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Fenwick Place Atrium Reservation Form

Fenwick Place Atrium Reservation Policy

The following policy describes the parameters for reserving space and conducting events in the Fenwick Place Atrium. The Fenwick Place Atrium includes the lobby areas on the first floor of Fenwick Place adjacent to the Hoff Dining Commons, Currito Burrito, and the Center for Mission & Identity. Authorization for use of other Fenwick Place lobbies or common areas is managed through the Office of Residence Life.  The policy exists to enable events to be conducted in an orderly fashion, considerate of the University community. All other applicable Xavier University policies apply.

Reservation Procedure
The Office of Student Involvement manages reservations for the Fenwick Place Atrium. Use of the space without a reservation will not be allowed. Xavier University offices, departments and recognized student organizations may reserve this space free of charge on a first come, first served basis using the online reservation form. The space is not available for reservation by external groups.

Approval Confirmation
Reservation approval confirmations will be emailed following verification of the request.  The Office of Student Involvement reserves the right to change and/or cancel a reservation at any time. For questions regarding this policy and the reservation procedures, contact the Office of Student Involvement at (513) 745-3004 or xuinvolvement@xavier.edu.

Appeals Process
The Office of Student Involvement reserves the right to deny the approval of any reservation request.  To appeal the denial of a request, please contact the Office of Student Involvement at 513.745.3004 or xuinvolvement@xavier.edu.

Alcohol Service and Use
Ordinarily, alcohol will not be served in the atrium. If alcohol is to be served, it must abide by the University’s Alcohol and Other Drug Policy. Please review the policy for complete information.

Amplified Sound
The use of loud speakers, microphones, bullhorns or other noise making devices that interfere with activities in the building is strictly regulated. Groups wishing to use amplified sound should contact the Office of Student Involvement prior to their event for approval. The Office of Student Involvement reserves the right to ask any group to bring their activity within acceptable sound levels.

Audio/Visual Support
If audio/visual equipment is needed, groups should contact Classroom Support by calling 513.745.3603. If additional audio/visual support is needed, contact the Technical Director at 513.745.3613 for assistance with developing a bid or reviewing a contract from an external vendor at the expense of the sponsoring group.

Clean-Up
Groups are expected to maintain the general cleanliness of the atrium. This includes leaving the space in the condition it was set. Sponsoring groups are responsible for removing all decorations and placing all refuse in appropriate trash receptacles. Waste receptacles are available upon request from Physical Plant at (513) 745-3151 or plant@xavier.edu.

Clean-up must begin immediately following the event and be concluded within the reservation timeframe. If an event is deemed to be of sufficient size or scope, janitorial service may be required at the expense of the sponsoring group. Groups failing to maintain the cleanliness of the space may be assessed a cleaning fee.

Damage
The sponsoring organization agrees to assume full responsibility for any loss, damage or cleaning beyond reasonable wear and use. Groups are responsible for any and all damages resulting from their use. Student Involvement reserves the right to bill any organization or department for damages or losses resulting from the use or misuse of the facilities. The Office of Student Involvement does not assume responsibility for damage to or loss of any materials or equipment left in the atrium.

Decorations
Sponsoring groups are permitted minimal decorations in the atrium. Decorations should not be suspended from or affixed to any wall, railing, wood, metal, glass, paint, ceilings, columns, floors, light fixtures, or other surfaces using tape, glue, thumbtacks or adhesive unless is it approved by the Office of Student Involvement. All decorations must be completely removed after an event. The following are not permissible: open flames, candles, incense, glitter, confetti, beads, marbles, pebbles or other items smaller than 1-inch in diameter.

Donation Boxes
University offices, departments, or recognized student organizations can request space for donation receptacles or boxes placed at various locations around the atrium.  Donation receptacles may not be placed directly outside the doors to the Hoff Dining Commons.  Donation boxes must include the sponsoring organization’s name, dates of collection, and the place where items will be donated. Groups are responsible for maintaining the cleanliness of the donation area and should not allow items to exceed the space of the box. Unattended cash donation containers are not allowed. Items left after the scheduled donation time may be removed and discarded. The Office of Student Involvement reserves the right to relocate the donated materials and donation boxes.

