staff is informed prior to the event. Snacks, such as cookies and punch, cake and punch, or chips and punch (with no combination of either choice) may be brought in by groups. All meals served in the Union or in the outside Plaza must be catered by TCU Dining Services. Exceptions to this rule must be approved through the Director of Residential Services. 6.3 Red Beverage prohibition Red beverages may not be served in the UNIVERSITY UNIONS. 6.4 Alcohol Alcohol will not be served in the UNIVERSITY UNIONS without the express written approval of the Vice Chancellor for Student Affairs. Requests should be submitted using the Request to Serve Alcoholic Beverages in Academic/Administrative Building form to the Office of the Vice Chancellor for Student Affairs at least 10 days prior to the event. 6.5 Dining Services exclusive Alcohol vendor All alcohol, once the event is approved, must be purchased and served by TCU Dining Services.


Decorations, Exhibits & Displays 7.1 Decoration Plans Decorating plans must be discussed and approved with the UNIVERSITY UNIONS Administration two weeks prior to the event. Any special needs for decorations, exhibits and displays beyond the scope of this policy must be approved by the UNIVERSITY UNIONS staff. 7.2 Decoration damage avoidance No tape, glue, tacks or nails are permitted on the walls, doors, floors, ceilings, glass, woodwork, draperies, moveable walls or any painted surface in the UNIVERSITY UNIONS. Groups that cause damage to the ceiling, floors or walls by taping or adhering items to the facility or furnishings will be assessed a damage fee or the actual cost of repair, whichever is greater. 7.3 Ingress and Egress Doorways, hallways, corridors, staircases and fire exits cannot be blocked or obstructed. 7.4 Fire hazards Light bulbs may not be placed where heat from the bulbs might create a fire hazard. Special effects equipment, such as smoke, fog and fire machines, sparklers, etc., must be reviewed by the UNIVERSITY UNIONS Administration for approval. 7.5 Banners and Displays Banners and displays made with flammable materials may be used only where no danger of fire exists, as determined by the UNIVERSITY UNIONS. Generally banners must be flame resistant. 7.6 Decoration Labor Groups utilizing decorations, exhibits or displays must arrange for labor to setup and remove materials. If a ladder is being used, groups will need to arrange for a TCU Facility Services staff to assist at their expense. 7.7 Loss of event supplies The UNIVERSITY UNIONS is not responsible for the loss of any materials, displays, gifts, favors or other items left in the building. See section 2.4 for more information about Lost and Found items. 7.8 Event breakdown Decorations, exhibits and displays must be removed immediately following the event or activity, unless other arrangements have been approved by the UNIVERSITY UNIONS staff. 7.9 Candles Use of candles is generally not allowed and must be approved by the UNIVERSITY UNIONS staff. All candles must be enclosed in glass or floated in water to prevent a fire hazard. 7.10 Centerpieces All table centerpieces must be non-flammable or constructed of flame resistant materials. 7.11 Decoration prohibitions (continued) The UNIVERSITY UNIONS does not permit hay, sand weights, confetti, rice, dance wax, powder or similar materials. Groups will be charged for any excessive clean-up.

Advertising and Publicity

8.1 Advertising


All advertising and publicity in the UNIVERSITY UNIONS must be timely, accurate and pertinent to the TCU campus community. All messages must be factually accurate, reflect the mission and values of the UNIVERSITY UNIONS & the Division of Student Affairs and TCU. 8.2 Off-campus media Non-TCU media requests should be directed to the Communications Office. 8.3 Use of Advertising Space Only recognized student organizations and University departments are permitted to display advertisements in the UNIVERSITY UNIONS. Space is available on a first come, first serve basis. 8.4 Table Tents Approval for all tables tents must be coordinated through TCU Dining Services/Sodexo. 8.5 Windows Nothing may be affixed to windows in the UNIVERSITY UNIONS without authorization. This includes paint, posters, flyers and other items. 8.6 Advertising approval process In order for an advertisement to be approved:

• The event must be held on campus. • The event must be open to the campus community. • The event must be sponsored by a recognized student organization or University department. • The ad must be for a specific event or activity. • Alcohol, tobacco nor adult businesses may NOT be advertised in the UNIVERSITY UNIONS. • Publicity must include event name, date, time, location, sponsor and contact information.

