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Union Room Policies and Procedures

POLICIES AND PROCEDURES FOR USE OF SPACE

 

ROOM RESERVATIONS

Over 400 Registered Student Organizations (RSOs) and various WKU administrative and academic departments request the use of limited meeting spaces at the Downing Student Union. The intent of these policies is to specify an equitable system for usage of the facility.

The Student Union has been designed to support the activities, meetings, and conferences of the students, faculty and staff of Western Kentucky University.  Since this facility was primarily intended to support student activities and meetings, priority has been extended to them.

These policies refer specifically to the use of non-instructional space in the Downing Student Union.  All requests for instructional space should be made through the designated department of study and/or academic building.

 

GENERAL POLICIES REGARDING SPACE USAGE

  • Registered Student Organizations (RSO), academic departments, and administrative departments may submit reservation requests online or in the Union Operations Office located in room 1053.
  • RSOs meetings may not exceed 2 hours in length and are limited to 2 occurrences in a 7 day period. Additional meeting requests will be accommodated on an individual basis.
  • User groups are responsible for knowing the specific policies that apply to the facility being used and must comply with those policies.
  • Users are financially responsible for any damages which occur during their use and/or charges connected with cleaning of the space.  Groups having outstanding bills with any University department may not reserve additional space until those charges have been paid.
  • Reservation requests classified as "events" will require a meeting with the Union staff to review planning and arrangements. Space reservations will not be confirmed until event logistics have been reviewed and all necessary paperwork is complete.
  • Reservation requests must be made and confirmed 3 weeks (15 business days) in advance for large events and use of the Union Auditorium. Reservations for meeting rooms or table space must be made 2 business days in advance.
  •  It is the responsibility of each student organization to leave the room in the same condition in which they found it. This means putting all trash in the garbage cans and removing any excessive litter such as boxes, cups, or candy wrappers from the room. However, this does not apply to moving furniture. Moving or stacking tables and/or chairs is not allowed. A charge may be applied if a setup is needed. If you do have a setup, note that on your request form. Upon entering the room and it is in disarray, please inform the DSU Manager on Duty before your meeting starts so your group will not be held responsible. Groups who leave a room in disorder will lose their ability to use space in DSU if the problem persist. You will be informed of your status by the Associate Director of Student Activities.

 

CHARGES & FEES

University Use

  • There may be a production fee associated with Registered Student Organizations, Academic Departments, Non-University and University Sponsored meetings or events depending upon the requested needs.
  • Cancellations must be submitted at least three (3) business days (minimum of 72 hours) before the start time of a scheduled event to avoid incurring a cancellation fee.
  • Groups that misrepresent an event or affiliation in order to avoid fees and charges will be charged appropriately, may incur additional charges, and may have their reservation privileges suspended.  These determinations are made by the Associate Director or designee.
  • The Associate Director or designee can assess individuals and/or groups for damages to the facility, its content, or for inadequate clean-up.
  • All charges associated with usage of the Downing Student Union facilities must be paid in full within seven (7) days of the conclusion of the event. Customers with outstanding accounts may not reserve additional space until those charges have been paid.

External Use

All usage by externally affiliated groups incur a production, clean-up and technical staff fee as determined by the Union Operations Office and/or Office of Campus & Community Events.

  • Groups that misrepresent an event or affiliation in order to avoid fees and charges will be charged appropriately, may incur additional charges, and may have their reservation privileges suspended.  These determinations are made by the Associate Director or designee.
  • Cancellations must be submitted at least three (3) business days (minimum of 72 hours) before the start time of a scheduled event to avoid incurring a cancellation fee.
  • The Associate Director or designee can assess individuals and/or groups for damages to the facility, its content, or for inadequate clean-up.
  • All charges associated with usage of the Downing Student Union facilities must be paid in full within seven (7) days of the conclusion of the event. Customers with outstanding accounts may not reserve additional space until those charges have been paid.

FOOD USE

All food items in meeting rooms and for events must be provided by and approved by WKU Restaurant and Catering Office (270) 745-2416. The refreshments must be removed from the room immediately after the meeting. The type of food permitted in rooms must be approved by the Downing Student Union Operations Office.

 

TOBACCO POLICY

In accordance with the WKU tobacco policy, the Student Union does not permit the use of cigarettes, cigars, or electronic cigarettes, as well as all forms of smokeless tobacco within the Union. 

 

TABLE SPACE POLICY / SALES

 General Policies

  • No posters may be affixed to walls (inside or outside the building).
  • A table and two chairs will be provided. Maximum number of people permitted behind a table is three.
  • No sound permitted inside or outside except with the approval of the Associate Director of  Downing Student Union Operations.
  • Volume must be confined to immediate area. The Union staff reserves the right to control volume.
  • Customers eating in the lobby must discard their trash in appropriate receptacles.
  • Groups must stay behind their table and may not solicit to individuals in the lobby.
  • All food items must be approved by the Union Operations Office and WKU Restaurant and Catering Group.  To schedule catered food requests, contact the WKU Restaurant and Catering Office at (270) 745-2416.
  • NO SITTING ON TABLES

Bake Sale Policy

  • Only approved student organizations may have bake sales as fundraisers in the Student Union.
  • The table may not be located near dining areas. We will provide and place the table.
  • Due to health regulations, only pre-packaged or wrapped foods or drinks may be sold. Therefore, drinks may not be served / sold unless they are pre-packaged.
  • Student organizations are responsible for picking up the trash that is directly a result of their bake sale and must discard any items that remain after the sale.

