University Event Registration Operational Procedures

 

Operational Procedures are an extension of the University Events and Conference Services (UECS) event registration confirmation process and are designed to provide clients utilizing facilities a clear understanding of their responsibilities.

 

Users/Clients of Kent State University (KSU) facilities shall observe all applicable UECS and KSU policies, as well as all local, state and federal laws, statutes, and ordinances. The client shall only have the use of the facilities as specified on the event registration confirmation. All alterations to the facility, building systems, room set-ups or equipment are subject to approval from UECS staff members. At the conclusion of the event, facilities should be left in a clean, safe condition.

 

UECS reserves the right to alter and/or amend this Procedures document.  The Kent Student Center Director or designee shall determine any matters not expressly covered by these Policies and Procedures.

 

Definition of Terms 

Academic Term – first day of  fall semester classes through last day of spring semester final exams

Event – any use of university facilities or grounds that must be registered

Web Request – your event has been submitted through the online portal and requires review from UECS staff

Hold – your event has been reviewed by a UECS staff member and requires additional approvals and/or details

Future Hold - your event is on hold and is scheduled to take place in a future semester

Approval– your event registration space request has been approved by the UECS office 

Registration – the formal process for reserving use of university facilities and/or grounds.

Event Registration Confirmation – formal document approving use of university facilities and/or grounds

Registered Student Organizations – a student organization registered with the university

Departments – a department, center, school, college, or division of the university

Co-Sponsorship – joint venture between registered student organizations or university departments with a non-university entity  

Non-University Guest – members outside the university community including, but not limited to: alumni, visitors, non-students, non-employees, and entities or organizations not registered through the Kent State University Center for Student Involvement

Client/User – individual who is registering an event

Facility – any building, structure, or facility owned and operated by Kent State University

Grounds – any outdoor area on Kent State University property
Hourly Event Pricing – includes all charges for the space except for parking permits, specialty rentals not provided by the university, event specific labor, Teleproductions, food service/catering

 

 

Topics

Event Registration Process

Hourly Event Charges

Event Custodial Charges
Estimated Fees and Deposits

Outstanding Balances

Co-Sponsorship with Non-University Group

Room Arrangement

Guidelines for Registered Outdoor Events

Access

Security Assessment

Fire and Open Flame

Decorations

Signage

Parking


Event Registration Process

  • Requests for use of University facilities or grounds must be submitted utilizing the Event Management System (EMS) web request portal for all registered student organizations and university departments. Requests are not guaranteed until an approved confirmation of event registration has been issued. Once event registration confirmation is received, changes may be submitted in writing via email [uecs@kent.edu] or through the EMS web request portal.
     
  • Co-Sponsorship and Non-university events should contact the U.E.C.S. office at uecs@kent.edu or assistance with registering campus space for an event.
     
  • Event registration requests are processed in the order in which they are received, with consideration given to size of the group, type of set-up needed, and space availability. UECS reserves the right to assign and, if necessary, reassign facilities to assure the maximum and most appropriate use of facilities.
     
  • Event registrations for individual conference rooms, academic classrooms, lecture halls and informational tables will begin on August 1 of each year for the upcoming academic term.  Any meetings requested prior to the first day of fall classes can be made prior to August 1.  Approval for these registration requests will not be completed until the academic calendar for each semester has been set. 

  • Event Registration requests for regular meetings and tables within the Kent Student Center (KSC) for registered student organizations, university departments, co-sponsorship and non-university events received less than three (3) calendar days before thevent mabe denied due to insufficient time and/or spacavailable to process and accommodate the request.

  • Event Registration requests for registered student organization, co-sponsorships and non-university for academic classrooms and lecture halls received less than seven (7) calendar days before the event may be denied due to insufficient time and/or space available to process and accommodate the request.

  • Event Registration requests for university departments for academic classrooms, conference rooms, and lecture halls received less than three (3) calendar days before the event may be denied due to insufficient time and/or space available to process and accommodate the request.

  • Event Registration requests for registered student organization, university departments, co-sponsorships and non-university groups for outdoor space received less than seven (7) calendar days before the event may be denied due to insufficient time and/or space available to process and accommodate the request.  See specific additional guidelines for outdoor events below.

