The Centralized Reservations Policy and Event Guide details all of the policies surrounding reserving space for events around campus. Clients are responsible for knowing and adhering to all policies.
Registration of Events
Serving Alcohol when Student are Present
Purchase and Supply of Alcohol
Style of Service
Supervision of Area
Other University Guidelines
POSTERS AND FLYERS
GENERAL FACILITY INFORMATION
WHAT IS CENTRALIZED RESERVATIONS?
The Centralized Reservations team operates under the umbrella of the Skutt Student Center and the Harper Center. The Centralized Reservations Staff is responsible for the scheduling of non-academic events in Creighton University?s general-purpose and classroom space in the Skutt Student Center, the Harper Center and various other buildings across campus. These rooms are available for academic events, departmental events, student organization meetings, wedding receptions and public conferences. The Centralized Reservations Staff is also responsible for reserving various outdoor space cross campus.
*Please note that Centralized Reservations is NOT responsible for scheduling academic courses/classes/exams. All academic classes/courses/exams must go thru the Registrar?s Office. You may contact the Registrar?s office
Centralized Reservations Office
SCHEDULING YOUR EVENT
POLICY 3.1 RESERVING SPACE
Space in the Skutt Student Center and Harper Center is available for use by registered student organizations, university departments, organizations that have an affiliation with the University, or public clients consistent with the Catholic Jesuit mission. Reservations for space must be made through the Centralized Reservations Office.
Reservations are made on a first-come, first-served basis. However, in extremely unusual circumstances, confirmed reservations may be over-ridden.
Most space reservations can be made up to one year in advance. The exception is with events needed academic space. No events will be scheduled in any academic space until the academic term courses have been finalized and classroom spaces have been released for general scheduling by the Registrar?s Office.
Creighton Faculty and Staff may make reservations for events for by contacting the Centralized Reservations Office. Rooms are available for you to reserve when they are not being used for an academic course or a University Event.
Student Organization Reservations
Student Organizations that have registered with the Student Leadership & Involvement Center (SLIC) may make reservations for events by contacting the Centralized Reservations Office. Rooms are available for Student Organizations to reserve when they are not being used for an academic course or University Event. Depending on the type of event is being registered; additional approval from SLIC may be required prior to a final event confirmation.
Weddings and Conferences
Due to the additional time needed to plan events such as weddings and conferences, reservations for wedding receptions and conferences may be made up to two years in advance.
Once a reservation has been confirmed and a contract signed, a representative from the Centralized Reservations Office will be assigned to work with the client to finalize all logistical requirements and expectations for the event.
Event details for large and/or complex events (graduation ceremony, receptions, conferences, banquets, dinners, vendor fairs, etc.) must be finalized at least 15 business days prior to the event due to the size, scope and nature of the event.
Any other client reserving space for standard meetings or smaller events that do not require complex AV/Technology or setup should coordinate room set up requirements and equipment requirements at least 5 business days prior to their event.
Special Rental Items
Arrangements may need to be made with outside vendors for special rental items not normally available as part of the Centralized Reservations Office inventory of equipment. The current inventory of equipment is specific to the Skutt Student Center and the Harper Center. The Centralized Reservations Office may secure additional items outside of our normal inventory on behalf of the client. However,
any charges incurred for use or rental of equipment or materials will be the sole responsibility of the client. Failure to make prompt payment to any outside vendor will result in the cancellation of future reservations held by that client. (See policy 4.1 for fees)
Using classroom space to hold events (Campus-wide)
Classroom spaces can be used ONLY if there are no academic classes taking place in the space. All request for use of classroom space as an event space will not be processed until the Registrar?s Office has released the space for use. This generally takes place after all academic classes have been scheduled. All requests for use of a classroom will be put on an Academic Space Waiting List until classes have been released. All requests will be processed in the order in which they were received.
POLICY 3.2a RESERVABLE SPACES (SKUTT)
The Skutt Student Center facilities are available for meetings, receptions, lectures, banquets, workshops, fundraisers and other student, department, and University programs. The only locations that can be reserved for meetings and events are:
§ Ballroom Entire
§ Ballroom West
§ Ballroom Center, which can be divided into Rooms A, B, C.