Student Organizations

  • Selling is permitted in the lobby and on the patio only for the benefit of student organizations and not for personal gain or private enterprise.
  • A representative from the organization must man the table at all times, and the organization must be clearly identified.
  • Groups must stay behind their table and may not solicit to individuals in the lobby.
  • Maximum number of tables in the lobby and on the patio is determined by the Union.
  • Groups can have a table only three days per week.
  • Any student group may reserve a table free of charge except when engaged in commercial enterprise. A fee may be charged for commercial purposes. You must obtain approval from the Associate Director for Student Union Operations. Union staff has the right to ask the group to leave.
  • Reservation tables are subject to the approval by Union staff and the Office of Special Events and must not come in conflict with the mission of the institution.

External Use

  • External users must abide by relevant clauses listed in the WKU Student Handbook http://www.wku.edu/handbook/
  • Cancellations must be submitted at least three (3) business days (minimum of 72 hours) before the start time of a scheduled event to avoid incurring a cancellation fee.
  • Soliciting and Selling; non-university related organizations; or individuals may not sell or solicit in the Downing Student Union for any purpose without approval of the Associate Director.
  • Tables can be reserved for a non-university organization but must be approved through the Operations Office or Associate Director. Tables can be for general information or  solicitation and users will be charged a fee as determined by the Associate Director.
  • The first three weeks of each semester are used mainly for student organizations and space use is limited to non-university groups, but may be reserved for a higher fee.
  • Tables and usable spaces must not come in conflict with the mission of the institution.
  • Groups must stay behind their table and may not solicit to individuals in the lobby.

Credit Card Policy

No credit card solicitation is allowed in the Downing Student Union, with the exclusion of Alumni Affairs.

 

WRITTEN MATERIAL POSTING

Western Kentucky University is committed to providing an environment supportive of free speech and individual expression. The University reaffirms that premise that students have rights to public statements of opinion through written materials.  Content is unrestricted unless the written word is in violation of University rules and regulations and/or state and local laws, although the Office of Student Activities and the Student Union reserves the right to deny posting privileges or remove written materials that are deemed inappropriate.

Banners

  • Registered student organizations and University departments must reserve banner space through the Associate Director prior to hanging banners. Registered organizations may reserve banner space for fourteen-day increments.
  • The Office of Student Activities/Downing Student Union is not responsible for theft or damage to banners caused by weather or vandalism.
  •  Indoor banner locations are along the railing on second or third floor.
  • The banner must not exceed 3 ft in length and 4 ft in width.

Image of the Acceptable Banner Sizes

  • All banners must be attached with string, wire, or rope. No tape or other adhesive materials may be used to attach banners to railing.
  • Downing Student Union is responsible for hanging the banner and for removing the banner by end of operating hours on the last day of reservation.  Banners not picked up will be discarded.
  • If the banner relates to a specific event, the group must remove it within 24 hours of the event's completion.
  • The organization's name must clearly be the focus of the message.  Two or more registered student organizations may jointly sponsor a banner, but all sponsoring organizations must be easily identifiable.
  • Writing with any kind of material (example: chalk, pencil) on or in any Student Union area is strictly prohibited. 

Charity Collection Box Policy

  • At any time, there may be no more than one (1) charity collection box in the Union Lobby.
  • The charity collection box may be placed in the Union Lobby for a limit of two (2) weeks.
  • The collection box items MUST BE collected every day and the Downing Student Union staff is not  liable for items being placed in or removed from the collection box.
  • The collection box must be labeled with the following:
    • Name of group sponsoring the collection
    • Name of project
    • Date the box is placed in the lobby
    • Contact information of the group sponsoring

Bulletin Boards

The bulletin boards are the property of the Downing Student Union, and the Union reserves the right to remove posted material or to use the board exclusively for a Union, Student Activities, or University program. Student Organizations may not have exclusive rights to the bulletin boards.

  • Flyers may not exceed 11x17 inches
  • Only ONE flyer (item) may be posted per activity or annoucement
  • Flyers should NOT cover previously posted materials
  • Any commercial or retail flyers will be removed at the end of each month
  • The use of staples and tape is not permitted. Flyers should only be hung with push pins

CANDLE BURNING

The burning of candles in the Downing Student Union is strictly prohibited.  Any organization who disregards this policy may lose their privilege of using the meeting rooms for one semester, as well as be responsible for any damages that may incur due to their negligence.

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 Last Modified 3/23/17