[Jason Rogien]

Hello,

At the Lory Student Center at Colorado State University, we do reserve spaces to external clients.? Most of our external clients are local businesses and non-profits but we do have some weddings and other one-off events.??

1. When is payment due from external clients? Do you require a deposit ( if so, how much and is not refundable)? ?

We require a 50% room deposit that is refundable until 60 days prior to the event.? Remaining payment is due after the event when we issue the invoice.??

1. Are there specific timeframes that external clients may reserve indoor venues (e..g? only during academic breaks)?

No, we will reserve space if it is available.??

1. How early do you allow external clients to reserve space? Do you have different time frames of when you allow different campus groups to reserve space (e.g. students can be begin making reservations at one set time, then it’s opne to others)?

We will confirm reservations for the next academic year in April.? There are no specific timeframes that different campus groups can reserve space.??

1. Do you allow community members to sell goods or products at your institution (e.g. at a fair, outdoor tabling)? If so, do you charge and what processes are in place when accepting these requests?

We have an indoor market area (6 tables available for reservation) where any group can reserve space and advertise or sell goods.? We have a list of policies regarding sales tax, competition with vendors in our building, advertising jobs/internships, etc.? External groups pay $200, non-profits pay $80, and student organizations/departments are no charge.?

Happy to chat more if you’d like!

Jason

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Jason Rogien
Director, Event Services
Colorado State University
Fort Collins CO
(970) 491-8728
Jason.Rogien@colostate.edu
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Original Message:
Sent: 10-21-2024 11:05
From: Yakima Melton
Subject: Reservations by External Organizations and Partners

For those of you who allow external groups/individuals (those not affiliated with your insitution/commmunity members) to reserve space in your buildings, can you share insight on the following at your institutions:

1. When is payment due from external clients? Do you require a deposit ( if so, how much and is not refundable)?  
2. Are there specific timeframes that external clients may reserve indoor venues (e..g  only during academic breaks)?
3. How early do you allow external clients to reserve space? Do you have different time frames of when you allow different campus groups to reserve space (e.g. students can be begin making reservations at one set time, then it’s opne to others)?
4. Do you allow community members to sell goods or products at your institution (e.g. at a fair, outdoor tabling)? If so, do you charge and what processes are in place when accepting these requests?

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Yakima Melton
Director, Student Unions and Centers
Arizona State University
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[Bridget Portier]

Hi Yakima

The University of Houston’s Student Centers allows external groups/individuals to reserve space in our buildings.?

1) The payment is due 5 business days prior to the event and a 50% deposit is due at the time of booking the space. The deposit is refundable if the group cancels at least 30 days prior to the event date. We also require they sign the University of Houston’s Standard Facility License Agreement and provide a Certificate of insurance.? Some exceptions have been made for small meetings and the insurance requirement has been waived with Risk Management’s approval.?

2) Prior to August 2024, we required all interested parties to submit reservation requests at least 5 business days prior to their event date, however in September we increased that to 10 business days for external groups/individuals because it takes time to get Business Services to review the Facility License Agreement and execute the contract. Our standard booking window is 6 months out, but if a client is requesting event space more than 6 months out, they can submit a Policy Waiver Request for the Executive Director’s review.? If the event date and scope will not negatively impact Student Center operations and/or UH legacy events, the policy waiver may be approved and a contract issued to the client.??

3)? Until August 2024, we allowed community members to rent Information Tables at the Student Centers (we have 8 information table locations) for the purpose of selling goods and products.? However, at the start of the Fall Semester, we suspended this practice indefinitely.? We are not currently allowing external groups/individuals to rent information tables for the purpose of selling consumer goods.??

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Bridget Portier
Associate Director, Student Centers
University of Houston
Houston TX
(713) 743-5807
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——————————————-
Original Message:
Sent: 10-21-2024 11:05
From: Yakima Melton
Subject: Reservations by External Organizations and Partners

For those of you who allow external groups/individuals (those not affiliated with your insitution/commmunity members) to reserve space in your buildings, can you share insight on the following at your institutions:

1. When is payment due from external clients? Do you require a deposit ( if so, how much and is not refundable)? ?
2. Are there specific timeframes that external clients may reserve indoor venues (e..g? only during academic breaks)?
3. How early do you allow external clients to reserve space? Do you have different time frames of when you allow different campus groups to reserve space (e.g. students can be begin making reservations at one set time, then it’s opne to others)?
4. Do you allow community members to sell goods or products at your institution (e.g. at a fair, outdoor tabling)? If so, do you charge and what processes are in place when accepting these requests?

——————————
Yakima Melton
Director, Student Unions and Centers
Arizona State University
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