Event Services

Policies

Scheduling General Policies And Priority Usage

The following policies refer to Centralized Scheduling at Southern Utah University and apply to all users of campus space. When making a reservation with Centralized Scheduling, users accept the terms of use outlined below:

  • Space is used and occupied only for the purpose listed on the reservation. Changes to the purpose of the reservation must be approved by Centralized Scheduling prior to the date of the event.
  • SUU facilities and space may not be used for any illegal or dangerous purposes or for use not compatible with the University mission.
  • The University and Centralized Scheduling reserve the right to assign or in some cases, move an event to a different facility than requested in order to assure the most appropriate utilization of campus facilities. Safety and security issues may also be considered.
  • Reservations are filled based on a first come, first served process; however, the scheduling priorities listed below apply.
  • All users, including off-campus users, are expected to adhere to all University policies, regulations and local, state and federal laws. Failure to comply with these regulations may result in the forfeiture of scheduling privileges.
  • Users shall not make, or permit to be made, any alterations to the facilities without first obtaining the consent of the Centralized Scheduling office.
  • Any rearrangement of the requested set up made at the time of reservation may result in a labor fee.
  • Any organization leaving the facilities in disorder is responsible for cleaning and/or labor charges to restore the facility to its original condition. Outside organizations may forfeit any refundable deposits.
  • At NO TIME is it acceptable to hang items on the walls or ceiling of any SUU facility, particularly those which cover up lighting fixtures, exit signs, fire exits or fire extinguishers. The use of tape (including any type of duct tape), glue, staples, tacks or nails on building surfaces including, but not limited to, walls, door frames, doors, windows, window frames, elevators, floors or railings is prohibited. Please see Event Services for a list of the acceptable adhesives.
  • SUU facilities are smoke free by Utah law.
  • Decorations must be approved by Event Services. For more information on decorating restrictions please see Decoration Policies.
  • The following are strictly prohibited in all SUU facilities: open flames (candles, lighters, torches, etc.), combustible vegetation (hay bales, cut trees, corn stalks, etc.), pyrotechnic devices, and chemical smoke or haze machines.
  • Sponsors must provide documentation of adequate event insurance deemed adequate by SUU Risk Management.
  • Each reservable facility at Southern Utah University has priority users.
  • Building opening and closing times vary across campus. Generally, events are not scheduled prior to 7:30 in the morning. Any event scheduled outside normal building hours is required to have a special unlock/lock down reservation and may require the services of a building supervisor, house manager or ESA. In this case, additional fees may apply.
  • When an event is held on campus, parking is available to non-SUU guests through designated visitor parking lots. All other parking lots require an SUU permit. Cars without the proper permit parked in these lots are subject to tickets. Parking illegally in a handicap space, a red zone, on a sidewalk or lawn will result in a ticket. Event Services may reserve special parking dependent on the type of event. For reserved parking, an additional fee may be charged.
First Priority *

First priority is given to University activities necessary to advance the educational mission of the University. Examples include, but are not limited to, academic classes, co-curricular activities and recruitment.


Second Priority *

Second priority events are sponsored by approved or recognized student organizations, faculty, staff, University departments, or centers which have the University community as its primary target market or that directly support a major University initiative.

Except for first priority events, no individual or organization is allowed to schedule more than three events per week. Requests for exceptions must be submitted to the executive director of Event Services. The request may be acted upon by the executive director or referred to the Event Services Advisory Committee.

*Certain buildings may have their own priority users based on funding sources.



Insurance Policy

Insurance

Certain activities may require additional insurance or the addition of SUU to a sponsor's insurance policy as an "additional insured" entity. Activities or events in question will be referred to Campus Risk Manager for review.

If required, a certificate of insurance must be provided to Event Services no less than thirty (30) days prior to the start of scheduled activity.

Entities that do not have a current policy may contact an insurance company of their choice. Utah State Risk Management (insurance carrier for SUU) has made arrangements for event holders to purchase event insurance from a private company at favorable rates. Current information about event insurance is available on line at www.suu.edu/risk or by calling SUU Risk Management at 435-586-7901.


Liability

The Sponsor (indemnitor) hereby agrees to release, indemnify, and hold harmless Southern Utah University, its agents, and volunteers (indemnities), from all liability and expenses associated with the use of SUU facilities. This includes liability resulting directly or indirectly from acts of omissions of indemnities or the Users, unless such liability results from the sole negligence of indemnities. This also includes attorney's fees, court costs, and mediation/arbitration costs, as well as damage to property or expenses of every kind resulting from the use of the facilities. This provision shall bind any and all successors, assigns, agents, employees, heirs, family members, spouses, personal representatives, or anyone else claiming to represent the Sponsor.