  • Event Registration requests for registered student organizations, university departments, co-sponsorship and external events in the KSC Ballroom, KSC Kiva, Athletic Department space (MACC Gymnasium, Field House, Dix Stadium), Cartwright Hall Room 306, Rockwell Atrium, and/or large-scale or special events received less than thirty (30) calendar days before thevent may be denied due to insufficient time to procesand accommodate the request.

  • Event Registration requests for large-scale university-wide programs can be submitted sixteen (16) months in advance of the event date. 

  • UECS reserves the right to cancel and/or reschedule event registrations.   Considerations for cancellations can be directed by the University or due to situations beyond the control of the University (e.g., adverse weatheconditions/acts of nature, disruption of utilities, pandemics, etc.).

  • If false information is provided with an Event Registration request, event is subject to cancellation and disciplinaraction mabe takeagainst groups or individuals. Events for Registered Student Organization’s will be referred to the Office of Student Conduct. Please refeto the Student Code of Conduchttps://www.kent.edu/studentconduct/code-student-conduct 

 

Hourly Event Charges

Effective July 1, 2020, KSU implemented an hourly event pricing structure, tiered based on the university’s affiliation with the group, (registered student organization, university department, co-sponsorship and non-university).  The hourly event rate encompasses all charges for use of space, audio visual equipment and furniture in the KSC and campus wide, UFM and KSC labor.  Additional individual charges will occur for catering, parking permits, specialty rentals or other items not provided by the university, event specific labor and teleproductions.

EVENT CUSTODIAL CHARGES

The UECS office, in cooperation with UFM, will determine if your event occurs outside the normal custodial cleaning schedule for the facility.

Monday – Friday

The hourly charge for the entirety of the event will be incurred for any event with 30 or more participants that occurs outside of the regular custodial shift and/or has any type food service (KSU Catering or external). Exception:  Events with light refreshments (coffee, juice), under 10 people or events within a private office suite.  

The hourly charge for the entirety of the event will be incurred by any event with 75 or more participants that occurs outside of the regular custodial shift.

Weekends

Any event occurring Friday (after 12 p.m.) through Sunday (11 p.m.), that has any type food service (KSU Catering or external), will be charged the hourly rate for the entirety of the event.  Exception:  Events with light refreshments (coffee, juice), under 10 people or events within a private office suite. 

Weekend events occurring Friday (after 12 p.m.) through Sunday (11 p.m.) held in academic classrooms and lecture halls that do not have food service will be charged the hourly rate for the entirety of the event.

Specialized Event Space

All events held in Rockwell Hall, Cartwright Hall, MACC, Moulton Ballroom and Center for Performing Art (Ludwig, Stump, Black Box, Roe Green Lobby) will incur the hourly charge throughout the entire event.

Events held in the Center for Philanthropy and Alumni Engagement that have any type of food service, will incur the hourly rate for the entirety of the event. 

Any events that do not properly report the number of participants or the fact that they will be providing food will be charged a minimum clean up fee following the event of $100.00.

ESTIMATED FEES AND DEPOSITS

ESTIMATED FEES

Estimatefees are based on the specific facilities and services requested for the registered event.  Special features of aevenmay involve additional fees.  All fees are subject to change.

DEPOSITS

  • REGISTERED STUDENT ORGANIZATION
    • No deposit is required.
  • UNIVERSITY DEPARTMENTS
    • No deposit is required.
  • CO-SPONSORSHIP AND NON-UNIVERSITY GUESTS
    • A non-refundable deposit of 25% of the estimated total charges listed on the approved Event Registration Confirmation is due within thirty (30) days of registering the event.  Forty-five days prior to the date of the event the remaining balance (75% of the initial estimate) is due. Any additional charges incurred will be accessed following the event and are due within 30 days of invoicing.

OUTSTANDING BALANCES

If a group has aoutstandinbalance which is past due for thirty (30) days or more, the group will not be permitteto register additional space until that balance is reconciled. Any outstanding balance which has been past due for sixty (60) days will result in the cancellation of all events currently registered by the client/user.  The group will need to resubmit space registration requests once the balance is reconciled.  Any outstanding balance which is past due for ninety (90) days will be turned in for collection with the Ohio Attorney General’s Office.

