Meeting Services, Set-Ups and Costs

Alcoholic Beverages

All university policies relating to alcohol use and social host responsibility will be firmly adhered to within the University Center (on-line reference: www.cmu.edu/policies/documents/DrugAlcohol.html). The university firmly supports all laws relating to alcohol within the Commonwealth of Pennsylvania. In accordance with these stipulations, alcohol will be permitted at approved social events within the University Center. Alcohol must be purchased and served through University Catering. Alcohol is prohibited in hallways and public areas.

An event sponsor who wishes to have alcohol served at an event in the building must be approved as a social host by the Campus Police and must file the standard Social Event Approval Form with the Office of the Dean of Student Affairs. This is the case for all events in the University Center, regardless of whether or not students will be in attendance. As per university policy, such events may only take place in private areas where an assurance can be made that alcohol is only available to individuals 21 years of age or older. In all cases where alcohol is available at a social event, the host of that event must ensure that all alcohol use is legal and responsible.

An approved social host wishing to charge guests a fee in exchange for alcohol served at their event may do so only if that event is catered by University Catering and is consistent with the privileges that their Pennsylvania liquor license affords. An approved social host wishing to have alcohol served without charge to guests may do so through any university-preferred caterer. Under no circumstances will individuals be allowed to directly provide or serve alcohol for a social event in the building.

The sponsor of any social event with alcohol in the building will be responsible for the cost of staffing Carnegie Mellon police personnel (see section on Security). Such staffing will be arranged by the University Center Scheduling Office. No security will be required for events with less than 25 persons in attendance unless the nature or location of the event warrant special attention. Any event serving alcohol with an expected attendance of more than 25 will require a security officer. A single security officer will be ordered by the University Center Scheduling Office for events at which alcohol will be served with an expected attendance of between 25 and 100 persons or fraction thereof.

Audiovisual and Other Equipment

Arrangements for audiovisual equipment to be used in the University Center should be made through the Media Technology Services (MediaTech). This office provides audiovisual equipment for the University Center, and is responsible for the fees and policies.

There will be a fee charged to the event sponsor for this equipent. There is an additional fee for orders placed within 24 hours before the event.
Equipment not in the inventory of the Uniersity Center should be requested at least ten business days prior to the event.
Any equipment not available through MediaTech that is brought into the University Center by the event sponsor must be approved by the University Center Scheduling Office.

Catering

Functions in the University Center may be catered by University Catering or university-preferred vendors. Food deliveries other than catered events must be made to the Information Desk. Other caterers are prohibited. (see University Center Catering for more information).

Clean-up and Maintenance

Events requiring significant additional attention will be arranged by the University Center at the expense of the event sponsor. For example: events with a limited time for physical set-ups or large scale events. All decorations, including helium balloons, must be removed immediately following an event. Failure to do so may result in charges to the event sponsor.

Damages

Event sponsors are responsible for ensuring that no damage occurs to facilities of the University Center during the course of an event. Damaged facilities or equipment will be repaired at the expense of the event sponsor.

Deliveries

All event sponsors wishing to drop off materials must coordinate their deliveries through the University Center Scheduling Office. Deliveries not approved in advance may be denied.

Parking

Parking arrangements are the responsibility of the sponsor. Guest parking can be arranged through the Parking and Transportation Services located in the Lower Level of the building by calling 412-268-2052 or visiting their website. Guests are subject to all parking regulations. It is the responsibility of the event sponsor, department, or individual who arranges for visitor parking to make the parking rules and regulations known to visitors. Any parking tickets issued to sponsors, performers, or participants are their sole responsibility.

Removing Equipment

All equipment and supplies furnished by the event sponsor must be removed from the space no later than the end time of the reservation. Costs incurred for removal of materials will be charged to the event sponsor. The university and the University Center assume no responsibility for damage to or loss of equipment and materials left in the University Center. Equipment may not be left in any University Center location without prior approval from the University Center Scheduling Office. The event sponsor assumes full responsibility for any equipment or materials brought into or left in the University Center.

Security

The University Scheduling Office, in conjunction with University Police, will have authority to determine the security needs for a particular event. The University Center Scheduling Office will make arrangements for the provision of security with University Police. All costs for such security will be the responsibility of the event sponsor and will be included in the invoice generated by the Scheduling Office. The charge is $40/hour with a 4-hour minimum.

Contact

Questions concerning this policy or its intent should be directed to: Scheduling Office, University Center, ucres@andrew.cmu.edu