Disclaimer

The University retains the right to cancel or reschedule an event due to unforeseen conflicts or for other prudent reasons. When an event needs to be rescheduled or relocated, event sponsors will be given as much notice as possible. By special exception, the President's office may supersede policies, procedures and fees. An event designated as a Campus event or Campus Sponsored by the President or the President' Council, may necessitate that previously scheduled events be rescheduled or relocated to accommodate the University.


Contracts

Contracts are issued upon booking the reservation or receiving the estimates. Contracts contain the specific terms related to events, overnight stays, conferences, camps and rentals. The provisions contained in the contract constitute the entire agreement between the parties with respect to the subject matter of the agreement, a no prior or simultaneous statement or incentive with respect to the subject matter by either party or by any agent or representative of either party not contained in the contract shall be valid or binding between the parties. The Sponsor agrees that if the University is forced to use legal counsel or a collection agency to enforce the agreement, the Sponsor will pay the collection costs, attorney's fees and court costs incurred by the University in obtaining payment of amounts due under the agreement and any associated interest in accordance with University policy and Utah state code.



Weddings

Wedding ceremonies and receptions may take place in only three campus locations - the Hunter Conference Center, the Alumni House and the Mountain Center. No other locations are permitted. Reservations are tentative and will be held for no more than 14 days. During that 14 day period a meeting with an Event Coordinator must be held. Reservations are confirmed only after that meeting has occurred, a contract has been signed and a deposit for 15% of the total estimated costs (including catering) has been received and processed. If a contract is not executed within the 14 days, the space is released and the reservation canceled.

Weddings and wedding receptions are always considered outside events and discounts do not apply. In addition to direct charges an administrative fee of 15% of the entire bill applies.

Decorations
  • Nails, tacks, staples, or other sharp objects are not to be driven into walls, floors, ceilings, or tables.
  • Decorations must not be attached to curtains, draperies, or air vents nor are they to be attached to or obstruct fire equipment.
  • Masking tape, Scotch tape, two-sided (carpet) tape, duct tape or glue cannot be used. Any adhesive material must be approved by Event Services.
  • All free-standing decorations must be stable and anchored securely.
  • Flammable materials including, but not limited to hay, leaves, straw, cornstalks, are prohibited.
  • Materials that may create walking hazards including, but not limited to sand, gravel, and rice are prohibited.
  • Glitter/confetti of any kind is not permitted in the building.
  • Live pine trees, typically used for holidays, are prohibited by the State Fire Marshall and the State Risk Management Office.
  • All decorations must be painted prior to being brought in the building.
  • Approval must be secured to extend decorations outside the room which has been reserved.
  • All decorations must be removed at the conclusion of the contracted time.
  • Open flames are not permitted.
  • Other decorations must be in compliance with the Campus Fire Marshal requirements.

Furniture

The furniture in SUU facilities is to remain in place. If you need furniture moved or a room configuration altered, please contact Event Services to make arrangements. Furniture cannot be brought into campus facilities unless approved during the room reservation process through the Office of Centralized Scheduling.


Open Flames

The use of candles or scent warmers, and/or all open flame devices are prohibited in any SUU buildings. Exceptions are permitted only with the approval of the Campus Fire Marshal.


Smoking

Pursuant to the Utah Clean Air Act, smoking is prohibited in all campus buildings. Additionally, the statute provides that there shall be no smoking within 25 feet of any public building. Please refer to the SUU Policy # 5.28 at http://www.suu.edu/pub/policies/.



Cancellation Policy

Any cancellation of an event must be made in writing directly to Event Services submitted via email (eventservices@suu.edu). Canceling your event by calling catering or facilities management does not constitute a cancellation with Event Services and therefore separate charges may apply.


Force Majeure

Either party may terminate or suspend its obligations if such obligations are delayed, prevented or rendered impractical as a result of fire, flood, riot, earthquake, casualty, civil commotion, Act of God, or any law, ordinance, rule or regulation which becomes effective after the date of the contract, provided and to the extent such occurrence is beyond the reasonable control of the party whose event is affected. In such event the affected party shall not be liable to the other for delay or failure to perform its obligations, except there shall be a prorated reduction in any fees payable or otherwise due and/or a refund of any deposits paid.