CO-SPONSORSHIP WITH NON – UNIVERSITY GROUPS

  • Co-Sponsorship of events allow for registered student organizations, University entities, and/or external customers to host events in conjunction witonanother on the Kent Campus duto common goals anobjectives.
  • All Co-Sponsoring groups must be actively involved with the planninand execution of thevent. Co-Sponsoring may allow groups discounted pricing, and the ability for more event promotion. Applications for Co-Sponsoring events in which no clear relationship exists between the collaborating parties may bdenied approval.

Purpose

  • To provide a way to keep track of Co- Sponsoring events in the facility.
  • To ensure all parties are aware of costs and agreements.
  • To delineate each party’s contribution to the planning and execution of the event.
  • To document collaborative efforts which support the mission of the Co- Sponsoring organizations.

Guidelines and Procedures

  • UECS will consider requests for Co- Sponsoring from any registered student organization or department entity. Events must meet the followinguidelines and procedures to be considered for Co- Sponsoring.
  • All details of the event must be approved by UECS and the Co-Sponsor(s).
  • Accurate and current billing information should be received by UECS three (3) weeks before the event.
  • In the casof Co- Sponsoring resulting in discounted pricing, discount may include usage fees.
  • In the casof student organization Co- Sponsoring, Co- Sponsoring is contingent upon the organization retaining active status with the Center for Student Involvement at the timof thevent. Should the organizatiobecome inactive, pricing reverts to thapplicable rate for external customers. 
  • Past Co- Sponsoring approval does not guaranteCo- Sponsoring approval for futurevents.

ROOM ARRANGEMENT

Rooms are provided in the standard setup unless advance arrangements have been made with the UECS office five (5) business days prior to the event.  Members of organizations are not permitted to move furniture in any campus building on their own.

GUIDELINES FOR REGISTERED OUTDOOR EVENTS

All policies for registered indoor events also apply to outdoor registered events. For example, no open fires or grills with charcoal are permitted on outside spaces. Tents requiring staking or other signs causing penetration of the lawn cannot be set-up without prior approval from the University Facilities Management Grounds department. Tents may not cover the grass for more than 3 days.  Some tents may require a permit. The client will be responsible for securing tent permits through thStatof Ohio, as well as any associated costs.

Signs, banners and other items may not battached to furniture, trees or light poles. Existing furniture in outdoor areas may not bmoved without prior approval from UECS.

 UECS does not provide alternate indoor facilities, in case of inclement weather, unless previously requested and approved. Cancellations for outdoor space, oequipment for use in that space, must be made 48 hours prior to the event set-up time to avoid charges. Decision to move indoors must be made withi48 hours of event set-up time.  UECS reserves the right to delay, postpone, relocate or cancel events in the event of inclement weather. In addition, the nature of the event” regarding impact of foot or vehicular traffic, supplies or equipment on thgrass opavers may affect usageBaseupon traffic patterns of events, further changes and modifications may also neeto bmade (e.g., ground covering may be required).

ACCESS

Use of university facilities provides a gathering place for Kent State University students, faculty, staff, alumni, clients antheir guests. Thesusers antheir guests shall not interfere with the regular use of the building by other facility guestsExcessive noise or other disruptive behavior is prohibited.

 Normal building hours for academic spaces are 7:00 a.m. - 11:00 p.m. Monday –Friday, closed Saturday - Sunday, some academic spaces may adjust hours as needed.  Building hours for the (KSCStudent Recreation and Wellness Center and Ice Arena, and University Library) can be referenced on their departmental websites.  

 Facility access and use must be within thallotted registered timas noted on the Event Registration Confirmation. Registered times must include event preparation, decorating and/or rehearsal time, as well as timafter the event to removdecorations, client equipment and other items. Clients/Users who havnot removeall decorations, equipment and other items by closing timof the university facility can be assessean extended facility hours’ charge of $125.00 per hour, or part thereof.

Requests to extend use of the space beyond facility hours must be submitted for approval a minimum of thirty (30) business days in advance of the event and will be assessed an extended facility hours’ charge of $125.00 per hour, or part thereof.  University staff shall have the right taccess and enteany event space for any reasonable purposduring the registered event time.

