Host an Event

Cancellation and No-Show Policy 

Cancellations by groups not paying a rental charge must be received at least 24 hours before the event is scheduled to begin and no later than 12 noon on Friday for weekend or Monday events. Failure to adhere to cancellation deadline will result in an assessed "Late Cancellation Charge" equal to ten percent of the normal reservation rate for non-University groups and possible loss of scheduling privileges that will not exceed one academic term. 

Groups that do not show up for their scheduled event without 24 hours' prior notice, or notice by 12 noon on Friday for weekend or Monday events, to the Student Center Reservations Office may be assessed a charge for the reservation or loss of scheduling privileges. 

Reservation "No-Shows" follow a three-strike policy each academic year:

1. Written warning to event sponsor of failure to adhere to the no-show policy and that any subsequent violations will result in a no-show charge assessed equal to ten percent of the normal non-University rate.
2. Written notice of second policy violation and no-show charge assessed.
3. Written notice of third policy violation, no-show charge assessed. Any remaining reservations in the Student Center will be cancelled for the academic year. 

View our Student Center Room Rental Rates.

Policy and Procedure Summary

A complete statement of the L.A. Pittenger Student center policies are available for review at the Reservations Office or the Student Life Office. 

• Reservation requests must be submitted at least two business days in advance or by noon on Thursday for weekend events. Reservations are not processed on weekends or holidays.
• Major changes will not be accepted without 48 hours notice or by 12 noon Friday for weekend events. Last Minute additions/changes of tables, chairs, etc. will NOT be permitted. Major changes in set-ups may result in additional charges.
• Cancellations must be received at least 48 hours before the event is scheduled to begin and no later than 12 noon on Friday for the weekend events.
• Decoration plans must be reviewed with the Facilities Assignment Coordinator before event is confirmed. Due to Indiana State Fire Regulations, candles are not to be used as decorations in the Student Center.
• The possession or consumption of alcoholic beverages is expressively forbidden at any event. State and local laws will be observed.
• Failure to comply with any guidelines outlined in the Policy Manual and/or Student Center staff, may result in action by the staff to deny privileges and/or assess appropriate charges.

STUDENT CENTER GENERAL POLICIES

These policies have been developed to assist the Student Center management in the daily operation of the facility. These policies are not all inclusive and do not limit the management from making decisions based upon unique needs and/or circumstances.

A. Building Use

• Public facilities are open to students, faculty, staff, alumni and invited guests of the University.
• Meeting/conference facilities may be reserved by University and non-University groups and individuals.
• The Student Center reserves the right to establish policies for the use of the Student Center by various types of groups and/or individuals.
• Failure to comply with any guidelines outlined in the Policy Manual and/or requests by Student Center staff, may result in action by the staff to deny privileges and/or assess appropriate charges.
• Academic classes may be held in the Student Center on a limited basis when approved by the Director.
• Sponsor(s) assumes all financial responsibility for damage to facility resulting from their event; reserved space and public spaces.
• Operating hours for the facility and units within the Center will be determined by the Director. Changes may be implemented as deemed appropriate.

B. General Reservations Philosophy

The Student Center is a service entity and as such strives to provide quality services to all of its constituents. The follow¬ing policies have been derived in an attempt to serve all constituencies and balance the utiliza¬tion of the facil¬ity. In general, priority for reservations is given in this order: student organizations, University departments and/or organizations, non-University organizations and/or groups, and in¬dividuals. Realizing the unique needs of each user group, this priority is adjusted from time to time and specific reservations procedures have been developed for each.

It should be noted that the Student Center can serve its clients only to the extent that it is given full information regarding needs well in advance of the scheduled event. Clients should assist this effort by providing the information as requested.

C. Eligibility to Reserve Facilities

In order to reserve the facility, or any part thereof, a client must fall under one of the following categories and will be bound by all general and specific policies, procedures, etc. for that category.

Student Organizations: Must be a recognized student organization, or a campus related organization registered with the Student Life office, or a student organization await¬ing recogni¬tion under the regu¬lations of that office.

