[Kristine Heflin]

Hi Katie,

We require full payment prior to confirming the reservation and can cancel events if this is not received. We also require all event details to be finalized 10 business days in advance (3 for small meeting rooms). In practice, our event management office is often more flexible, especially with student organizations, but there have been times that events have been cancelled because the planners have not been responsive or provided details about the event, room setup, AV needs, etc. We also discourage last minute planning by charging late change fees if event details are changed or additional services or equipment are requested after the deadlines above (including when requests are made during the event). These range from $25-$30 but it is charged for every late change, so if you add microphones three days before the event and then ask for a podium when you get there, you’re looking at $50-60. If there are multiple rooms in the reservation, the fee applies to each room affected by the change request. I understand wanting people to plan ahead and be organized, but I think it’s a delicate balance between that and providing good customer service. Especially when we depend on space rentals to generate revenue, it’s hard to say no to departmental or third party events. We don’t get much revenue from student organization events and I think it’s ok to say no sometimes (perhaps more often than we do) but I also want to serve students by doing as much as we can to help make their events happen. The struggle is real!

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Kristine Heflin
Associate Director, Memorial Union
Iowa State University
Ames IA
(515) 294-8370
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Original Message:
Sent: 12-12-2023 12:58
From: Katie Beaulieu
Subject: Event Planning Policies

All,

We’ve been asked by university leadership to have a new policy to essentially require event organizers to be more planful. Does anyone have a policy to cancel events when the organizer is unresponsive? Or to deny requests for late changes? In general we ask clients to confirm details a week out, but since we don’t print paperwork we are typically more likely to say yes. We’re basically being asked to say no more often, and of course hold event organizers accountable and help them learn to be more organized.

Thank you,
Katie

——————————
Katie Beaulieu
Director, Student Center & Campus Reservations
Wayne State University
Detroit MI
(313) 577-0077
——————————

[Shanna Kinzel]

Hi Katie –

While not super extensive, please see pp. 7-8 of this UNLV general reservation doc:

https://www.unlv.edu/sites/default/files/media/document/2023-09/General-Reservation-Policy-4.2023.pdf

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Shanna Kinzel
Educational Program Coordinator
ACUI Central Office
Las Vegas NV
(812) 245-8062
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——————————————-
Original Message:
Sent: 12-12-2023 12:58
From: Katie Beaulieu
Subject: Event Planning Policies

All,

We’ve been asked by university leadership to have a new policy to essentially require event organizers to be more planful. Does anyone have a policy to cancel events when the organizer is unresponsive? Or to deny requests for late changes? In general we ask clients to confirm details a week out, but since we don’t print paperwork we are typically more likely to say yes. We’re basically being asked to say no more often, and of course hold event organizers accountable and help them learn to be more organized.

Thank you,
Katie

——————————
Katie Beaulieu
Director, Student Center & Campus Reservations
Wayne State University
Detroit MI
(313) 577-0077
——————————

[Monica Duran]

Hi Katie!

This is a great topic. We could definitely be better about cancelling events that don’t share all of the information and permits we request in advance.

We do have a line in our contract stating the final date where changes will be accepted, which is 2 weeks from the event date. We will review requests for changes to events within those 2 weeks, but we may or may not be able to accommodate; based on staffing, capacity and whatever else is going on. We also charge express fees for those changes added on last minute, so that helps incentivize good planning.?

let me know if you have questions!

——————————
Monica Duran
Associate Director for Event & Information Services
Husky Union Building (HUB)

Box 352230
4001 E Stevens Way NE | Seattle, WA 98195-2230
206.616.3834
meduran@uw.edu | Pronouns: She / Her
——————————
——————————————-
Original Message:
Sent: 12-12-2023 12:58
From: Katie Beaulieu
Subject: Event Planning Policies

All,

We’ve been asked by university leadership to have a new policy to essentially require event organizers to be more planful. Does anyone have a policy to cancel events when the organizer is unresponsive? Or to deny requests for late changes? In general we ask clients to confirm details a week out, but since we don’t print paperwork we are typically more likely to say yes. We’re basically being asked to say no more often, and of course hold event organizers accountable and help them learn to be more organized.

Thank you,
Katie

——————————
Katie Beaulieu
Director, Student Center & Campus Reservations
Wayne State University
Detroit MI
(313) 577-0077
——————————

[jpelletier]

Hi Katie-
The event confirmations we send out indicate the need for a response from the client within 15 days of the confirmation being sent, otherwise they risk their space not being held and offered to another client.

If their request comes in within 15 days of the event date, or if their request date is bumping up against catering or labor scheduling deadlines, our reservations team makes adjustments to the “let me know by” date.

The reservations team uses a spreadsheet to track what responses might be due on any given day, so they can follow-up with a last-chance date or a notice the space is being released.

Of course as is the case with most venues, we have clients we make exceptions for, and clients who may think they are above the law and not subject to the confines of the space-time continuum. And more than a few who haven’t located the “reply” button on their email.

——————————
Jeff Pelletier, MA, MBOE, LSSBB
Ohio Union Director
The Ohio State University
Columbus, OH
614-292-3290
——————————
——————————————-
Original Message:
Sent: 12-12-2023 12:58
From: Katie Beaulieu
Subject: Event Planning Policies

All,

We’ve been asked by university leadership to have a new policy to essentially require event organizers to be more planful. Does anyone have a policy to cancel events when the organizer is unresponsive? Or to deny requests for late changes? In general we ask clients to confirm details a week out, but since we don’t print paperwork we are typically more likely to say yes. We’re basically being asked to say no more often, and of course hold event organizers accountable and help them learn to be more organized.

Thank you,
Katie

——————————
Katie Beaulieu
Director, Student Center & Campus Reservations
Wayne State University
Detroit MI
(313) 577-0077
——————————