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Student Life Spaces

Event and Building Usage Policies

* Separate policies exist for Reservations, Parties, Posting, Tabling, Awareness Opportunities, and Banners. Please see those specific policies for details regarding those areas.

* If any of the policies listed below are violated, charges can be incurred.


Food and Alcohol

  1. Events with food must use an approved caterer or follow the rules for food events on the Sanitarian's website.
  2. All events with alcohol in Wilson Commons and/or Douglass must be catered by Meliora Catering.
  3. If you are utilizing drop off catering service, the sponsoring organization is responsible for cleaning up and disposing of the garbage associated with the food event.
  4. If the garbage in a room is full after a food event, the sponsoring organization must notify the building manager.
  5. Eating Competitions
    1. All participants must sign off on a physical liability release.
    2. MERT must be on site for the event.
    3. The sponsoring organization is responsible for all clean-up.

Paint/Tye-Dye, and other potentially messy events

  1. Banner painting can only occur in Hirst Lounge in Wilson Commons. See the Banner Policies for details.
  2. If paint, tye-dye, glitter, or other potentially messy substances is being used during an event, the sponsoring organization is responsible for covering and protecting all tables, surfaces, and floors surrounding the event space. Sponsoring organizations can work with Event and Classroom Management to provide plastic to cover event areas.
  3. Only water-based art supplies can be used during an event.
  4. All paint brushes and other equipment must be cleaned in a janitor's closet sink. This can be accessed through the building manager. No cleaning of supplies can be done in bathroom sinks.
  5. If participants in an event will need to use the bathrooms to clean themselves up after an event (i.e. throwing cream pies, food sales, etc.), the sponsoring organization is responsible for providing the supplies for the participants to clean themselves off and checking the bathrooms after the event.
  6. If something does spill or make a mess, the sponsoring organization is responsible for contacting the building manager immediately.

Physical Activity (novelties, etc.)

  1. All participants must sign off on a physical liability release.
  2. MERT must be notified of the event.

Balloons/Decorations

  1. All decorations and balloons must be removed by the sponsoring organization after an event.
  2. Helium balloons cannot be given away as part of a program and must be tethered as decorations. See Event Planning for more information.
  3. No decorations can be affixed to painted surfaces.
  4. All helium tanks must be chained to a cart at all times.
  5. If a sponsoring organization is blowing up balloons using a helium tank on their own, this must take place in a space with a low ceiling (i.e. a conference room, Ruth Merrill Center, etc.)
  6. If the event has balloons suspended with magnets (i.e. in the May Room), the sponsoring organization must work with Event and Classroom Management and/or the company who is hanging the balloons to arrange for removal of the magnets in a timely manner.

Music/Sound

  1. The building manager and/or Event and Classroom Management will determine the appropriate volume level for events.
  2. WRUR can provide DJ service for an event, but cannot provide additional amplification for events beyond a single announcer microphone.
  3. Event and Classroom Management is the preferred vendor for sound in student life spaces. If you would like to use an alternative company, Event Support will give you guidance on the process (i.e. insurance, etc.), recommended alternatives, and will give final approval for use of an alternative company.

Furniture in Spaces

  1. Furniture in conference rooms cannot be moved without working with Event and Classroom Management.
  2. If the furniture in a lounge space is moved, it must be returned to its original location by the sponsoring organization. If it is not returned to its original set-up, a room re-set fee will be charged.
  3. No furniture can be placed in fire egress areas and cannot be used to totally block off a space. Decorations (i.e. streamers) can be used to create a temporary barrier for an event space and must be removed by the sponsoring organization at the end of their event.
  4. In Wilson Commons' Hirst Lounge, the only furniture that can be moved by a sponsoring organization are the two information tables in the front of the space. These tables cannot be dragged, they must be picked up to be moved and then returned to their original locations by the sponsoring organization. No other furniture can be moved without working with Event and Classroom Management. If the soft furniture under the clocks must be moved from its original location for an event, a $100 furniture fee will be charged per event.

Event and Classroom Management Set-Up

  1. When Event and Classroom Management is setting up a room for an event, please respect their need for the space.
  2. Pianos in rooms cannot be played while Event and Classroom Management is working in the space.

Afterhours Usage

During normal building hours, there are no fees for a Building Manager. Events that fall outside of normal business hours can be arranged through the Wilson Commons Reservation Coordinator at least 8 days ahead of time. There is an hourly fee of $20 an hour for student organizations and $30 an hour for university departments and external clients. Minimum charge of one hour will always be assessed for afterhours events.


