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 in 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

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

Non-University – 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

 

 

Event Registration Process

  • Requests for use of University facilities or grounds must be submitted utilizing the Event Management System (EMS) web request portal. 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 [toscheduling@kent.edu] or through the EMS web request portal.
  • 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) 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 academic classrooms, lecture halls and 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.
  • Event Registration requests for events in the KSC Ballroom, KSC Kiva, MAC Center, Cartwright Room 306, The Market, Rockwell Atrium, and/or large-scale or special events received less than thirty (30) calendar days before the event may be denied due to insufficient time to process and 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 due to situations beyond the control of the University (e.g., adverse weather conditions/acts of nature, disruption of utilities, etc.).
  • If false information is provided with an Event Registration request, disciplinary action may be taken against groups or individuals. Please refer to the Student Code of Conduchttps://www.kent.edu/studentconduct/code-student-conduct .

 

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.

 

 

Access

University Facilities provide a gathering place for Kent State University students, faculty, staff, alumni, clients and their guests. These users and their guests shall not interfere with the regular use of the building by other facility guests. Excessive 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 space may adjust hours as needed.  Building hours for the (KSC, Student Recreation and Wellness Center and Ice Area, and University Library) can be referenced on their departmental websites.  

 

Facility access and use must be within the allotted registered time as noted on the Event Registration Confirmation. Registered times must include event preparation, decorating and/or rehearsal time, as well as time after the event to remove decorations, client equipment and other items. Clients/Users who have not removed all decorations, equipment and other items by closing time of the university facility can be assessed an extended facility hours’ charge of $125.00 per hour. 

 

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.  University staff shall have the right to access and enter any event space for any reasonable purpose during the registered event time.

 

Estimated Fees and Deposits

 

Estimated Fees

  • Estimated fees are based on the specific facilities and services requested for the registered event.  Special features of an event may involve additional fees.  All fees are subject to change.

 

Deposits

  • Registered Student Organization

    • No deposit is required

 

  • University Departments

    • No deposit is required

 

Co – Sponsored and Non-University

  • A non-refundable deposit of 25% of the total charges listed on the approved Event Registration Confirmation will be due within thirty (30) days of registering the event.  Forty-five days prior to the date of the event an additional 75% of the total remaining balance is due. 

 

 

Payments and Outstanding Balances

 

Outstanding Balances

If a group has an outstanding balance which has been past due for thirty (30) days or more, the group will not be permitted to register additional space until that balance is reconciled. Any outstanding balance which has been past due for ninety (90) 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.

 

 

Co-Sponsored with External Customers

Co-Sponsored events allow for registered student organizations, University entities, and/or external customers to host events in conjunction with one another on the Kent Campus due to common goals and objectives.

 

All Co-Sponsored groups must be actively involved with the planning and execution of the event. Co-Sponsored may allow groups discounted pricing, and the ability for more event promotion. Applications for Co-Sponsored in which no clear relationship exists between the collaborating parties may be denied approval.

 

Purpose

To provide a way to keep track of Co-Sponsored 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-Sponsored organizations.

 

Guidelines and Procedures

UECS will consider requests for Co-Sponsored from any registered student organization or department entity. Events must meet the following guidelines and procedures to be considered for Co-Sponsored.

 

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 case of Co-Sponsored resulting in discounted pricing, discount may include usage fees.

In the case of student organization Co-Sponsored, Co-Sponsored is contingent on the organization retaining active status with Center for Student Involvement at the time of the event. Should the organization become inactive, pricing reverts to the applicable rate for external customers.

Past Co-Sponsored approval does not guarantee Co-Sponsored approval for future events.

 

 

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 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 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 and Safety Services Department.

 

Fires, grills or open flames are not permitted on outside spaces unless approved, in advance, by Fire Safety Services.

 

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 type of special decorations, balloons, banners or signs (indoor and outdoor). Existing university signage must not be covered or otherwise obstructed. All exit doors, exit lights, fire sprinkler heads, fire alarm pulls, fire extinguishers and other emergency or safety equipment must be kept free of obstacles or decorative materials.  Decorations, balloons, signs, banners, etc. may not be taped, nailed, tacked, stapled or otherwise fastened to ceilings, walls, doors, windows, painted surfaces or columns. All decorations must be flame retardantLarge banners may be hung with the assistance of the University's maintenance staff and prior approval from UECS staff. All decorations and outdoor and indoor directional signage must be removed by the client/user immediately following the event. Any costs incurred by 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 following any event. Please note the following items that are not permitted in any University facilities:

 

  • Straw or other dry plant material
  • Special effects equipment, such as smoke, fog and 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 can damage the facility

 

UECS asks that clients/users do not hang signs advertising an event throughout the interior or on the exterior of campus facilities.  

 

Any special needs for decorations, exhibits and displays beyond the scope of the above-stated conditions must be approved by 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.

 

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 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 the State of Ohio, as well as any associated costs.

 

Signs, banners and other items may not be attached to furniture, trees or light poles. Existing furniture in outdoor areas may not be moved 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, or equipment 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 within 48 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 the grass or pavers may affect usage. Based upon traffic patterns of events, further changes and modifications may also need to be made (e.g., ground covering may be required).

 

Sales and Solicitation

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 are permitted inside the Kent Student Center only from behind tables, which have been previously reserved through the UECS office. Outdoor sales and solicitation are permitted, providing that free flow of traffic is not impeded and the location has been properly reserved through the UECS. Outside vendors are not permitted indoors or in academic buildings unless as part of a university sponsored event.

 

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.