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POLICIES AND PROCEDURES FOR USE OF SPACE

 

ROOM RESERVATIONS

Over 300 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 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.

 

GENERAL POLICIES REGARDING SPACE USAGE

• Registered Student Organizations (RSO), academic departments, administrative departments, and external groups may submit reservation requests online or in the Union Operations Office located in room 1053.

• RSO meetings may not exceed 2 hours in length and are limited to 1 room reservation per day. Reservations may not occur more than 2 times in a 7 day period. All requests will be approved on a case-by-case basis by the DSU Operations Office.

• 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 Assistant Director of Student Activities.

 

CHARGES & FEES

University Use

• There may be a setup 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 by the Assistant Director of the Union.
• The Assistant 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 (14) days of the conclusion of the event. Customers with outstanding accounts cannot reserve additional space until those charges are paid.

External Use

All usage by externally affiliated groups incurs a set-up and clean-up 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. 
• 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.
• Union Operations Office 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 (14) days of the conclusion of the event. Customers with outstanding accounts may not reserve additional space until those charges are 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

• Lobby tables are limited to 1 reservation per day. Reservations may not occur more than 2 times in a 7 day period. All requests will be approved on a case-by-case basis by the DSU Operations Office.
• 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 Assistant 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.
• 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.
• 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 Assistant 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 Assistant Director.
• Tables can be reserved for a non-university organization but must be approved through the Operations Office. Users will be charged a fee determined by the Union.
• 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 Assistant Director prior to hanging banners. Registered organizations may reserve banner space for fourteen-day increments.
• The Office of Student Activities/DSU 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.

• All banners must be attached with string, wire, or rope. No tape or other adhesive materials may be used.
• The group must remove it within 24 hours of the event's completion. Banners not picked up will be discarded.
• 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

Firearms/Weapons

Possession or use of firearms, explosives (including fireworks), dangerous chemicals or other dangerous weapons or brandishing of any weapon or any other object in a menacing or threatening manner on institutionally controlled property is prohibited. Weapons may be defined as any object or substance designed to inflict a wound, cause injury, or incapacitate. Weapons may include but are not limited to all firearms, pellet guns, stun guns, paintball guns, slingshots, martial arts devices, switchblades, swords, decorative knives and clubs, and decorative/toy guns. However, pre-approved props from the Office of Student Activities/DSU may be allowed. Any weapons will be confiscated by DSU staff. 

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.