Exceptions may be given for community events of broad interest. Other exceptions may be granted at the discretion of the UNIVERSITY UNIONS staff. 8.7 Poster holders Subject to availability, poster holders may be reserved for displaying publicity materials on a 22” x 28” poster. Posting is limited to 1 week and two posters (contingent upon space availability) per event. Weekly events may only post 2 days prior to the event plus the day of the event, if space is available. Only recognized student organizations and TCU departments may use the poster holders. Posters and fliers may be approved for content and stamped at the Information Desk. If an advertisement is not stamped before posting in the BROWN-LUPTON UNIVERSITY UNIONS, a Guest Services Associate staff will remove the fliers and posters, and materials will be discarded. 8.8 Signs with stakes (Yard signs) Effective August 2012, all students that wish to place a yard sign on the TCU campus must have the sign pre-approved by the UNIVERISTY UNION Administration. Stake signs will be approved on a case-by-case basis by the UNIVERISTY UNION Operations Staff.

The approval process • Bring a copy of the yard sign to the Brown-Lupton UNIVERSITY UNIONS Information Desk

and complete the “Yard Sign Form” (available in hard copy at the Information Desk or online at www.union.tcu.edu)

• Once the form is completed, the Information Desk will take a copy of your sign. • You will be given one Brown-Lupton UNIVERSITY UNIONS sticker for each sign. You must

place one sticker on each sign. Regulations in sign placement

• Announcement signs must include the date(s) of the event, the event name and the sponsoring organization.

• Any sign that is 24 x 18 (or smaller) corrugated plastic with stakes made from 8 or 9 gauge steel (approximately 3mm in diameter) may be placed by the organization.


• Yard signs may be displayed within the perimeter of campus. Signs may not be posted in flower beds, next to fire hydrants, blocking other signs, or impeding the flow of traffic.

• Directional signs may be posted one day in advance of the event. • The Stake signs may remain in for one week at time • Stake signs may remain in location for one week at time and not reserved consecutively

Sign removal

• It is the responsibility of the organization/department to remove the signs. • All signs must be removed within one business day following the event’s completion • If the signs are not removed by the required date, the organization/department may be

billed for removal. 8.9 Advertising approval process All departments and recognized TCU student organizations and departments wishing to advertise in the UNIVERSITY UNIONS must have materials stamped for approval before posting 8.10 Advertising guidelines Advertisements may be posted in the 22”x28” display holders or on designated bulletin boards. Each recognized TCU student organization or department can post six flyers (from 81/2“x11” to 11”x17”) for ten days on the bulletin boards and two 22”x28” posters for seven days in the poster holders. Posters and fliers may be approved for content and stamped at the Information Desk. 8.11 Chalking Chalking is not allowed in, on or around the premises of the UNIVERSITY UNIONS. If chalking is done, the sponsoring organization will be contacted and asked to clean up the chalking by a predetermined time. If clean-up does not occur by the given deadline, the organization will be charged for the cleanup of the chalking. 8.12 Event tables Students may reserve tables to pass out publicity for organization events. Table space is available on the first floor outside the Spirit Shop and on the second floor outside of Market Square.

Sales 9.1 In building sales The UNIVERSITY UNIONS reserves the right to control all sales in the UNIVERSITY UNIONS with the exception of TCU Dining Services, TCU Bookstore, & TCU Mailing Services. No free samples may be distributed in the facility and on campus without the approval of the UNIVERSITY UNIONS Administration. 9.2 Sales approval process Student organizations must get approval from the UNIVERSITY UNIONS Administration to sell novelties, programs, T-shirts, DVDs, and CDs, etc., 14 business days prior to the sale. Requests must be submitted to the Information Desk using the Sales Request Form. Groups may be required to get design approval from entities such as the TCU Bookstore, TCU Athletics or Marketing before receiving approval to sell the item. No merchandise will be approved for sale that will be in competition with merchandise sold by the TCU Bookstore. Display tables and selling locations will be at the discretion of the UNIVERSITY UNIONS Administration. All sales approvals will be coordinated through the UNIVERSITY UNIONS staff and can be found at the UNIVERSITY UNIONS website (www.union.tcu.edu). 9.3 Raffles All raffles must be pre-approved by the UNIVERSITY UNIONS Administration in order to stay compliant with Texas State Law. The Charitable Raffle Policy is available at the Information Desk. A Raffle Request Form (available online at ww.union.tcu.edu) must be submitted for approval by the


