Policies

Sponsoring Events

Participation in Student Organization Sponsored Events

In order to enhance the quality of campus life for Marquette students and their guests, student organizations are encouraged to sponsor a wide range of programs that are socially, recreationally, educationally and culturally diverse. While these programs are generally provided for the members of the campus community, others may be invited to participate in university activities in an effort to improve the campus environment for Marquette students.

On the occasion when admission fees are charged for a campus event, the funds raised should be used to defray the costs of the event and support the sponsoring organization’s activities, and must be collected according to university fund-raising policies administered by the Office of Student Development. The primary purpose for charging admission fees for events should not be for financial gain or profit.

Days and Hours of Student Activities

  1. The days and hours of student activities directly pertain to the availability of space on campus (e.g., AMU facilities, classrooms, and grounds). All activities on campus must conform to the regular closing hours of the building or area. If necessary, permission for use of a building or room or area outside of its regularly scheduled hours may be arranged for a special event through the AMU Event Management Office. In such cases, the AMU Event Management Office will make proper arrangements with both the organization sponsoring the event and the particular department of the university that is responsible for the use of the building. Additional charges may be incurred by the organization in order to use facilities beyond posted hours.
  2. During final examinations, group activities are not encouraged and may be held only under the following provisions:
    1. Activities may be held only on campus
    2. No activities may be held in residence halls
    3. Activities must be pre-planned so that no student is actively involved in the sponsoring or production of the function. The types of activities should be limited to programs that require little time in planning and executing

AMU Operating and Room Rental Policy

  1. A room rental fee will be assessed for the use of Alumni Memorial Union facilities (Weasler Auditorium, Varsity Theatre, and the Union Sports Annex) when admission is charged. This includes donations, fund-raising for benefits, and all registration fees (i.e. charging participants for meals).
    1. The current room rental rate schedule is available in the AMU Event Management office (AMU 245) and online at: www. marquette.edu/amu/events/plananevent. shtml.
    2. Room rentals normally include the room and any required set up, equipment, supervision and normal cleaning. The cost of any special equipment (including audiovisual equipment or rented equipment) or personnel will be charged to the user.
    3. For room rental and food service requests, a deposit of 75% of the estimated billing cost is required 14 days before the event. A final bill will be issued one week following the event. The AMU has the right to cancel an event if the deposit is not made prior to the event.
    4. All university funded organizations are required to provide a valid university account budget number for their events.
    5. Normal cleaning of the room will be the responsibility of the union staff. A user will be charged any cost resulting from conditions caused by the group which require additional staff or additional cleaning to restore the room to the pre-event condition. For safety reasons, users may not change room setups.
    6. Charges for the full cost of repair or replacement will be made by the user for any damages to the furnishings, equipment, or facilities whether accidental or purposeful.
  2. Staff on the AMU payroll will operate all audio-visual equipment that belongs to the Alumni Memorial Union. A charge at university approved rates may be made for this service. For a complete list of equipment and labor rates, see: www.marquette.edu/amu/events/plananevent.
  3. University Catering Services provides catering for campus venues; including outdoor spaces. All food & beverage needs for events scheduled within the Alumni Memorial Union facilities, are required to be obtained through University Catering Services. The AMU facilities include the Weasler Auditorium, Varsity Theatre, Multicultural Center, Union Sports Annex, and outdoor spaces adjacent to the AMU. The Multicultural Center, AMU 111 has cooking facilities available for university groups to prepare food. Contact AMU Event Management staff (AMU 245) to coordinate.
  4. Food and beverages are not permitted inside the Varsity Theatre or Weasler Auditorium. The lobby areas of these buildings are approved for food.
  5. When AMU Event Management staff is not present at events occurring in AMU facilities, the AMU building supervisor or building manager is responsible for the management of the AMU facilities. In matters of scheduling conflicts and similar problems, his/her decision is final.
  6. Any group that sponsors an activity or event is responsible for the actions of guests and participants and/or the proper use of the facilities, furnishings and equipment in the scheduled areas by the guests and participants attending the function. Some events may require security as requested by the sponsoring organization or by the Alumni Memorial Unionor both. The decision to retain appropriate security will be made by the Department of Public Safety following a discussion with the sponsoring group leadership. A charge for additional security may be made at university approved rates.
  7. The Alumni Memorial Union does not assume responsibility for damages to or loss of any materials or equipment left by groups in any of the buildings or on display or in storage.
  8. Special arrangements must be made with the AMU Event Management Office, 245 to:
    1. Conduct an event before or beyond normal closing hours of the building.
    2. Sell tickets, books, or other items on the premises.
    3. Decorate any space/room in the facilities.
    4. Engage in any other special activities in the building.
  9. In the interest of personal safety of guests, students and staff, the following rules must be followed:
    1. The space reserved for each particular function is not to be used in excess of the normal seating capacity.
    2. All aisles leading to exit doors must be kept clear and unobstructed.
    3. Exit doors must not be fastened or obstructed so that the doors can be opened readily.
  10. The following are prohibited in the facilities:
    1. Decorations, displays or exhibits that require flame or water. (Hurricane candles can be used on tables. No open flame.)
    2. The use of tape, glue or adhesive on the walls, ceilings, windows, door frames, columns or staging for attaching material.
    3. The use of nails, screws, tape or glue to suspend materials from the ceiling or light fixtures.
    4. Any other activity that could physically damage the building or its furnishings or
    5. Food and beverages provided by a vendor other than AMU Dining Services.
  11. The following are prohibited unless special permission is obtained from the AMU Event Management Office, 245:
    1. Sales of any kind
    2. The use of amplifying systems in the building, the hallways, the food service areas or other rooms or outdoor spaces
    3. The rearrangement of furnishings in the facilities
    4. The distribution of literature, posters and handbills
  12. A copy of any contract for live performances is expected to be on file, be reviewed, and be approved by the Office of Student Development and AMU Event Management office before any event is publicized and taking place. A copy of the contract must be submitted to the AMU Event Management Office, 245 for review. Waivers and releases may also be required. (Note: Tentative room reservations can and should be made as early as possible to reserve the date and room before the contract being approved).
  13. The AMU Event Management Office will arrange for security services. Charges for these services are made by the AMU.
    1. As you plan large events in some of Marquette’s major venues, you may find you have additional staffing and security needs. Please note that some events may require security staff. The AMU staff are available to help you determine what is needed for your event and they are able to make staffing arrangements for you.
    2. When you are working through your budget for an event, be sure to factor in the cost for additional staff and security. Below are the current rates for AMU staff and Marquette security to help you estimate your costs. (Note: Building Manager costs are scheduled when doors open and for setup and or tear down.)

