Rental Policies & Procedures

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RENTAL POLICIES & PROCEDURES

1. Eligibility for use

Everyone is eligible and welcome to rent space in the ISU Alumni Center.

Rental rates are based on three levels of pricing: public/ business, University (for University-related entities), and registered student organizations. Members of the ISU Alumni Association (ISUAA) and Future Alumni Network (FAN; formerly known as Student Alumni Association), as a member benefit, will receive a 10 percent discount off the public/business rental rate. Business members of the ISU Alumni Association, as a business member benefit, receive a 10 percent discount off the public/business rental rate for business use. Student Organizations: University-sanctioned student organizations are welcome and encouraged to utilize space at the ISU Alumni Center for organization meetings, group projects, events, etc. (subject to availability). Student organization rates have been established and reflect a discounted and affordable rate. Student organizations are expected to follow all facility guidelines and policies.

2. Hours

The office hours of the ISU Alumni Association are Monday through Friday, 8:00 a.m. to 5:00 p.m. The ISUAA generally follows the university’s flexible hours for spring break, summer, Thanksgiving, and winter break. Spring break week and Thanksgiving week will have office hours of 7:30 a.m. to 4:00 p.m. The summer schedule (7:30 a.m. to 4:00 p.m.) will generally begin the second week after spring graduation. Winter break office hours will be announced in early December. Events scheduled at the building may begin no earlier than 7:00 a.m. on any day of the week and must end by midnight. The building must be vacated by 12:30 a.m. The ISU Alumni Center will be locked during all non-business hours except for one-half hour prior to a scheduled event and continuing until the conclusion of that event. Exceptions to set hours will be approved by the events staff.

3. Reservation procedures

Reservations at the ISU Alumni Center must be scheduled in advance through the events staff. Inquiries can be made via phone to 515-294-4625, or via e-mail at alumnicenter@iastate.edu.

Following an inquiry and booking, an agreement with quoted costs will be forwarded for signature. Deposits are required for public events. All reservations will be made on a first-come basis and will be based on availability of space and compliance with the guidelines of this policy. Client understands the ISUAA will evaluate all fall reservation dates by January 31 of the year in which the event is scheduled to occur, and monthly thereafter as needed, to determine whether client reservation date conflicts with ISUAA Cyclone Central Football Tailgate or Homecoming schedules. Should a conflict arise once the fall football schedule is published and the official dates have been announced or are modified, the ISUAA reserves the right to change the client reservation to a mutually agreed alternate date where the client event will not be in conflict with the ISUAA Cyclone Central Football Tailgate or Homecoming schedules. Date changes will be based on availability, and the ISUAA may not be able to accommodate the requested date change. In the event the ISUAA changes a reservation date or is unable to accommodate a requested change, client will not be held liable for cancellation fees.

Deposit: To confirm a reservation for a non-university purpose, a deposit in the amount of half of the rental fee and a signed rental agreement are required. Deposits and signed rental agreements for non-university events must be received within two weeks of the date on which the reservation was made. If a deposit and rental agreement are not received within two weeks of booking, the reservation will be canceled and the space will be available to other groups.

Each meeting or scheduled event must have a contact person who will be:

• Present at the event from beginning to end • Responsible for the behavior and demeanor of the guests • The spokesperson for the group • Responsible for any damages and/or property loss incurred during the event

Proof of liability insurance may be required.

Clean-up: All clients are responsible for leaving the ISU Alumni Center orderly after use and are responsible for any damages incurred. An additional clean-up charge may be assessed for spaces not left in a satisfactory condition, as determined by the events staff and addressed in the rental contract.

Set-up and Staffing Policy: The events staff will verify that there is adequate time and staffing to set up the requested event before it is confirmed and contracted.

• The ISU Alumni Center staff will ensure that the contracted areas are set up to the client’s specifications prior to the event at the time specified on the rental contract. • An ISU Alumni Center staff person will be on-site for all events. The client will not be charged for staff time for events contracted outside normal business hours.

• Setup requests must be made in advance with the events manager and must be finalized at least two weeks prior to the event date.

• Additional fees may be charged for changing layout or equipment needs less than 24 hours prior to an event. Restrictions: Some restrictions not listed may apply at the discretion of the events staff, but will be discussed beforehand with the client.

