Policies and Procedures | Kent State University

Policies and Procedures

Scheduling Events and Facilities

Facility Requests:

All requests for space can be submitted 24/7 via an electronic form. Please visit www.kent.edu/universityevents and click on Campus Event Space Reservation Form to access the electronic form.

Scheduling events beyond normal Building hours:

  • Any request ti reserve space outside of normal building hours must be made a minimum of two weeks in advance
  • Group will be held responsible for all charges incurred for opening earlier or for keeping the building open
  • All events must end one hour after normal building hours, with all events ending by 12:45 am and all guests vacated from facility by 1:00 am

Requests to use space must be made within the timeline below:

Kent Student Center

  • General meeting facilities: 3 business days in advance
  • Rathskeller: minimum of one week in advance
  • Kiva, Dining Room, and Ballroom: must be confirmed a minimum of four weeks in advance

Academic Buildings

  • 7 business days in advance for all buildings with the exception of Cartwright Hall, Rockwell Hall, and Moulton Hall
    • Cartwright Hall & Rockwell Hall: One month prior to event
    • Moulton Hall: Two weeks prior to event
    • Classrooms when a swipe card needed: Three weeks prior to event

Outdoor Areas

  • Must be reserved two weeks in advance
    • Tents are restricted in all areas unless special permission is obtained through the University Events & Conference Services office
  • Programs occurring outside are required to have trash receptacles. Charges for receptacles will be billed to the scheduling group. Contact the University Events & Conference Services office for additional details.

Cancellations:

  • All cancellations must be submitted via email to: toscheduling@kent.edu, you will receive a confirmation acknowledging the cancellation.
  • Cancellations must be made with the University Events & Conference Services office IMMEDIATELY. Organizations and/or departments will be held responsible for any charges incurred due to non-cancellations. If a university guest group fails to cancel an event, forfeiture of further meeting times or a rental fee may be charged.

Confirmations:

Confirmation of event details will be sent via e-mail once final arrangements have been made with the University Events & Conference Services office.

Credit Classes:

Credit classes are not permitted to be held in the Kent Student Center. The University Events & Conference Services Office does not schedule meeting spaces for regular credit classes.


Food Service

Food Service Arrangements:

On June 1, 2017, Kent State University partnered with Aramark to provide your dining and catering needs. Aramark utilizes Catertrax for order placing. Please visit www.kent.catertrax.com to view menus and place your order, or call Kent State Catering at 330-672-3305.

Outside Food:

Outside food and/or beverages are NOT permitted to be brought into the Kent Student Center for scheduled events.

Food Service Orders:

Food service orders must be placed three weeks in advance of an event to guarantee selected menu. A guaranteed number of people and serving time is required three business days prior to an event.


Audio Visual Equipment/Setup/Labor

Events Requiring Audio Visual:

All events requesting audio visual equipment within the Kent Student Center should contact the University Events & Conference Services Office at 330-672-3202 or toscheduling@kent.edu to secure availability of equipment for the event.  Events external to the Kent Student Center that need equipment should contact Classroom Technology at 330-672-4357 (and press 1) or avevents@kent.edu.

Locations Requiring Production Staffing:

All events held within the Kent Student Center Ballroom and Kiva will require an Operator at the charge of $25.00 per hour. 

All events held within Academic locations may require staffing on duty. Charges range from $26.00-$45.00 per hour/per person and may have a four hour minimum requirement. Contact the University Events & Conference Services Office for an estimated quote.

Kent Student Center Room Arrangement:

Any rearrangement of the standard setup in a room in the Kent Student Center must be done by members of the KSC Operations staff. Labor rates will apply.

Cleaning Charges:

A group leaving a meeting room in disorder is liable for a charge of labor required to clean and reset the room. Labor rates will apply.


Parking

Kent Student Center Parking Lot

Participants or groups attending a one day meeting or special event involving food services will have their parking validated if the host meets a minimum per person rate for “Major Food Service”. Please contact Kent State Catering at 330-672-3305 to identify the rate.

Groups attending conferences, but not having major food service, or a group holding conferences longer than one day, should discuss parking arrangements with event coordinator within the University Events & Conference Services office.


Lobbies & Tables

1. General Policies (Lobby Tables)

  • Tables in the Kent Student Center second floor lobby are assigned in the order in which requested as long as table space is available to assure fair and equitable use of table space.
  • Table space can be reserved for a maximum period of five dates at any one time.  These dates may be in succession; on a one-day per week basis or randomly over the particular time period.  If lobby space is desired for more than five dates a new request for each five-date period can be made on/after the last day of each proceeding five-day period.  If the space in the specific area requested is available, it will then be reassigned for another five dates.
  • A member of the sponsoring group must be present at the table at all times.
  • Any lobby table not being utilized within one hour of the scheduled beginning event time will be subject to cancellation/re-assignment by the University Events & Conference Services Office.

2. Audio – Visual Equipment & Sound

  • The use of sound equipment is permitted at second floor lobby tables.
    (NOTE:  If volume is too loud in, group will be asked to turn sound down or off.)
  • Use of bullhorns and portable public address systems are prohibited in all indoor lobby areas.

3. Free Space and Stairs

  • The stairs may not be blocked by individuals sitting or performing on the stairs.
  • Special requests varying from this procedure should be brought before the curator. All scheduling and use of lobby space in the Kent Student Center must follow the University, state, and federal regulations and laws.

4. Sales and Solicitation Policies and Outside Vendors

  • The sale or distribution of food and ingestible products is prohibited and governed by University policies and procedures.
  • Individuals may not solicit among the general University population while on University property, unless as part of a project sponsored by a registered organization or University department.
  • Sales and solicitation is permitted inside the Kent Student Center only from behind tables, which have been previously reserved through the University Events & Conference Services Office. Outdoor sales and solicitation is permitted providing that free flow of traffic is not impeded and the location has been properly reserved through the University Events & Conference Services Office. Outside vendors are not permitted outdoors or in academic buildings unless as part of a university sponsored event.
  • Each outside vendor will be assessed a $250.00 dollar per table, per day, rental charge which must be paid at the time of scheduling.
    • $125.00 facility rental
    • $125.00 to sponsoring group

Policy Violations

Disciplinary action

All groups using university space are expected to adhere to all university policies, regulations, guidelines and all local, state, and federal laws, which includes adhering to scheduled event times and properly canceling events. Upon satisfactory proof that an organization has violated any such university policy, rule, or regulation, the organization may be subject to disciplinary action. University departments and non-university groups will be subject to administrative sanction. Groups will also be held responsible for any expenses incurred due to infractions. The basic procedure will be:

  • First offense within one academic year. A letter will be issued to the organization with a description of the incident and an explanation of any charges that are to be billed to the group because of the incident.
  • Second offense within one academic year. A letter will be issued to the organization with a description of the incident and an explanation of any charges that are to be billed to the group because of the incident.
  • Third offense within one academic year. A letter will again be issued to the organization, and a student conduct incident report will be completed and filed with the office of student conduct programs. Group will be subject to loss of scheduling privileges for remainder of academic year or longer, based on the nature of the offense.