Cancellation or Changes made by the University

If the University closes to the public because of reasonable concern due to weather emergencies, power outages, water outages, civil unrest, threat to national security or any other occurrence which may threaten the safety of persons on campus, events may be canceled. The University shall not be responsible for any costs to the Sponsor resulting from a cancellation or delay due to such a decision. The University will not charge for its contracted facilities and services that are not used due to cancellation by the University and all deposits will be refunded.


Major Events

Major events require a minimum of 30 calendar days' notice of cancellation. For Campus Sponsored, Off Campus or Not for Profit events, cancellation more than 30 calendar days of an event will mean a forfeiture of any deposit, however, sponsor will not be additionally penalized, unless Event Services has incurred costs as a direct result of the Sponsor's event. If the cancellation occurs less than 30 calendar days prior to the event check-in date, the event must remit the balance of the current estimate including food, labor and rental costs. Campus major events canceled within 10 working days will result in assessment of direct charges such as catering, labor and set up costs incurred by the University.


Weddings

If a wedding is canceled 30 or more calendar days from the date of the event the Sponsor forfeits the non-refundable deposit. Sponsors canceling a wedding within the 30 day window forfeit the deposit and must pay for any direct costs already incurred by the University to include, but not limited to, catering, labor, rentals and entertainment.


Summer Conferences

Sponsors canceling a summer conference more than 30 calendar days from the event will forfeit any deposit, but will not be additionally penalized, unless Event Services has incurred costs as a direct result of the Sponsor's event. If the cancellation occurs less than 30 calendar days prior to the event check-in date, the Sponsor must remit the balance of the current estimate including food, labor and rental costs.


Student Organizations

Student organizations canceling an event within 24 hours will pay direct costs incurred by the University to include, but not limited to, catering, labor, security and rentals. Student organizations repeatedly canceling events on short notice may lose its scheduling privileges. Campus major events canceled within 10 working days will result in assessment of direct charges such as catering, labor and set up costs incurred by the University.


Approvals

A student organization requesting space for events must have the approval of an advisor and the Office of Student Involvement and Leadership. Faculty and staff requesting event space that will result in expenditures, such as administrative fees, labor charges or catering must have the approval of the appropriate department chair or dean. The department chair or dean is responsible for reviewing the event to assure that the expenditures are appropriate and meet the mission of the department. Failure to obtain the appropriate approvals or failure to comply with policies or procedures may result in the cancellation of the event and either temporary or permanent loss of facilities use privileges. Events with obvious risks require approval of Campus Risk Management.


Student Organizations use of the Randall Jones

Student organizations may reserve the Randall Jones Theater and its services on a first come, first serve basis. Student organization events may use the Randall Jones at no fee up to $500 in direct costs (labor, equipment, etc.). It is the responsibility of the student organizations to pay the difference above $500 grant. A student organization event with an entrance fee must pay direct costs out of its revenue and may not qualify for the $500 grant.


Multipurpose Building and Gym

The Multipurpose Building is an academic building. Therefore academic classes have first priority in the facility. Second priority is granted to recognized student organizations, University departments and faculty and staff. Athletics has secondary priority in the Multipurpose gym between the hours of1pm and 8:00 pm on week days and on Saturdays from 7 am to 3 pm. Student organizations have secondary priority in the gym after 8pm on weekdays and after 3pm on Saturdays. The building will remain open until 11 pm except for designated cleaning days when it will close at 10pm. If the building is not scheduled until 11pm, the building supervisor may close the building at 10 pm.



Catering Policies

Dining and Catering

The contracted University dining services has the exclusive right to offer food and beverage service on campus. This includes the dining hall, catering, concessions, vending, and retail outlets. Events held on campus or in campus facilities requiring food or beverages will use the contracted service. However, at the option of the food service director and in consultation with the Assistant Vice President for Auxiliary Services exceptions may be considered when groups partner with other entities for unusual food needs associated with certain activities. Student organizations violating this policy will be referred to the Office of Student Involvement and Leadership. Others violating this policy may forfeit their ability to schedule activities in the future.


Room Reservations

Room reservations must be made through Centralized Scheduling. Please call (435) 865- 8219 to make your reservations.

Chartwells is not responsible for supplying tables. Please ensure that you order all tables needed when booking your room. If you need assistance determining tables, please consult a catering representative.


Menu

In order to best serve you, we ask that you give us at least seven days notice on all catering events. Chartwells cannot allow any leftover food items to be taken home by our guests due to local health regulations and concern for the safety of our guests.