• University Department/Organization: Must be officially recognized by the University.
• Non-University Groups: Any group which does not qualify in one of the foregoing categories.
• Individuals: Those people requesting space for personal needs, with or without affiliation to the University.

A complete copy of the Policy Manual is available in the Student Center Reservations Office.

Decorations Policy

In an effort to conform strictly to all University fire and safety regulations and to prevent damage to the L.A. Pittenger Student Center the following policy has been developed. Organizations are expected to strictly adhere to this policy. Failure to do so may jeopardize privilege to schedule future events and result in cancellation of any confirmed events.

Event sponsors shall review decoration plans with the Facilities Assignment Coordinator (FAC) at least two weeks prior to event, or at time of reservation. Any exceptions to the policy below must be in writing (Decorations Agreement Form).

The following restrictions apply to all events. All decorations are prohibited unless expressly stated in the policy as being permitted. To use any other decoration, a Decorations Agreement Form must be completed and approved.

• Sponsoring organization will be charged cost of repairs resulting from use of any decoration.
• Decorations/displays must be free standing. Nothing may be affixed in any manner to any surface. Expressly prohibited is: nailing, tacking, taping materials to painted surfaces, woodwork; or fastening display materials to draperies, light fixtures, and/or ceiling.
• Keep doorways, halls, and stairs unobstructed by decorations.
• Candles or any open flames are strictly forbidden, no exceptions.
• Absolutely no hanging materials from the fire sprinkler system.
• Any decorations not made of flameproof material must be approved in advance by FAC.
• Any painting and/or construction of decorations/displays in the Student Center must be approved in advance and specifically listed in the Decorations Agreement Form. Limited assembly may be permitted if approved in advance on the Decorations Agreement Form.
• Arrangements for lighting effects must be approved in advance with the FAC.
• All light bulbs over 60 watts must be at least 5” away from any surface. Also, special decorative collars are not allowed at the neck of a bulb in any electrical socket, as they present a fire hazard.
  Water fountains or pools are not permitted.
• All decorations/display material must be removed immediately after the function. Failure to do so will result in disposal of all items left behind and a labor charge assessed to the sponsoring organization.
  Whenever there is a question on the use of something not listed above, it is the sponsoring organization’s responsibility to review with the FAC.

Food Policy 

• University Catering (UC) is the exclusive catering service for the Student Center.  Organizations and/or University departments providing any type of refreshment(s), and/or meal, for their event/meeting in the facility are required to utilize UC.  Using any other catering service, or bringing in their own food/drink, is prohibited and could result in loss of privileges.
• Campus organizations may have through-line service for meals in rooms with the following exceptions:  Cardinal Hall, Ballroom, Forum Room, Music Lounge, Terrace Dining, and the Founders Room.
  • Through-line service is defined as having an organization's members go through the lines at the food court and taking their purchases to their meeting room.
• The food court will not be able to deliver food and/or drinks in the Student Center.
• This policy applies to meeting rooms, lounges and other public spaces. 

Event Types

For event reservations and rental rates, the following event types are established:

Standard Event Free events limited to BSU students, faculty, and staff.

RSO, club, or chapter meetings; Banquets, programs, and awards ceremonies for the University community; Staff/department meetings.

Sponsored Event Events with approximately 50%, or more, participation by non-BSU students, faculty, and/or staff.  Events collecting entrance fees or collecting fees for vendors.

Paid Event Registration/admission fee; any other collection of money.

Organization Types

Student Organizations: recognized organizations in good standing, or those in the process of being recognized, by the Office of Student Life

Standard Event: No charge

Sponsored Event: 50% of non-University rate

Paid Event: Full rental rate applies

University Departments and/or Organizations: an official department of the University or a University organization recognized by the University such as: Employee Activity Committee; Staff Council; etc. Written verification of department’s/organization’s official sponsorship of event may be requested.

Standard Event: No charge

Sponsored Event: 50% of non-University rate

Paid Event: Full rental rate applies

External Organizations: Any group which does not qualify in one of the foregoing categories. Full rental rate applies.

Full rental rate applies. 

Individuals: Those people requesting space for personal needs, with or without affiliation to the University.

Full rental rate applies. 

Event Rates