§ Ballroom East, which can be divided into Rooms D, E, F.
§ Off Rooms 104 and 105 on the first level.
§ Skutt second level entrance patio.
POLICY 3.2b RESERVABLE SPACES (HARPER)
The Harper Center facilities are available for meetings, receptions, lectures, banquets, workshops, fundraisers and other student, department, and University programs and public events. The only locations that can be reserved for meetings and events are the following rooms:
*The Harper Center does have classroom space that is available for events during times when classes are not scheduled*
Both offices and classroom reside in the Harper Center, in addition to meeting/event spaces. Requests to reserve common areas will only be considered on a limited basis and are not guaranteed and fees may be assessed on a case by case basis. Common areas include the following:
First floor atrium outside of Card Services
Second floor railing area
Hallways outside of the John P. Fahey Career Center and the Creighton Center for Service and Justice
Second floor lounge outside of the Hixson-Lied Auditorium
Third floor lounge outside of room 3023
Fitzgerald Boardroom Foyer
Common hallways near restrooms and elevators
A request to use these areas must be submitted and approved by the Director of the Skutt and Harper Centers, or his/her designee, a minimum of 10 business days prior to the requested event date. Only those events that will not create a disturbance for the occupants in the building will be considered. Examples would include large events taking place in the Hixson-Lied Auditorium involving food/beverages outside of business hours, registration or display areas for large events utilizing several
spaces in the building primarily outside of business hours.
Events involving amplified sound in common areas will not be approved during official business hours, during class periods, or if there are other events in the building that could be disturbed by the sound.
POLICY 3.2c RESERVABLE SPACES (CAMPUS-WIDE)
The Centralized Reservations Office schedules events within classroom space across the entire campus. It is important to note that Academic Courses take precedent in these spaces. Classroom spaces can be used ONLY if there are no academic classes taking place in the space. All request for use of classroom space as an event space will not be processed until the Registrar?s Office has released the space for use. This generally takes place after all academic classes have been scheduled. All requests for use of a classroom will be put on an Academic Space Waiting List until classes have been released. All requests will be processed in the order in which they were received.
In the event that an event reserved within a classroom has to be moved to accommodate an academic course, the Centralized Reservations Office will work with the client to relocate them to another space location.
POLICY 3.2d NON-RESERVABLE SPACES (CAMPUS-WIDE)
Certain spaces across campus are restricted from reservations for a variety of reasons. These space include but are not limited to the following:
ˇ Dining facilities (Becker, Birdfeeder, Brandis, BrewJay, Café A La Cart, Faculty Commons
Harper Dining Center, Jack & Ed?s Marketplace, Java Jay, Simply-To-Go, Stabucks, and Wareham Court
ˇ Mutual of Omaha Lounge in the Hixson-Lied Science Building
POLICY 3.3 RE-ALLOCATION OF RESERVED SPACE
All reservations are based on a ?first come, first served? policy. Once a client has made a reservation and received a confirmation of that reservation, the space reserved should not be relinquished to another client. However, circumstances may arise that would necessitate a request to the original client to vacate their space. If it becomes necessary to move a confirmed reservation to accommodate a second request for the same date and time, the original client must be contacted first.
Any change to a confirmed reservation must be facilitated by the Centralized Reservations Office. It is the sole responsibility of Centralized Reservations Office to contact the clients involved. If the original client agrees to a change, the Centralized Reservations Office will make all the necessary adjustments. If the original client is unwilling to relinquish their reserved space, the Assistant Director, Centralized Reservations will review the matter, contact all parties involved and make the final determination regarding the space. The Centralized Reservations Office will assist, to the best of its ability, in securing a suitable alternate location for any client that loses its space through reallocation.
SPECIAL NOTE: It is vital to the integrity of the Centralized Reservations Office and the confidence of our clients that confirmed reservations are not reallocated by another client. Application of this policy should be under exceptional, extenuating circumstances and not merely to accommodate a second client?s request.
POLICY 3.4 OVERLAPPING RESERVATIONS
In the event overlapping reservations occur, the Centralized Reservations Office will review each reservation number and determine which client made the first request. The client who made the initial reservation would be granted the space.