SECURITY ASSESSMENT

A security assessment is conducted prior to each scheduled event.  During the assessment, the following factors and questions are considered to determine the proper level of security needed at the event:

  • Event type (concert, sporting event, festival, speaker, sales, etc.)
  • Will alcohol be served at the event?
  • Estimated attendance
  • Location or venue 
  • Access level (public, ticketed, invite only)
  • Will cash be collected at event?
  • Prior history of similar events
  • Number of university staff to be present
  • Other events taking place on campus at that time
  • Health and safety concerns
  • Impact of event, if any, on normal campus operations and/or academic mission of the university

 Once the necessary level of security is determined, resources are secured by the UECS Office to ensure that safety measures are in place.

 The university reserves the right to implement the appropriate level of security to accommodate a safe event.

PROHIBITED ITEMS:

Clients/users are advised that use of the following items are strictly prohibited in all Kent State University facilities:  deadly weapons, as defined in section 2923.11 of the Ohio Revised Code, including but not limited to firearms, explosive devices, or other dangerous ordnances.  Groups with events that disregard this notification will be subject to immediate cancellation of their event by Kent State University and be subject to loss of deposit (if any) and the loss of future Event Registration privileges.

FIRE AND OPEN FLAME

Open flames (e.g., candles, lighters, torches), combustible vegetation (e.g., hay, straw, evergreen trees); pyrotechnic devices, smoke/fog/haze machines or dry ice are prohibited inside University facilities unless approved, in advance, by the University's Fire Prevention Office.

Fires, grills or open flames are not permitted ooutside spaces unless approved, in advance, by Fire Prevention Office.

Groups with events that disregard this notification will be subject to immediate cancellation of their event by Kent State University and be subject to loss of future Event Registration privileges.  Registered Student Organization’s will be referred to the Office of Student Conduct.

DECORATIONS

Spaces on the Kent Campus may not be set up or decorated in any manner without prior consent from UECS staff. UECS, with the assistance of other university personnel must approve the location and typospecial decorations, balloonsbanners or signs (indoor anoutdoor)Existing university signage must not be covereootherwise obstructed. All exit doors, exit lights, fire sprinkler heads, fire alarm pulls, fire extinguishers and other emergency or safety equipment must be kept freof obstacles or decorative materials.  Decorations, balloons, signs, banners, etc. may not be taped, nailed, tacked, stapleor otherwise fastened to ceilings, walls, doors, windows, painted surfaces or columns. All decorations musbe flame retardant.  Large banners may be hung with the assistance of the University's maintenance staff anprior approval from UECS staff. All decorations musbe removebthe client/user immediately following the event daily.  Any costs incurreby UECS for the removal of these items will be charged to the client/user. UECS is not responsible for damages to or loss of any materials, displays, gifts, favors or other items left behind following any event.

Please note the following items are not permitted in any University facilities:

  • Straw or other dry plant material
  • Special effects equipment, such as smoke, foand fire machines, sparklers, etc.
  • Sand weights, confetti, glitter, rice, dance wax, powder or similar materials
  • Adhesive-backed (stick-on) decals or similar items
  • Paint, chemicals or liquids that cadamage the facility
  • Glitter/confetti

Any special needs for decorations, exhibits andisplays beyond the scopof the above-stated conditions must be approveby UECS in conjunction with the Office of the University Architect.

Groups will be held responsible for any damage or additional cleaning that is required from their decorating.

SIGNAGE

Clients/users cannot hang signs advertising aevent throughout the interior or on the exterior of campus facilities.  Signage can only be posted on approved campus bulletin boards within each space.

Clients/users can only post event signage the day of their event within the KSC on easels or another sign holder.  It is the responsibility of the client/user to setup and tear down all signs at the end of each day.  Any signs left posted following any event will be disposed of by the KSC Facility Operations staff.   Group are limited to a maximum of one (1) sign per floor within the KSC on the day of their event.

Clients/users who wish to promote their upcoming events can utilize Digital Advertising with KSCtv by following the this link. 

PARKING

Parking is available in the visitor parking lot adjacent to the Kent Student Center. Vehicle parking rates are available at https://www.kent.edu/parking/visitor-parking or at the Kent Student Center parking lot entrance.  For special arrangements, please contact UECS.