General Information

Section 1 - Student Services
General Student Services
Academic Student Services
Lake Campus Student Services

Section 2 - Getting Involved

Section 3 - Policies & Procedures
General Policies & Procedures
Students Orgs Policies & Procedures

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Use of University Facilities

A registered student organization may use any campus facility based on availability. Facilities include classrooms, conference rooms, the Quadrangle, Student Union, the Grassy Knoll, the Amphitheater, campus entrance billboards, Campus Source Boards, activity tables, the Forest Lane Community Center, and the Nutter Center.

Student organizations wishing to reserve classrooms, campus grounds, activity tables, tables on the Quadrangle, the Quadrangle, and the Amphitheater, Student Union conference, multipurpose, meeting rooms, and the dining room may be reserved in the Student Union, Event Services Administrative Office. Students wishing to reserve production equipment such as stage and lights should also contact this office. Campus entrance billboards can be reserved through the student union business manager in E005 Student Union, at 775-5522. Stereo sound equipment can be reserved through the Student Government House of Representative. This is for on-campus use and basic training is required before use.  To reserve facilities at the Nutter Center, contact the director's office at 775-3489 or 775-3670.

Table Reservation Policy

Student organizations and university departments may reserve tables to promote their organization, advertise organizational or departmental events, and to fund-raise. Student organizations and university departments who wish to sponsor outside vendors to assist them in fund-raising efforts must comply with the Wright State University Vendor Policy. Table reservations can be made in the Student Union, Event Services, W005 Student Union, (937) 775-5522.

Tables are available to be reserved in the following locations.

• Various Student Union locations (four tables are available)

Guidelines for Tables in the Student Union

1. Tables will be reserved on a first-come first-served basis to Wright State University registered student organizations and university departments.
2. Due to the physical arrangements necessary to ensure service, reservations must be made two full days in advance of the time the table(s) are to be used.
3. In order to accommodate as many requests as possible, tables may be reserved no more than 4 hours per day. Evening hours are available by special request.
4. Student organizations and university departments may reserve tables for up to three consecutive half-day periods at one given time. After the reservation period has ended, student organizations and university departments may make additional reservation requests.
5. Student organizations or university departments may sponsor only one external vendor in the Student Union per day.
6. Notice of cancellation must be given to the Student Union, Event Services at least 24 hours in advance. Failure to cancel reservations within the specified time will result in the loss of reservation privileges for one academic quarter.
7. Any organization violating the university vendor or table reservation policy will be notified in writing by the Office of Student Activities.
8. Further violations will result in the initiation of the group disciplinary process and sanctions outlined in the University Vendor Policy.
9. Registered student organizations and university departments reserving tables must comply with the University Vendor Policy, all other university policies, as well as local, state, and federal laws. The university reserves the right to remove anyone from reserved tables for such violations.

Guidelines for Tables on the Quad

1. Tables may be reserved for five consecutive days from 8:30 a.m. to 5 p.m.
2. Due to the physical arrangements necessary to ensure service, reservations must be made at least six working days in advance of the time the table(s) are to be used.
3. In case of inclement weather, table reservations may not be transferred to other locations.
4. No vehicles are permitted on the quad.
5. All other table reservation guidelines apply.

Meeting Room Guidelines

This policy is currently under review.

We request your cooperation in following these guidelines, which have been established to ensure the proper care of the meeting rooms. The guidelines have been developed in accordance with the regulations of the Wright State University Departments of Environmental Health and Safety, University Police, and Student Union & Event Services. Input was provided by the University Activities Board, Office of Conferences and Events, and the Office of Student Activities.

1. Candles or open flames in any form may not be used in meeting rooms. Mini-mag lights can be provided by arrangement with the Student Union & Event Services.
2. Meeting room doors will be locked only when rooms are unoccupied.
3. Door windows may be covered for the purpose of ceremony only. The Student Union will provide the appropriate window covering upon request.
4. Prior permission must be received from Student Union & Event Services to rearrange furnishings in the meeting facilities. Failure to obtain permission or return furnishings to original place may result in charges.
5. Nothing may be temporarily affixed to any surface in any areas of any room or hallway. Easels may be reserved through the Student Union & Event Services for this purpose.
6. Food may be served in designated meeting rooms only through prior arrangement.
7. Arrangements for audio-visual equipment may be provided by the Center for Teaching and Learning.

Policies for Use of the Student Union

This policy is currently under review and will be published in its final form in the online version of the of the 2001-2003 Student Handbook at this Web site by September 1, 2001.

The primary objective of the Student Union is to serve members of the university community, including WSU students, staff, faculty, and alumni. Informal student use of the facility for social and recreational activities, and events planned by student organizations, is considered to be priority.