UNIVERSITY UNIONS Administration at least 14 days in advance before a space will be reserved for the sale of raffle tickets. 9.4 Promotional Space Companies, individual fundraisers and charity groups requesting sales or promotion of services in the UNIVERSITY UNIONS must be approved by the UNIVERSITY UNIONS Administration. The fee is $100.00 per day or fifteen percent of gross sales, whichever is greater. Companies must:

- Have a recognized student organization or University department sponsorship. - Pay a commission or daily fee for sponsorship. - Sell items or services that are not in competition with the TCU Bookstore or Spirit Shop. - Offer free giveaways to TCU students.

9.5 Educational nature of sales All sale items must be educational in nature or be sponsored within a special theme program.

Room and Event Billing Procedures 10.1 Student Organizations and University Departments Event invoices are processed through the UNIVERSITY UNIONS Administration. Invoices include any extended hours charges as well as damages, excessive clean up or changes in setup fees within 48 hours of the event. Payment from University-affiliated groups is due in full to the UNIVERSITY UNIONS upon receipt of invoice and may be paid by university department transfer. Checks should be made payable to TCU, and such payment should be submitted to the UNIVERSITY UNIONS Administration office or Information Desk. Please submit a copy of the transfer request to the UNIVERSITY UNIONS Events Coordinator. 10.2 Non-University Rentals and/or Charges All non-University related business is processed through the TCU Conference Services.

Sanctions 11.1 Non-payment sanctions Any group that violates any section of this manual or fails to pay all charges or debts incurred from a scheduled event and owed to the UNIVERSITY UNIONS within 30 days after receiving an invoice may be denied the privilege of using the UNIVERSITY UNIONS for a period of time deemed appropriate by the UNIVERSITY UNIONS Administration. 11.2 Appeal Process Any questions or appeals concerning billings for the usage of the UNIVERSITY UNIONS must be submitted in writing to the UNIVERSITY UNIONS Administration no later than 10 days after a bill is received.

Parking 12.1 General guidelines Users and guests must abide by all TCU parking/traffic requirements, including but not limited to passenger and equipment loading/unloading, observance of authorized parking locations, and display of parking permits. Payments of citations for parking/traffic violations are the sole responsibility of the user and their guests. 12.2 Loading Dock Access to the loading dock must be coordinated with the UNIVERSITY UNIONS staff one week prior to an event. Parking in the loading dock is prohibited and violators will be ticketed and/or towed at the owner’s expense.


12.3 Special parking arrangements/Valet All special parking arrangements for on-campus events must be made with TCU Police. Valet parking must be arranged through the UNIVERSITY UNIONS Administration Office. Valet expenses are paid directly to the Valet service provider by the organizer.

Insurance Requirements

13.1 Non-TCU Insurance Coverage All non-University organizations reserving space in the UNIVERSITY UNIONS must work with TCU Conference Services to ensure the proper insurance coverage. 13.2 Insurance exemption All TCU student organizations and University departments are exempt from this section unless the planned event is determined by TCU Police, Rick Management or the UNIVERSITY UNIONS Administration to present enough risk or is of such magnitude to merit additional insurance.

Outdoor Policies 14.1 Outdoor spaces reserved by the UNIVERSITY UNIONS Outdoor locations available for reservation through the UNIVERSITY UNIONS are:

• Frog Fountain • MULTI-PURPOSE BUILDING

Amphitheatre (Plaza) • The Front of Sadler Hall • Sadler Mall • Multi-Purpose Building Amphitheatre

• Campus Commons • Westside of Sadler Hall • Worth Hills Rose Garden • East Library • Founder’s Statue

14.2 Rain site It is recommended that an indoor location be reserved as a rain/weather site for all outdoor events. 14.3 Outdoor programming considerations In planning an outdoor event, consideration must be given for concerns such as trash cans, mowing and watering schedules, as well as availability of electrical power. 14.4 Facility Services timeline All class projects requesting outdoor space will require a minimum of 2 weeks to arrange for facility reservations. This process is similar to the process outlined in section 4.6.