If it cannot be determined which reservation was made first, the Assistant Director, Centralized Reservations will try to resolve the situation. If an amicable solution cannot be determined by the Assistant Director the final decision on who will be granted the space would be made by the Director of the Skutt Student Center and Harper Center for Student Life and Learning.
The Centralized Reservations Office will assist the displaced client to the best of its ability to locate an alternate location
POLICY 3.5 ROOM HOLDS
It is not the policy of the Centralized Reservations Office to hold more than one space for an event, or to hold a room for a client for an undefined event. A room hold is at the discretion of the Centralized Reservations Office.
When a request is made to hold a room for an event, the client will have 3 business days from the date the reservation is made to either confirm a planned event or release the room. When the 3 business day time period has passed, the Centralized Reservations Office will release the hold after notifying the client.
Due to the high demand for room reservations and the limited availability of space, clients may not hold more than one space at a time. Holds may not be placed farther than one calendar year in advance. Unless the hold is for a conference or similar event and the hold has been placed directly with the
Assistant Director of Events/ Reservations.
POLICY 3.9 FINAL ROOM SETUPS
Customers are to provide final meeting room setups at least 15 business days in advance for large events. This includes dinners, banquets, receptions, graduation ceremonies, conferences/seminars, and special AV/ Technology setups. Customers are to contact the Centralized Reservations Office for any changes as soon as possible. Last-minute setup changes may be subject to labor fees (see fees in Policy 4.1).
POLICY 3.10 INCLEMENT WEATHER SITE LOCATIONS
Due to the high demand for space on Creighton?s campus, it is not a customary procedure to allow clients to reserve inclement weather site locations. However, there are particular events involving a large number of attendees which require a guaranteed location. Examples of this would include University activities with Regular Event Status.
The Centralized Reservations Office will make the final determination as to the qualifications of a specific event with consultation.
In the Skutt Student Center indoor vendor lobby tables will not be reserved in conjunction with an outdoor table on the mall solely for the purpose of having a space in the event of bad weather.
However, outdoor vendors may be able to relocate to the Fireplace Lounge as approved by the Director, Skutt Student and Harper Center.
POLICY 3.18 EVENT STORAGE
The Centralized Reservations Office is not to be used as storage space for events. All items (posters, decorations, flowers, equipment, etc.) needed for events and the storage thereof, are the sole responsibility of the client. Clients should make arrangements to have items delivered and picked up within the scheduled time of their reservation.
Centralized Reservations is not responsible for any items left behind after an event. All items found in the Skutt Student Center or Harper Centers will be turned in to Lost and Found. Clients may contact the Welcome Desk at both locations to inquire about lost items and/or to pick up lost items.
POLICY 3.12 REGULAR EVENT STATUS
Regular Event Status addresses the parameters around using facilities for reoccurring events that may be reserved three (3) years in advance according to approved Event Date Standards.
An event considered for Regular Event Status must comply with all of the following criteria:
o Academic and ecclesiastical calendars will determine the selection of some dates.
o Which may include multiple room reservations
o Which may repeat or extend over a series of several days
?The event may not be a series of single events, i.e.- a weekly/monthly meeting held throughout the semester
Application and Approval
Event sponsors must complete an application for Regular Event Status form and submit it to the Centralized Reservations Office. Submission of an application is not a guarantee for approval. To obtain an application, please contact the Centralized Reservations Office. All applications will be reviewed by the Assistant Director of Events/ Reservations. All applicants will receive an email detailing the
approval or denial of their application.
Collaboration between both parties is essential to having a successful event. All clients who receive approval for Regular Event Status must meet with the Centralized Reservations Staff via phone or in- person at least 30 days prior the event to review event needs and expectations.
Due to the nature and size of Regular Event Status Events, all event details will need to be finalized at least 15 business days prior to the scheduled event.
Changes & Unused Space & Cancellations
Date, time and room changes or cancellations of Regular Events must be requested through the Centralized Reservations Office in writing. Changes to a reservation will be made only if appropriate space is available.
