[g.combs]

Sharing the policy I have used in the past:?

Policy: University space is in high demand, and indoor space is limited. As a result, the campus center is unable to accommodate rain/snow/weather requests for backup locations. Indoor spaces that are held in case of rain or snow frequently go unused, limiting opportunities for other university events and activities.

If an event must be moved due to inclement weather, our team will assist in?checking for available spaces at that time, but we cannot guarantee availability.?

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Geoffrey Combs
Director, Armstrong Student Center
Miami University
Oxford OH
(513) 529-2311
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Original Message:
Sent: 02-06-2025 12:02
From: Kristi Cox
Subject: Space Hold and Rain Plan Policies

Hello everyone,

I am wondering if any university out there feels like they have a good policy for holding multiple dates/spaces while deciding what to book and holding indoor space in case of rain.  We had a policy for many years and we are getting to the point where some people are taking advantage so we are wanting to revamp.  We are limited on multi-purpose space on campus so allowing groups to simply hold space until days/weeks before their event date really hurts the rest of campus looking for space to hold their events. If anyone would be willing to share how you approach rain holds, space holds, late cancellations, anything along those lines, I would greatly appreciate it! 

Kristi Cox

Clemson University 

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Kristi Cox
Director of Campus Reservations & Events
Clemson University
CLEMSON SC
(864) 656-1354
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[Ashleigh Martin]

Hi Kristi,?

For weather backup spaces, we require the group to pay the room charge for the space they are holding. If they do not have a weather backup, we do our best to accommodate them at the time of the event, but we don’t make any guarantees.? They would then be responsible for all the charges for the indoor space they use.

As far as holding multiple spaces while the group determines an event date/time, we usually hold the spaces for one week before they need to make a decision.? It’s at the Event Planner’s discretion to allow longer holds. This exception is usually for groups working on contracting a speaker/performer.? Once rooms are confirmed, groups can cancel at 60 days or more from the event date at no cost.? Within 30-60 days, they pay 50% of the room rental for cancellation. Within 0-30 days, they pay the full room rental for cancellation.

Let me know if you have any follow up questions!

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Ashleigh Martin
Supervisor, AV & Technical Services
Colorado State University
Fort Collins CO
(970) 491-7379
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Original Message:
Sent: 02-06-2025 12:02
From: Kristi Cox
Subject: Space Hold and Rain Plan Policies

Hello everyone,

I am wondering if any university out there feels like they have a good policy for holding multiple dates/spaces while deciding what to book and holding indoor space in case of rain.  We had a policy for many years and we are getting to the point where some people are taking advantage so we are wanting to revamp.  We are limited on multi-purpose space on campus so allowing groups to simply hold space until days/weeks before their event date really hurts the rest of campus looking for space to hold their events. If anyone would be willing to share how you approach rain holds, space holds, late cancellations, anything along those lines, I would greatly appreciate it! 

Kristi Cox

Clemson University 

——————————
Kristi Cox
Director of Campus Reservations & Events
Clemson University
CLEMSON SC
(864) 656-1354
——————————

[katepiper]

Hi Kristi & others.

As someone who hosts large-scale high-cost outdoor events, it would be an irresponsible use of university resources not to have a rain location as a backup. We’re all in this together. Please don’t forget about your campus partners who depend on having a rain location in order to accomplish what they’ve been tasked to do.

Our student center staff allows rain holds with final decisions needed 48 hours in advance. They’ve also been great campus partners when flexibility is needed due to changing weather conditions. For other holds, if another entity wants to reserve that space that’s on hold the department holding the space has a certain amount of time (24 hours?) to determine if they want to officially book or release the space.

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KatePiper
Assistant Dean, Student Activities
Illinois State University – Normal, IL
katepiper@illinoisstate.edu
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Original Message:
Sent: 02-06-2025 12:02
From: Kristi Cox
Subject: Space Hold and Rain Plan Policies

Hello everyone,

I am wondering if any university out there feels like they have a good policy for holding multiple dates/spaces while deciding what to book and holding indoor space in case of rain.  We had a policy for many years and we are getting to the point where some people are taking advantage so we are wanting to revamp.  We are limited on multi-purpose space on campus so allowing groups to simply hold space until days/weeks before their event date really hurts the rest of campus looking for space to hold their events. If anyone would be willing to share how you approach rain holds, space holds, late cancellations, anything along those lines, I would greatly appreciate it! 

Kristi Cox

Clemson University 

——————————
Kristi Cox
Director of Campus Reservations & Events
Clemson University
CLEMSON SC
(864) 656-1354
——————————

[Yakima Melton]

Hello Kristi,

At our institution, we share this information:

“Clients may proactively request an additional venue in the event of inclement weather. Rooms held as a backup, canceled 48 business hours prior will not be assessed a fee. Any additional room requested the day of an event in response to inclement weather will be assessed the appropriate labor charge associated with setting the room.”

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Yakima Melton
Director, Student Unions and Centers
Arizona State University
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Original Message:
Sent: 02-06-2025 12:02
From: Kristi Cox
Subject: Space Hold and Rain Plan Policies

Hello everyone,

I am wondering if any university out there feels like they have a good policy for holding multiple dates/spaces while deciding what to book and holding indoor space in case of rain.  We had a policy for many years and we are getting to the point where some people are taking advantage so we are wanting to revamp.  We are limited on multi-purpose space on campus so allowing groups to simply hold space until days/weeks before their event date really hurts the rest of campus looking for space to hold their events. If anyone would be willing to share how you approach rain holds, space holds, late cancellations, anything along those lines, I would greatly appreciate it! 

Kristi Cox

Clemson University 

——————————
Kristi Cox
Director of Campus Reservations & Events
Clemson University
CLEMSON SC
(864) 656-1354
——————————

[jessa]

Hi Kristi!

We have a split on campus where some locations, like our Student Center, are able to be held as rain sites, and others, like our University Center, are not. The division was based on how much of a logistical problem it would be to switch to an indoor event should the weather require that. Our Student Center spaces are set up by the groups themselves, so there’s minimal last minute labor or event staff needs. Our University Center has more moving parts and policies which make operating as a rain site not as feasible, so we are no longer an option. Our Student Center spaces are also only reservable for the current semester, so there’s less of a long term hold compared to our University Center and Alumni Center that are able to be scheduled much further out.

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Jessa Stoffel
Assistant Director- Event Services
Case Western Reserve University
Cleveland OH
(216) 368-6103
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——————————————-
Original Message:
Sent: 02-06-2025 12:02
From: Kristi Cox
Subject: Space Hold and Rain Plan Policies

Hello everyone,

I am wondering if any university out there feels like they have a good policy for holding multiple dates/spaces while deciding what to book and holding indoor space in case of rain.  We had a policy for many years and we are getting to the point where some people are taking advantage so we are wanting to revamp.  We are limited on multi-purpose space on campus so allowing groups to simply hold space until days/weeks before their event date really hurts the rest of campus looking for space to hold their events. If anyone would be willing to share how you approach rain holds, space holds, late cancellations, anything along those lines, I would greatly appreciate it! 

Kristi Cox

Clemson University 

——————————
Kristi Cox
Director of Campus Reservations & Events
Clemson University
CLEMSON SC
(864) 656-1354
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