Staffing Needs

Staff will be provided for a minimum of 4 hours per event. Any Plated or Buffet Meal over 25 guests will require a Captain in Attendance. Action Stations will require a chef for a fee of $75.00. Utility/Dishwashers will be required for all executive events.


Attendance Guarantee

Chartwells requires a confirmed number on all catered events. Your designated representative must give a final attendance count no less than 3 business days prior to the event. Chartwells reserves the right to add an additional service charge to your order for any changes that occur after this time period. Your final invoice will reflect this confirmed number or the actual count, whichever is higher. There is a 20 person minimum on all buffets and plated meals. There is a $35.00 charge for any event that does not meet the minimum requirements.


Confirmation/Billing

A signed service agreement must be received by the Chartwells Catering office at least five business days prior to the event. Any questions regarding payment processing should be directed to the Dining Services Office. Chartwells requires a 50% deposit of the full amount two weeks before the event for all non-SUU events.



Miscellaneous Policies

Music

Sponsors may hire disc jockeys or entertainers to provide music. The sound system in the Great Hall of the Hunter Conference Center is not designed for large bands and additional sound system components may be required. The Mountain Center does not have a sound system. Additional sound is a direct cost. A piano is available in the Great Hall. Pianos are available for an additional fee and cannot be moved. Sponsors must arrange for a pianist.


Concerts

Concerts sponsored in conjunction with a University event or sponsored at the request of the student body will not incur rental fees. Direct charges will apply only when needs extend beyond that which is considered standard in a concert setting such as chairs, stage and custodial.

When an outside organization or promoter rents the Centrum for a concert, a flat rate of $5,000 is charged, along with direct charges including, but not limited to labor, additional equipment and security.

All concerts must be insurable and provide a certificate of insurance to Event Services prior to the event.


Date Auctions

Southern Utah University does not allow any group, student or otherwise to host, sponsor, or endorse date auctions. A date auction is an event or an element of an event which involves "selling" a person along with an experience, an item or service, usually for a specific period of time. The social and physical implications associated with date auctions include, but are not limited to: sexism, racism, association to slavery, date rape, violence, or other unwanted physical harm. The main objective of this policy is to maintain a safe environment and minimize risk at University events.


Fundraisers

Any fundraiser in direct competition with university auxiliary services (i.e. SUU Bookstore, Dining Services etc.) must receive permission from Assistant Vice President for Auxiliary Enterprises prior to approval by the Director of Student Involvement & Leadership and/or the Director of Centralized Scheduling. An auxiliary service has the right to refuse any fundraising request it determines to be in direct competition with its operation. Public events for the purpose of fundraising on behalf of a student organization must be approved by the Director of Student Involvement and Leadership. The club advisor(s) of the sponsoring student organization must be in attendance for the duration of the event. Campus Sponsored and Outside Events can only feature vendors wishing to sell products after receiving permission from Event Services in cooperation with the appropriate auxiliary staff. Campus Sponsored Events and outside events may require additional fees per vendor.


Gambling

Gambling as defined in Utah Code is prohibited on campus. For additional guidance please see UCA 76-10-1101 to 1109.


Recreational Moving Conveyances

No person may operate a skateboard, long board, bicycle, scooter, motorized scooter, roller blades, or roller skates inside any SUU facility. Disability accommodations supersede this policy. Furthermore, operating such conveyances on campus may be limited by additional restrictions. Please refer to SUU Policies #5.48 and #5.49 at http://www.suu.edu/pub/policies/.


Animals

Animals are generally not allowed in the University facilities with the exception of service animals and must be in compliance with ADA provisions. Events or activities that require the use of animals will be considered on a case-by-case basis. In considering exemptions to this provision, the appropriate office (Office of Student Involvement and Leadership for student organizations, Event Services for others) will assess the size, species and safety to both the animal(s) and participants.


Gun Shows

Events where the sole purpose is to display and sell guns, knives, and other weapons are not permitted on campus.


Copyrighted Videos, DVD's, and Movies

SUU facilities are considered public venues; therefore, in order to show a copyrighted movie (regardless of medium) the Sponsor must obtain permission or purchase the rights to show the movie during the event. Proof of permission or rights to show the work must be provided to Event Services before advertising for the event can occur. Event Services can guide Sponsors through the process of purchasing the rights to show work(s) that are protected by copyright.

Contact Us

Event Services Administrative Offices
Phone: 435-865-8100
Fax: 435-865-8267
Email: eventservices@suu.edu

Reserve Event Space