Administration & Maintenance
The Centralized Reservations Office is responsible for the administration and maintenance of this policy. Specifically, the responsibilities include:
annually in the month of July. All approved applicants will be contacted by the Centralized
Reservations office to confirm additional reservation dates are entered into the
CATERING YOUR EVENT
Sodexo Catering is the exclusive caterer at Creighton University. All orders for food and/or beverages for meetings, events, etc. in spaces across campus must be purchased through Sodexo Catering.
Sodexo Catering Office
Harper Center Suite 1108 email@example.com https://creighton.sodexomyway.com/catering/index.xhtml
POLICY 3.6 FOOD SERVICE EXCLUSIVITY
Creighton University contracts their food service through Sodexo Campus Services. All foods and beverages consumed in the building related to events and activities must be purchased from University Dining Services, unless a Catering Exclusivity Waiver has been obtained and approved from the Director
of the Skutt Student Center and Harper Center.
Any individual or group discovered to have brought food from outside the building into the facility for an event without appropriate permission will be charged a minimum fee of $50.00. Fees will be assessed according to the severity of the violation. (See policy 4.1 for fees)
An individual or group wishing to arrange for catering in any reservable space must contact the Centralized Reservations Office and the Sodexo Catering Office. The room reservation must be made prior to finalizing catering arrangements. A room reservation acts as a clearance for the food event to take place.
To complement this exclusivity the Centralized Reservations Office must work with its clients to allow exceptions to the protected contract.
In accordance with this belief, the following is allowed:
POLICY 3.7 FOOD SERVICE CATERING LEFTOVERS
For numerous reasons, including insurance, ServSafe regulations, and State/Local Health Department concerns, no catering client or guests of that customer shall remove food products from any reserved space at the conclusion of an event without explicit prior approval of the catering department?s director or his/her designee. Only products that will not spoil and become contaminated will be considered for
This guideline includes staff of the Centralized Reservations Office, Skutt Student Center, Harper Center and any other University faculty, staff or students. It is also the expectation that staff will not consume leftovers remaining at an event site without approval of the catering administration.
POLICY 3.17 FOOD AND DRINK IN THE HARPER CENTER AUDITORIUM
Groups wishing to have food and drink within the Harper Center Auditorium must adhere to the following guidelines:
POLICY 3.8 EVENTS WHERE ALCOHOL IS SERVED
This policy recognizes drinking alcohol is a privilege, not a right. Responsible drinking is defined to be
"consumption without infringing on the rights of one's self or community."
Registration of Events
a. All events where alcohol is served must be registered with the Centralized Reservations
b. Clients who invite Creighton University students to an event must satisfy all regulations set forth in the current Student Handbook.
Serving Alcohol when Student are Present
a. Prior approval must be obtained from the Director of the Skutt and Harper Centers (or his/her designee) for any event where alcohol will be served. It will be necessary to complete and adhere to all University policies and applicable state laws.
b. The ?Request to Serve Alcohol When Students are Present? form can be found on the Centralized Reservations website. It is important to note that this form must be submitted to the Centralized Reservations Office for review at least 2 weeks prior to the event. Any form submitted less than 2 weeks from the event will automatically be denied.
c. Any sponsoring organization which serves alcohol at their events must use trained servers from University Dining Services (Sodexo Catering). Students must present a valid ID and their student ID.
d. Sponsoring organizations or groups assume responsibility for their events. This responsibility includes insuring that only those of legal drinking age possess and/or consume alcoholic beverages, refusing to serve people who appear, act, or behave in an intoxicated manner; providing sufficient quantities of non-alcoholic beverages as dictated by the event and he crowd; and, finally, providing sufficient quantities of food throughout the event. In addition, the group has the responsibility of restricting alcohol to the designated area.
e. Advertisement for any event on campus shall be in good taste and conform to the posting policy. Those events involving alcohol shall conform to the ?Creighton University Guidelines for Promotion of Events Where Alcohol Will Be Served.? A copy of this can be found in the Student Handbook.
f. Public advertising or open access to social events where alcoholic beverages are being served may not be in the best interest of the sponsoring group or of Creighton University. Therefore, any open event to the general public will be scrutinized very carefully.
g. For those on-campus social events where students are present and alcoholic beverages are being served, Public Safety personnel shall be notified of the event to determine whether or not an officer should be present. The sponsoring group is responsible for any Public Safety expenses that may result.
h. Consuming or possessing open containers of alcoholic beverages is prohibited in hallways, bathrooms, stairwells, general lounges, lobbies, study rooms, and all public areas unless specified as part of an event coordinated by the Centralized Reservations Office.