      Audio-Visual/Technical $13/hour
      Building Manager $12/hour
      Student Security $12/hour

    3. Events (with the exception of late night dances) that require a Public Safety officer will be billed on an event-by-event basis as determined in the pre-planning meetings with the Event Coordinator. Organizations that sponsor Late Night Dances will be charged a flat fee between $100-$300, depending on the level of dance. Should DPS diem it necessary to increase the amount of officers on duty, they will absorb the additional charges.
  14. Doors for events will be opened and tickets will be on sale one half hour before the event start time unless otherwise requested by the sponsoring organization.
  15. Ticket sales in AMU facilities are permitted in approved areas by AMU staff using approved tickets. Information for ticket sales is to be provided at the time the reservation for the event is made. To accommodate university accounting requirements, the AMU deposits all receipts with the Bursar for reconciliation and the payment of all facility expenses, following which the net income and statement of expenses will be returned to the sponsoring organization.
  16. Each event at the Varsity Theatre is entitled to one (1) line on the marquee listed in order by date with the name and time of the event. Arrangements for this can be made through the AMU Event Management Office.
  17. All applicable federal, state, and municipal laws and ordinances, and all other rules, regulations and policies of the university shall be observed and enforced in these facilities.
  18. Violation of applicable policies could result in the following actions being taken, singularly or in combination:
    1. A warning that the activity was inappropriate to the facility
    2. Payment for any labor, repair or replacements costs caused by the violation
    3. Payment of the room rental charge as if an admission fee were charged
    4. Forfeiture of the use of space for a stated period
    5. Referral to other campus offices for action

AMU Space and Room Reservation Procedure

  1. Space and room reservations of the Alumni Memorial Union facilities will be accepted from recognized and approved student organizations up to one year prior to the event date.  You cannot hold tentative space until you have been recognized and approved for the upcoming year.  All reservations remain tentative, and, therefore, subject to cancellation, until necessary approvals are obtained and complete setup information is provided.
  2. Reservations will be accepted during regular office hours, subject to space, room and equipment availability, when submitted by the following deadlines:
    • Minor set up required: two working days before use
    • Food service required: 10 working days before use
    • Food service guarantees: three working days before service
    • AMU Ballroom, Union Sports Annex, Weasler Auditorium, Varsity Theater, Marquette Place, Brooks Lounge, or major portions of the building, outdoor space, and significant space in other university facilities: 30 working days before use
    • Technical equipment or personnel required: 15 working days before use
    • Security personnel required: 10 working days before use
    • Use of union facilities, outdoor space, or other significant facilities beyond stated operating hours: 30 days before use. Permission from the director of the AMU is required
  3. No student organization sponsored dances, concerts, and/or large venue performances are permitted during summer, winter, fall, or spring breaks.
  4. Approval is required from the person recognized as the head of the sponsoring department or group; for an academic or administrative department the dean, director or department chairperson, and for a student group, the president or chairperson is required. For an event with two or more sponsors, approval is required from the head of each group.
  5. Specific space and room assignments shall be made at the discretion of the AMU Event Management Office, 245. The AMU reserves the right to make changes to a reservation, such as a room adjustment, to accommodate the greatest number of organizations. Notice will be provided to sponsors and their guests.
  6. The sponsoring group agrees to cancel reservations when possible if plans are changed so that the space will be available for other groups. For a cancellation that is not made at least 48 hours before the event, and/or when other reservations have been refused and the space is unused, action will be taken as described in the Operating Policies section. No-shows for events will result in the user being charged the full university fee for that area.
  7. For large events or activities other than organizational or departmental meetings, the following cancellation fees may apply. The cancellation fees are based on the appropriate fee schedule and may be made as if an admission fee were charged.
    • 11 – 15 working days in advance:
      50% of applicable room fee
    • 6 – 10 working days in advance:
      75% of applicable room fee
    • 0 – 5 working days in advance:
      100% of applicable room fee
  8. In the event that the premises or any part thereof be damaged or destroyed by fire, or any other cause, or if a strike, act of God, national emergency, or other unforeseen event of any kind, shall make the premises unusable or uninhabitable or prevent the full presentation of the program, the reservation agreement shall terminate. In any case of dispute, the AMU Event Management office decision to terminate an event will be final.

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