14.6 Foster/Waits space Please contact Residential Services to reserve the space between Foster and Waits Residence Halls. 14.7 No on-campus camping No campouts will be allowed on-campus without express permission from the UNIVERSITY UNIONS Administration, TCU Police, TCU Physical Plant, TCU Conference Services and any other applicable departments. Issues such as restroom facilities, security and lighting must be addressed. Only TCU-affiliated groups will be considered for an on-campus campout. A faculty/staff member will be required to be on-site at all times during the event. No sites along University Drive will be available for campout use. 14.8 Furniture Tables and chairs for outdoor events should be reserved with Facility Services except for the BROWN-LUPTON UNIVERSITY UNIONS Plaza. The UNIVERSITY UNIONS Events Coordinator will make outdoor table arrangements for the Plaza. To reserve tables and chairs for other outside locations, send an email through Facility Services to [email protected]. 14.9 Outdoor Staging If a stage is needed for an outdoor event, please contact the UNIVERSITY UNIONS Events Coordinator to discuss the event.


14.10 Outdoor equipment rental All outdoor equipment such as tents, grills, tables, etc., not reserved through Facility Services must be provided by a licensed and insured vendor and approved by the UNIVERSITY UNIONS Events Coordinator. 14.11 Noise For outdoor events, all Fort Worth ordinances must be followed, including the Noise Ordinance (Fort Worth City Code Section 23.8). Per this ordinance, all bands and loud noise must cease between the hours of 11:00pm and 7:00am Monday through Saturday and all day on Sunday.

Late Night Policies 15.1 Late Night parameters Recognized student organizations may request to hold events beyond the normal event time on Fridays or Saturdays for private parties or meetings. Late night events should end by 1:30 am with the event cleaned up by 2:00 am. 15.2 Event Planning Timeframe Events that will occur after the normal event time require approval from the UNIVERSITY UNIONS Administration staff and Conference Services at least four weeks in advance of the event which includes the submission of a completed Late Night Usage Request form to TCU Conference Services. 15.3 Security Security must be arranged by the TCU Police Department and no security may be provided from agencies other than TCU Police or their designee. The Chief of Police, at his/her discretion, may require a specific number of on-site security officers. In addition to officers working the event, one officer must be present one hour after closing of the event to clear the parking lots and building. All security officers will be paid by the sponsoring organization at standard rates. The UNIVERSITY UNIONS Events Coordinator must receive a security plan and details 48 hours prior to the event. 15.4 Late Night Attendees and Guests Attendees at a late night event must be college students and have a current college I.D. to enter the event. The sponsoring organization is responsible for assuring the eligibility of guests. It is the responsibility of the advisor to check identification at the door.

15.5 Advisor at the event The name of the organization advisor who will be present must be provided to the UNIVERSITY UNIONS Events Coordinator no later than four weeks prior to the event. 15.6 Late Night Publicity guidelines There may be no off-campus publicity of late night events with the exception of other university campuses. The UNIVERSITY UNIONS Administration staff must approve all promotional materials prior to distribution on- or off-campus. Promotional materials include but are not limited to flyers, handbills, posters and signs. Please see section 3.8 for more details. 15.7 Summer hour prohibition No late night events will be held during the summer months (end of spring term extending to the opening of the fall semester). 15.8 Space/event modification


This policy may be modified for a specific event at the discretion of the UNIVERSITY UNIONS Administration staff, Chief of Police and the sponsoring organization’s advisor if they consider it in the best interest of all involved (TCU, student organizations and event participants).

APPENDIX


Room Setups Please note: These diagrams are not to scale.

These are the basic setups that are available for you to choose for your event. Number of tables per room varies by room size Please see the BLUU Events Coordinator for any special room arrangements.

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Conference Rounds

facility policies and procedures: academic year:...

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