Purchase and Supply of Alcohol
a. Alcohol must be purchased by the client from University Dining Services.
a. Servers must be hired through University Dining Services, who will be responsible for this staff?s training and supervision. The servers will be ServSafe? trained. The<s>se</s> servers may recommend whether to continue serving alcohol to a guest. The final decision on whether to continue serving a guest will rest with the building manager and/or the on-site food service manager after consultation with the event host in charge.
a. Alcohol served at any event must be accompanied by a food order. Food service must be:
i. A meal offered in a seated or buffet style, or
ii. A reception including hors d'oeuvres, snacks, and finger foods, or
iii. Sufficient quantities of food provided throughout the event as determined by the Director of the Skutt Student Center and Harper Center for Student Life and Learning or his/her designee.
b. Non-alcoholic beverages must be offered as an alternative.
a. The duration of alcohol service may not exceed six hours when accompanied by a meal.
b. A four hour limit will be placed on alcohol service at any other event.
c. Last call will be made 45 minutes prior to the scheduled closure of the event. Bars will close 30 minutes prior to the event's end.
d. Any event with duration of two hours or less will not be governed by point 5.C. e. Alcohol will not be served after 1:45 a.m.
Style of Service
a. A cash bar is any event where an exchange of money transpires for the privilege of consuming alcohol.
b. An open bar is any event where alcohol is dispensed free of charge to guests and paid for by the host.
a. Alcohol consumption will be restricted to the area reserved for the event.
b. Guests attending an event are prohibited from bringing their own alcohol onto the premises and/or removing containers containing alcohol from the premises.
Supervision of Area
a. The event host will be held accountable for the behavior of his/her guests and for their compliance with all regulations.
b. The Centralized Reservations Office will notify Public Safety of all upcoming events at which alcohol will be served. Such events may be supervised by Public Safety, at the discretion of the Director of the Skutt Student Center and Harper Center or his/her designee.
c. At the discretion of the Director of the Skutt Student Center and Harper Center or his/her designee, one or more of the following may be required and will be provided at the expense of the client:
i. Non-alcohol-drinking adult(s), at least 21 years of age.
iii. An on-site officer provided through the Department of Public Safety.
iv. A sign will be clearly displayed at the serving area stating, "The sale or serving of an alcoholic beverage is prohibited to anyone under 21 or to any person who is intoxicated or who appears to be intoxicated." University Dining Services must display a copy of its liquor permit and the generic state-issued warning sign related to alcohol abuse.
Other University Guidelines
a. All other University guidelines must be followed to include:
ii. I.D. check and banding
iii. Items related to alcohol in the Student Handbook iv. The universal Creighton University Alcohol Policy
a. All government legal requirements must be observed, including the Nebraska Liquor
Control Act (Nebraska Rev. Stat. S53-101 et seq.).
PROMOTING YOUR EVENT
At this time, the Centralized Reservations Office does not assist with the promotion of any events. The promotion of any scheduled events is the sole responsibility of the client. For more information on banners, posters, flyers and tables tents, please refer to the information listed below.
POLICY 2.6a BANNERS/POSTERS & FLYERS/TABLE TENTS SKUTT STUDENT CENTER
Interior- The content of banners to be displayed in the Skutt Student Center must conform to the University Posting Policy and must avoid demeaning, sexual, racial, or other discriminatory references. Only University-registered student organizations or University departments may hang banners. There are various locations for banners on each side of the grand stairway, first floor. Space must be reserved with the Student Leadership & Involvement Center Office. Space is available on a first come, first served basis. A banner may hang for a maximum of one week. The banner must be displayed on the days reserved or the space may be given away to another group. All banners must be neat in appearance.