Equipment Needs
Physical Plant provides assistance with requests for tables, chairs, recycling/trash receptacles, risers and staging. Contact Physical Plant at (513) 745-3151 or plant@xavier.edu early in the planning process so they can properly meet your needs. If the event requires large amounts of equipment such as tables, chairs, staging, trash cans, etc., such that it exceeds the available Physical Plant inventory, the group reserving the venue must contract with an approved off-campus vendor to rent these items at the expense of the sponsoring group.

Events
In accordance with the Student Handbook, events held in the Fenwick Place Atrium must abide by University policies. These include political activities, public speakers, controversial events, and demonstrations and protests. Full text of these policies can be found at www.xavier.edu/deanofstudents.

Food and Beverage
Given the proximity of the Fenwick Place Atrium to Hoff Dining Commons and Currito Burrito, events taking place in the atrium other than student organization bake sales must use either Currito Burrito or Xavier’s Dining Services for food and beverage service.

Fundraising
A fundraiser is any attempt by a recognized student organization to raise money for its own purposes, to support a program or event, or to benefit a charity. Permission to reserve space to conduct a fundraiser must be obtained from the Office of Student Involvement via completion of the Fundraising Permit Form.

Hours of Use
The Fenwick Place Atrium is open daily for reservation during the hours of operation of the Hoff Dining Commons. The standard hours are 7am – 8pm. Requests to use the space outside of these hours will not be honored.

Postings
Xavier University offices, departments and recognized student organizations may place postings in designated bulletin board areas only. Postings found anywhere other than the designated areas will be discarded. Postings may not contain references, either direct or indirect, to alcohol, profanity or anything that violates the Student Handbook. Postings must contain the name of the sponsoring office, department, or recognized student organization. Postings will remain posted for no more than 2 weeks or until the day after the date of the event being advertised, whichever comes first. All postings will be discarded once they expire. The Office of Student Involvement is not responsible for any postings that are torn down, damaged or defaced. The Office of Student Involvement reserves the right to remove and discard any posted material at any time without notice.  Organizations wishing to use an easel or other display on a temporary basis should contact the Office of Student Involvement to coordinate details.

Safety and Security
The Office of Student Involvement along with Xavier Police and Physical Plant reserve the right to limit the number of people in the Fenwick Place Atrium due to safety concerns. Exits must open readily and be accessible at all times. Exit ways serving the room must be adequately lighted during all times that the room is occupied.

Xavier Police may be required to provide security at events held in this venue at the expense of the sponsoring organization. The number of officers will be determined by the Chief of Police based upon such variables as expected attendance, alcohol distribution, and venue. For assistance with event security, refer to the Event Security Planning Guide and/or contact Xavier Police at (513) 745-2000.

Solicitation
Solicitors, sales persons, or canvassers seeking student contact may not use the atrium for sales or solicitations. This includes the distribution of any materials, handbills, flyers or literature. Individuals engaged in such activities will be asked to leave the premises. Failure to do so will result in contacting Xavier Police.

Vendors
Vendors are not permitted to utilize space in the Fenwick Place Atrium. Space is reserved for Xavier University offices, departments and recognized student organizations.

Violations of Policy
Violation of this policy may result in the following actions taken singularly or in combination:

  • Immediate termination of the event
  • Payment for any labor, repair, or replacement costs incurred because of the violation
  • Forfeiture of the use of the space for a stated period of time
  • A fine levied against offices, organizations, faculty/staff, or students who violate this policy
  • Conduct proceedings in accordance with an individual/group's University classification
  • Referral to other campus offices as deemed appropriate
  • Alleged violations may be referred to the Associate Provost for Student Affairs and/or designee.

Policy Review and Amendment
This policy is subject to annual review and amendment based on suggestions received during the year. When conditions warrant, a review committee may be called together to develop recommendations.


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