Wilson Commons Student Activities

Tabling Policies

Flex Tables

Flex tables are available as a simple way to fundraise for your club or organization. Wilson Commons has four (4) available flex tables. Two (2) are located on the second floor of Wilson Commons. The remaining two (2) are located on the 1st floor of Wilson Commons next to the Common Market. The following policies are provided to facilitate the request process.

  1. To reserve a flex table in Wilson Commons, please submit a request using the online Flex Table Request Form located on the Forms Tab on the WCSA website. Please click on the following link for the Flex Table Form. All flex table requests are to be submitted at least 5 business days prior to the start of the requested reservation date. Reservations are made on a first-come, first-serve basis. Upon approval, a confirmation email will be sent to the individual who submitted the initial request. In the case the request cannot be accommodated, an email will be sent to the individual who submitted the initial request. Please be aware that groups are not guaranteed a flex table.
  2. Requests are accepted beginning on August 15 for the Fall semester and November 15 for the Spring semester. Reservations will not be confirmed prior to those dates. Please be aware that submission of a reservation request does not guarantee a confirmation. Requests will be fulfilled based on availability and an organization's standing. Confirmations will be emailed to the requestor. 
  3. A flex table confirmation includes the use of the flex wedge and the corresponding table. There is no need for a separate table request. 
  4. Student groups are limited to 3 separate rental use periods per semester. Student groups who have a confirmed flex reservation may store supplies at the Common Connection as long as they fit within the bin designated for that flex table. 
  5. The group must notify the Wilson Commons Services Coordinator at least 24 hours in advance if the flex table will not be used on a particular day or if the group intends to cancel the rental in its entirety, otherwise the rental agreement will be considered null and the group's rental privileges for the remainder of the semester will be suspended. Additionally, the group will accrue a fine of $25.
  6. Flex tables are NOT to be used for admission tickets, dues, or tickets of any kind. 
  7. Any loss, damage or vandalism during your use to the unit, case or key is the responsibility of the group using it and will be charged based on the cost for repair or replacement (not to exceed $3,000.00). Any of the above circumstances must be reported immediately to the Common Connection and the Wilson Commons Services Coordinator. Below is a list of fines per damage:

                $25 for improper cancellation of rental

                $50 lost or damaged key replacement

                $100 damaged Containment Box replacement
  8. A confirmation of a flex table is for the designated flex table and the ability to purchase can only occur at the designated table. Individuals staffing the table may not solicit anywhere else in Wilson Commons. At least one representative from the student organization or department to whom the reservation was confirmed must be present during use: NO exceptions
  9. Funds collected from the transaction will be available within 30 days after the final day of the reservation. A rental fee of $.10 per successful transaction or $3/day will be attached. 

Information Tables

Info tables are available as a simple way to promote the activities of your club or organization. Wilson Commons has five (4) available information tables. Two (2) are located at the top of the steps of Hirst Lounge. The remaining two (2) are located on the 1st floor of Wilson Commons in front of the Ruth Merrill Center. The following policies are provided to facilitate the request process.

  1. To reserve an information table in Wilson Commons, please submit a request using the online Info Table Request Form located on the Forms Tab on the WCSA website. Please click on the following link for the Info Table Form. All info table requests are to be submitted at least 5 business days prior to the start of the requested reservation date. Reservations are made on a first-come, first-serve basis. Upon approval, a confirmation email will be sent to the individual who submitted the initial request. In the case the request cannot be accommodated, an email will be sent to the individual who submitted the initial request. Please be aware that groups are not guaranteed an info table.

  2. Information tables can be reserved for a maximum of 8 consecutive days. A reservation confirms one group one table for the aforementioned 8 consecutive days.
  3. Priority will be given to student groups for table reservations in Hirst Lounge. 
  4. A confirmation of an information table is for the designated table and as such information can only be provided to patrons of Wilson Commons from the designated table. Individuals staffing the table may not solicit anywhere else in Wilson Commons. 
  5. At least one representative from the student organization or department to whom the reservation was confirmed must be present during entire use. There are no exceptions. 
  6. Information tables can be requested from 9am-2pm, 2pm-7pm,  and 7pm-midnight. You may choose a maximum of two time slots per information table request. 
  7. Transactions that occur at information tables can only be in cash. If food is to be sold at an information table, a temporary food permit must be obtained through the University Sanitarian.

Questions?

Phone: (585) 275-9390
Fax: (585) 273-5306
Email: wcsa@rochester.edu

Mailing Address:
201 Wilson Commons
University of Rochester
PO Box 270281
Rochester, NY 14627

ODOS

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