Exterior- Two spaces are available for reservations on the railings on the patio adjacent to Rooms 104 and 105. These banners must be constructed of vinyl material with waterproof ink. The size limit is 36? wide by 72? long. Space must be reserved with the Student Leadership & Involvement Center. Space is available on a first come, first served basis. A banner may hang for a maximum of one week. The banner must be displayed on the days reserved or the space may be given away to another group. All banners must be neat in appearance.
POSTERS AND FLYERS
The placement of posters and flyers to be displayed in the Skutt Student Center must conform to the Creighton University Posting Policy and must avoid demeaning, sexual, racial, or other discriminatory references.
Posters are not to exceed 18? X 24? in overall size. Only one of each poster or flyer may be displayed per bulletin board. The name of the organization or sponsor as well as contact information must appear on every poster.
Creighton Student Union election information must be approved by the Creighton Student Union election Commissioner prior to posting.
All poster or flyers from off-campus establishments or vendors as well as those that advertise events with alcohol must be approved and stamped for posting by the Student Leadership & Involvement Center Office. Signs that are improperly posted, out-of-date, or inconsistent with these guidelines will be removed by the Student Leadership & Involvement Center Office. Sponsoring organizations that violate these procedures may be denied future space and may be subject to a fine of $25.00 per violation.
Table tents may be placed on tables in Wareham Court. Table tents are not to be place on tables on the first and second floors of the Skutt Student Center. No more than two table tents may be displayed at one time. Only University recognized organizations and University departments may reserve space. Space must be reserved on a first come, first served basis. Table tents may be placed for up to one week. The size limit for all table tents is 8-1/2? X 5-1/2?. If at any time a table tent food or drink spilled on it or is torn, it will be discarded. There are approximately 76 tables in the food court area.
Table tents spent must be reserved through the Student Leadership & Involvement Center prior to display. Table tents must be placed on tables by noon Monday of the reserved week or the space may be given away. The content of the table tents must conform to Creighton University?s posting policy and must avoid demeaning, sexual, racial, or other discriminatory references.
POLICY 2.6b BANNERS/POSTERS & FLYERS/TABLE TENTS HARPER CENTER
No hanging of banners, display of posters or placement of table tents will be allowed within common spaces, at the Welcome Center of the Harper Center, within Harper Dinning Hall or the Brew Jay. A request to override this policy on an individual basis may be placed with the Director of the Skutt and Harper Centers? office. Example: a special all-University event such as Founder?s Week; conferences; large single one-day events; etc. The activities listed on the banners must be scheduled in the Harper Center for Student Life and Learning.
An application form must be completed and submitted prior to the request and can be secured in the
Centralized Reservations Office.
Should a request to override the policy be granted the following guidelines must be adhered to:
POLICY 3.1a TABLES FOR SKUTT STUDENT CENTER
There will be a three-tiered category of users:
§ No charge
§ No charge.
§ However, if they are cosponsored by a ?for profit? group, there will be a charge of $50.00 for one table + $10.00 for each additional table. An exception will be allowed if the ?for profit? group is rebating the University sponsor a minimum dollar amount equal to the applicable cost of the lobby table rental
§ Tier 3 groups- $75.00 for one table, plus $25.00 for each additional table
POLICY 3.1b LOBBY TABLES FOR THE HARPER CENTER
Two Lobby Tables will be available to the Harper Center Department Residents to reserve through Centralized Reservations Office. These tables will be located on the 2nd floor glass railing at the top of the stairs. If reserved for outside companies, an affiliate rate may be assessed to the organization.
See Policy 2.10 for further guidance on reserving space in common areas in the building and policy 4.1 for fees
POLICY 3.14 OUTDOOR VENDOR TABLES SKUTT STUDENT CENTER
There will be a three-tiered category of users:
§ No charge.
§ No charge.
§ However, if they are cosponsored by a ?for profit? group, there will be a charge
of $100.00 for one table + $10.00 for each additional table. An exception will be allowed if the ?for profit? group is rebating the University sponsor a minimum dollar amount equal to the applicable cost of the lobby table rental.
§ Tier 3- ?For profit? groups- $250.00 for one table, plus $100.00 for each additional table.