4. Payments & billing

Acceptable forms of payment are credit card (Visa, Master Card, Discover, and American Express), checks, or cash. If paying by check, make payable to “Iowa State University Alumni Association.” University departments or student organizations may pay by intramural or a University p-card. The total bill and/or the remaining balance is due five working days prior to the event. The client will be billed for any charges after payment has been received. Unpaid balances remaining after 30 days from the balance due date shall be subject to a late charge. Late charge is 1.5% per month. The ISUAA reserves the right to require additional deposits and credit references for clients using the ISU Alumni Center.

5. Cancellation policy

Cancellations will be accepted provided that notification is given in writing to the events staff. The ISUAA reserves the right to charge the client for any costs incurred prior to cancellation. Contact the Alumni Center staff for more information on cancellation fees.

6. Liability

Each client shall indemnify and hold harmless the ISUAA, Iowa State University, and the Board of Regents, State of Iowa and its agents and employees against any and all damages, claims, and liability due to loss of the property of others, or any other liability arising out of its use of the ISU Alumni Center.

7. Parking

Parking is available in the Iowa State Center parking lot east of the ISU Alumni Center and will be discussed with the client during the rental process. If events are being held at the Iowa State Center (Hilton Coliseum, Scheman Building, Stephens Auditorium, Fisher Theater, Jack Trice Stadium, and/or other entities occupying the parking lot for events), parking will be available on a first-come basis. Parking will not be available on football game days. Handicap-accessible parking spots are available on both the east and west sides of the ISU Alumni Center.

8. Transportation

Alumni planning to visit campus are encouraged to make the ISU Alumni Center their first stop. Transportation is available by utilizing CyRide to access campus. Please refer to the CyRide website for additional information about transportation from the commuter parking lot (Ann Campbell Transit Station, just southeast of the ISU Alumni Center) to various locations on campus.

9. Equipment & linen rental

Audio-visual equipment and white linens are available for rent through the ISU Alumni Center. Arrangements for these rental items must be made in advance, preferably at the time of the reservation with the events staff. Audio-visual equipment from an outside vendor cannot be used without advance approval from the events staff. Specific capabilities and a list of prices are available upon request. ISUAA staff will be responsible for basic equipment setup. If needed, a technician can be provided for an additional fee. Linens including white tablecloths and white chair covers are available for rent through the ISU Alumni Center. ISUAA Staff will be responsible for basic linen setup. If your event

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requires another color of table linens or chair covers, please work with the event staff. If events staff approves items to be brought in, the client will be responsible for arranging a drop-off and pick up time with the events staff. All equipment and/or linens rented in the ISU Alumni Center are the responsibility of the client, who will be held responsible for damages incurred

10. Food & beverage

All food and beverages must be contracted through an approved ISU Alumni Center caterer. No food or beverage may be brought to the ISU Alumni Center from any other source, which includes personal baked/cooked items. If food and/or beverage is brought onto the premises by a part other than an ISU Alumni Center approved caterer, a penalty fee of $500 will be charged to the client. ISU Alumni Center caterers will be responsible for all personnel, materials, and supplies required for the preparation and service of food and beverages. Caterers are charged 10% of the total food and beverage costs as a facility use fee to cater at the Alumni Center. Caterers may choose to simply add 10% to the bill or build it into the food and beverage costs. All china service (plates, silverware, goblets, and napkins) is required to be provided by one of the approved caterers. For information about wedding cakes, refer to the wedding policy at the end of this document. Clients should work directly with the approved caterers for information regarding availability, pricing, and menus.

11. Alcohol

Before serving alcohol, approval must be obtained from the events manager. A request for alcoholic beverage service must be completed and submitted to the events staff. The ISUAA strongly adheres to the laws and regulations of the State of Iowa pertaining to service and the consumption of alcohol. If the event is approved for service of alcoholic beverages, the following requirements will govern the event: • Alcohol may be served at wedding receptions. • All alcohol must be arranged through an approved ISU Alumni Center caterer two (2) months prior to the event. • No alcoholic beverages may be brought to and/or consumed at the ISU Alumni Center by a party other than the approved caterer. • Only persons of legal drinking age may possess, be served, or be permitted to consume alcoholic beverages. • When alcoholic beverages are served, non-alcoholic beverages and food must also be made available to guests. • Alcoholic beverages are not allowed beyond the ISU Alumni Center grounds.