Reservations Policies

1. Student Union & Event Services is responsible for scheduling all meeting space in the Student Union, and also schedules the use of the pool, squash/racquetball courts, and the billiards room.
2. The student activities manager schedules exhibits in Student Union Gallery and program activities in the Atrium.
3. Requests for rental space will be referred to Student Union and Event Services.
4. Student Union is regarded as a nonacademic facility. Reservations for classes are not accepted.
5. Student Union & Event Services supports and abides by the Guidelines for the Coordination of Summer Programs when accepting reservations during the summer months.
6. Special university events utilizing space in the Student Union will have priority reservation privileges (e.g., Career Fair, SOM Interment Ceremony, Admissions Visitation Days, International Friendship Affair, Welcome Week, President's Award for Excellence, annual student activities, Convocation, and Employee Recognition Ceremony). Requests must be reconfirmed yearly by the sponsoring department. Space in the Multipurpose Room will be set aside for a minimum of five weekend dates per quarter for student organizations' event lottery process.
7. Student Union & Event Services will honor requests to hold reservations for five working days. Extensions must be requested at the end of five days, or the reservation will be released.
8. Student organizations wishing to use Student Union facilities are governed by the following policies:
   1. Student organizations are encouraged to use the Multipurpose Room for activities described in the Social Events Policy.
   2. Prior permission must be received from the Student Union Administrative Office to rearrange furnishings in the meeting facilities. Failure to obtain permission or return furnishings to original place may result in charges. Student organizations may be required to provide assistance with large set-ups.
   3. Student organizations are encouraged to participate in the scheduled lottery (held quarterly or annually by the House of Representatives and Office of Student Activities) for use of the Multipurpose Room. The lottery system allows student organizations the opportunity to select dates and reserve space for special events. A separate document outlining lottery procedures is available in the Office of Student Activities.
9. A request for the use of all meeting facilities can be accommodated with the exception of a block of meeting rooms to ensure meeting space for the WSU community.
10. Organizations are requested to contact the event coordinator in the event of a cancellation. Repeated cancellations without notification to Student Union & Event Services may result in the loss of future reservation privileges.
11. The reserving organization will be billed for any damage, and the organization's representative will be named as the contact person. Failure to make arrangements to pay for damages within five working days will result in loss of reservation privileges in the Student Union.
12. Every effort will be made to accommodate group preferences for meeting rooms. Student Union & Event Services reserves the right to assign a group or groups to an alternate location.

Space Rental Policies

1. Student organizations will not be charged room rental fees.
2. WSU faculty and staff will not be charged room rental fees for normal university business (i.e., meetings, luncheons, receptions).
3. Professional organizations affiliated with the university will not be charged room rental fees for a meeting activity provided that the organization is sanctioned by the provost or appropriate vice president, arrangements for the organization's activity are coordinated by a university department, and the activity is attended by an individual(s) from the university. Groups in this category are permitted to utilize one meeting space per month for their activities. Additional reservations within any given month will be charged a room rental fee.
4. External organizations (general public) will be charged full room rental fees as described in the Room Rental Fee attachment.
5. A room rental fee will be charged to any organization or university department (excluding student organizations) that assesses or passes on a fee or fees to program participants. This does not apply to meetings or meal functions that are considered normal university business (i.e., dinners, receptions).
6. Organizations and university departments will not be charged set-up fees for standard room arrangements. Special set-ups must be confirmed and approved by Student Union & Event Services within one week of the event. Set-up charges may be incurred for multiple arrangements within a given space in the same day. Alterations can be accommodated with five working days' notice; however, fees may be assessed for labor costs incurred due to additional staff or for set-up requests that do not provide sufficient notification to Student Union & Event Services personnel. Student Union staff will work with individual groups to avoid or minimize this expense.
7. Use of the Skylight Lobby may incur a rental charge if the function precludes the convenient access to, and use of, adjacent meeting rooms.
8. Groups assessed a room rental fee will be required to provide half of the fee as a deposit when the reservation is confirmed.

Catering Policies

1. Consistent with university policy, all catering for meetings and events in the Student Union must be arranged through University Dining Services.
2. Catering functions are limited to the use of certain rooms in the Student Union. Spaces primarily designated for regular dining service operations (Student Union Dining Room, Rathskeller, Faculty Dining Room) are available for use with time limitations due to daily scheduled meal service. Requests for catering in the Upper Hearth Lounges, Formal Lounge, or the Gallery require the approval of the Student Union & Event Services. Please consult with the event coordinator for further information.
3. The Rathskeller may be used for special events during operating hours. During these hours, the space cannot be reserved by one group to the exclusion of the general public. Event reservations must be submitted and approved by the Student Union & Event Services. Reservations for Rathskeller space during nonoperating hours are subject to approval by the Student Union & Event Services in consultation with University Dining Services. Refer to Student Organization Social Event Policies and Procedures for additional information.
4. Alcoholic beverages may not be sold or served at university or externally sponsored events in the Student Union meeting/catering rooms prior to 5:00 p.m. on the weekdays.

General Policies

1. The casual possession or consumption of alcoholic beverages in the Student Union is strictly prohibited. Casual consumption is defined as "bringing your own” alcohol. Beer may be purchased in the Rathskeller. Beer, wine, and liquor may be purchased in the Faculty Dining Room. Alcoholic beverages must be consumed in the area in which they are purchased. Groups scheduling special events in the meeting facilities may make special arrangements with University Dining Services for the sale or service of alcoholic beverages. These alcoholic beverages must be sold and serviced by the dining services contractor.
2. Wright State University is a smoke-free campus. Smoking is permitted only outdoors.
3. Furniture and equipment may be moved or rearranged only by Student Union operations personnel or charges will be assessed.
4. Vendors will not be permitted to use Student Union areas to promote their product for purposes of on-site sales unless they are sponsored by student organizations or university auxiliaries. Vendors sponsored by student organizations must contact the Office of Student Activities. Vendors sponsored by Student Union & Event Services are arranged by Student Union & Event Services business manager. Approved vendors must abide by university guidelines as administered by the Office of Student Activities and the Student Union & Event Services.
5. Animals are not permitted in the buildings, with the exception of those animals that provide assistance to people with disabilities.
6. Bicycles, skateboards, and rollerblades are not permitted in the building.
7. The Student Union & Event Services is not responsible for lost or stolen articles.
8. Exceptions and/or additional agreements to any of the above must be approved in advance by the director of the Student Union.

Set-up and Catering Arrangements at a Glance