Prize Wheel Policy:

  1. To reserve the Prize Wheel in Wilson Commons, please submit a request using the online Prize Wheel Request Form located on the Forms Tab on the WCSA website. Please click on the following link for the Prize Wheel Form. All Prize Wheel 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 use of the prize wheel.
  2. The reservation request is solely for the prize wheel. The requesting organization or department must request a table or room using the proper form.
  3. The requesting organization or department must pick up the prize wheel by going to the Common Connection for assistance. If the prize wheel is being used as part of an event that involves Event and Classroom Management, the wheel will be provided in the requested area by Event and Classroom Management.
  4. If the prize wheel is used at an information table or flex table it must be picked up by 9 am and returned by 10pm to the Common Connection each day of the reservation. If the prize wheel is being used as part of an event that involves Event and Classroom Management set-up the prize wheel will be retrieved and returned by Event and Classroom Management employees.
  5. The group must notify the Wilson Commons Services Coordinator at least 24 hours in advance if the prize wheel 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.
  6. Any loss, damage or vandalism during use of the prize wheel is the responsibility of the group using it and will be charged based on the cost for repair or replacement (not to exceed $300.00).

Battery Operated Candles

  1. To reserve the Battery-Operated Candles in Wilson Commons, please submit a request using the online Candles (Battery-Operated) Request Form located on the Forms Tab on the WCSA website. Please click on the following link for the Battery-Operated Candles Form. All Battery-Operated Candle 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 use of the battery-operated candles.
  2. The reservation request is solely for the battery-operated candles.
  3. There is a $1 rental fee per candle per event
  4. The battery-operated candles must be picked up at the Common Connection after 9 am and returned before 10pm.
  5. Any damaged or lost candles during the reservation will incur a $5 replacement fee.
  6. The group must notify the Assistant Director of Wilson Commons at least 24 hours in advance if the candles 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.

Karaoke Machine Policy

  1. To reserve the Karaoke Machine in Wilson Commons, please submit a request using the online Equipment Rental Form located on the Forms Tab on the WCSA website. All Karaoke Machine 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 use of the karaoke machine.
  2. The reservation request is solely for the karaoke machine. If the requesting organization or department needs assistance with the setup or operation of the equipment they must contact event support ahead of time to make arrangements for this service.
  3. The requesting organization or department must pick up the karaoke machine by going to the Common Connection for assistance. If the karaoke machine is being used as part of an event that involves Event Support, it will be provided in the requested area by Event Support.
  4. There is no rental fee for the karaoke machine if it is being used in Rocky's Subshop & Lounge.
  5. There is a $25/day rental fee for the karaoke machine if it is being used outside of Rocky's Subshop & Lounge.
  6. The group must notify the Assistant Director of Wilson Commons at least 24 hours in advance if the karaoke machine 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.
  7. Any loss, damage or vandalism during use of the prize wheel is the responsibility of the group using it and will be charged based on the cost for repair or replacement.

Arrow Sign Policy

  1. To reserve the Arrow Sings in Wilson Commons, please submit a request using the online Equipment Rental Form located on the Forms Tab on the WCSA website. All Arrow Sign 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 use of the arrow signs.
  2. The requesting organization or department must pick up the arrow signs by going to the Common Connection for assistance.
  3. Any loss, damage or vandalism during use of the arrow signs is the responsibility of the group using them and will be charged based on the cost for repair or replacement.

Buzzer System Policy

  1. To reserve the Buzzer System in Wilson Commons, please submit a request using the online Equipment Rental Form located on the Forms Tab on the WCSA website. All Buzzer System 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 use of the buzzer system.
  2. The reservation request is solely for the buzzer system. If the requesting organization or department needs assistance with the setup or operation of the equipment they must contact event support ahead of time to make arrangements for this service.
  3. The requesting organization or department must pick up the buzzer system by going to the Common Connection for assistance. If the buzzer system is being used as part of an event that involves Event Support, it will be provided in the requested area by Event Support.
  4. There is a $20/day rental fee for the buzzer system.
  5. The group must notify the Assistant Director of Wilson Commons at least 24 hours in advance if the buzzer system 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.
  6. Any loss, damage or vandalism during use of the buzzer system is the responsibility of the group using it and will be charged based on the cost for repair or replacement.