12. Smoking

The ISU Alumni Center and its grounds are smoke-free.

13. Security

Certain events may require the services of certified Department of Public Safety (DPS) officers, campus security assistants, or police aides at an additional charge to the client. This will be arranged by the events staff if required for the event and added to the client’s final invoice. ISUAA staff, in case of a medical emergency, will contact security and/or Mary Greeley Medical Center.

14. Decorations

All decorations and furniture arrangements must be approved and coordinated in advance with the events staff. Final furniture arrangement must be confirmed two weeks prior to the event. • Decorations may not be affixed to the walls, ceilings, banisters, doors, or stairways of the ISU Alumni Center unless approved in advance by the events staff. • Nails, hooks, tacks, screws, and bolts may not be used on any surface, wall, floor, or furnishing at the ISU Alumni

Center. Painters’ tape and Post-It flip chart pages are the only items that may be affixed to the wall. • No glitter, sprinkles, confetti, or fog machines will be allowed in the ISU Alumni Center or exterior grounds. • No posters or banners will be permitted on the ISU

Alumni Center building exterior or grounds without the consent of the events staff.

• Use of candles is restricted to enclosed flames (e.g. votive or hurricane lamp). The flame must be at least one inch from the top of the container or floating in water. • The ISU Alumni Center staff reserves the right to prohibit

the use of other items, decorations, or equipment on the

ISU Alumni Center property. • All decorations must be removed and cleaned up at the conclusion of the event.

15. Deliveries

All deliveries must be coordinated through the events staff. The ISUAA cannot assume any responsibility for items left by the caterer, rental company, or client.

16. Dancing

If dancing is to be a part of the event, clients must rent the ISUAA dance floor through the events staff.

17. Entertainment

The use of live music, as well as sound amplification systems inside or outside the ISU Alumni Center, is subject to the approval of the ISUAA and must be cleared through the events staff.

18. Advertising and promotions

All advertising material is subject to the approval of the ISUAA prior to the placement of such advertising. All advertising space on the premises is the exclusive property of the ISUAA. If a client or organization advertises, promotes, or sells an event to the general public, said individual or group agrees to clearly identify himself/herself/ itself as the promoter, producer, presenter, or organizer in all advertising, promotions, and sales and will advertise the event as being held at the “Iowa State University Alumni Center.”

19. Authorized Areas

• Clients will have access to authorized areas only as specified in the rental contract. • The client, members, supporters, and participants will not have access to office spaces throughout the building, including the front desk reception areas during the contracted event. Computers, telephones, and other equipment in these offices and at the front desk are not available for event and/or participant use. • The client is responsible for keeping its various members, supporters, and participants within the authorized contracted areas. • The client or responsible party identified in the contract must be present for the specified time in the contract and will accept full responsibility for any damage and/or missing property. • The client is responsible for informing guests, volunteers, and participants, as well as all others involved with the event, about the ISU Alumni Center policies and procedures.

20. Grounds

Use of the ISU Alumni Center grounds is restricted to groups that have reserved the space through the ISUAA. All guidelines pertaining to use of the interior rooms of the ISU Alumni Center are also in effect for the outside grounds. Tents and other external needs must be arranged by the events staff. The following rules must be followed: • No smoking on the grounds. Iowa State University's campus and grounds are smoke-free. • Sound systems may not be used outside the ISU Alumni

Center without approval by the events staff. • Alcoholic beverages are not allowed beyond the ISU

Alumni Center grounds. • Damages to the grounds will result in additional costs to the user.

21. Newlin Terrace

Use of the Newlin Terrace is restricted to groups that have reserved the space through the ISUAA. All guidelines pertaining to use of the interior rooms of the ISU Alumni Center are also in effect for the Newlin Terrace. Alcoholic beverages are not allowed beyond the Newlin Terrace. Refer to the Grounds Policy (20) for additional information.

22. Fireplaces

The fireplaces are available for use and must be operated by one of the Alumni Center staff. Prior arrangements must be made through the events staff.

23. Children

Children are welcome at the ISU Alumni Center. If the child is under 16 years of age, he/she must be under the supervision of a responsible adult at all times. All event attendees, including children, must limit their use of the