Rathskeller Special Events Request Form
Special Event Guidelines
The Rathskeller is available for use by all registered student organizations. The use of the Rathskeller by individuals for special events is not permitted, though it can be arranged for private rental by contacting the Director at 305-284-6310 or email at firstname.lastname@example.org. The following guidelines were developed to meet the policies and procedures governing events sponsored by your organization.
Hours of Operation: The Rathskeller is open from: 11:00am until 10:00pm, Monday through Friday
Saturdays: 12:00pm - 4:00pm (Athletic events may vary hours) Sundays: 12:00pm – 7:00pm
Saturdays: 12:00pm -4:00pm Sundays: Closed
*Hours are subject to change
Reserving A Date: In order to schedule an event at the Rathskeller, an organization/department must submit a Special Event Request Form to the Rathskeller Advisory Board (RAB). All proposals MUST be submitted at least 3 weeks (21 days) prior to the date of the event. In certain instances, a representative of the organization/department may also be asked to present the proposal to RAB in order to clarify any questions that may arise. RAB reviews event proposals at their weekly meetings. The organization/department representative will be notified about the status of the request the week that it is reviewed. Organizations that wish to change the date of their event may do so, at the discretion of RAB.
Fees: Since student activity fees help fund the Rathskeller, there is no charge to use the Rat during regular operating hours if event is open to all students.
The Rathskeller accepts organizational checks or University of Miami Interdepartmental Transfer through Workday for the deposit or to pay for facility usage charges. Please be reminded that organizations are expected to supply their own materials for decorations (including tape, scissors, etc.) Balloons, confetti, glitter etc. are not permitted.
Charging Admission: The Rat reserves the right to charge admissions to non-UM guests at any time. Organizations/departments can only charge admission for private/closed events (rental of Rat) AND with admission charge approved by the Rathskeller management.
Publicity/Marketing/Advertising: All publicity/marketing/advertising is the responsibility of the organization/department planning the event. Publicity/marketing/advertising may only be disbursed once the event has been confirmed by RAB, a sample of all marketing materials has been approved by RAB, and all necessary paperwork has been submitted to the appropriate offices. All publicity MUST prominently display the Rathskeller and/or RAB logo, which can be obtained from the RAB Vice-Chair.
Food & Beverages: Food and beverages can be purchased for your event from the Director of the Rathskeller (305-284-6310). The Rathskeller can accommodate food requests that are not included on the regular Rathskeller menu. You may arrange for either a catered event (food / beverage purchased in advance by the organization) or for an open kitchen (food / beverage purchased individually during the event). All requests for beverage or food must be made three weeks (21 days) in advance of the event. Food and beverage can be brought into the Rat from outside ONLY with the permission of the Director of the Rathskeller. Neither your organization/department, nor any member of your organization/department, nor any guests of your event can bring alcoholic beverages into the Rathskeller at any time. Additionally, alcoholic beverages are never to be taken off the Rathskeller property. Ordinances governing the sale of alcohol prohibit the serving of any alcoholic beverages after 12:00 am Sunday to Friday, 1:00 am Saturday.
Security: A public safety officer, or officers, may be required for the event depending on the expected number of participants or the time of the event (i.e., late night). The cost of additional officer(s), if needed, is not included in the fees listed above and will be assumed by the organization/department.
Role of Advisor: The Rathskeller may require the organization’s advisor to be present during certain events (i.e. large, late night events). If an advisor cannot be present, the organization/department must contact the Director of the Rathskeller or the RAB Advisor at least 24 hours in advance, and an advisor designee can be assigned to attend the event. The Director of the Rathskeller or the RAB Advisor must be consulted as to whether this policy is applicable. Failure to comply with this policy may result in the cancellation of the event.
DJ Equipment Usage Policy: All DJs must be present an hour before the event to review DJ and lighting policies with management or A/V supervisor. Music must have appropriate sound levels monitored by the Rathskeller management. The DJ may use the Rathskeller built in sound system if event is indoors. Any disregard for noise level may result in immediate shutdown of the event. The DJ may not bring more than 3 people to help with the set-up, breakdown, or hosting at anytime, all of which must be 18 years of age and be able to present a valid photo ID. Organizations/departments will be held liable for any DJ/performer infractions or misconduct.
Contracts: If you are having a DJ, comedian, or any special guest perform (even if the performance is free), these individual(s) MUST sign a contract with the Department of Student Activities & Student Organizations. When entering into a contractual agreement, NEVER sign a contract yourself!
General: Please check-in with the Rathskeller Manger on duty the day of your event. All setup is to be completed before the start of the event. The Rathskeller management and staff will be responsible for any floor arrangements of the area. It is also expected that those hosting the event arrive at least thirty (30) minutes prior to the start time of the event. Failure to arrive 30 minutes before the start of the event will result in the cancellation of the event and forfeiture of your deposit. This means that events scheduled to begin at 8:00pm should have representatives from the sponsoring organization/department present by 7:30pm. If they are not present, the Rathskeller will assume that the event has been cancelled by the sponsoring organization. The on-duty manager will be the contact person at the time of the event. A day of show plan must be submitted to RAB the week of the event.
All policies in the Student Life Handbook and Student Center Complex policies, in addition to all alcohol laws, will be strictly enforced. Any infractions will be forwarded to the Office of the Dean of Students for possible disciplinary action. The Rathskeller staff will be responsible for overseeing all operations of the event. The on-duty manager may close/cancel the event if any vandalism or fights occur, or if any illegal alcoholic beverages are found. The organization holding the event will be held responsible for any policy infractions and may not be allowed to host any future events in the Rathskeller.
For more information call Rathskeller Advisory Board at 305-284-6399 OR check out the web site www.miami.edu/rathskeller.