Atwood Memorial Center Promotional Space Procedures
for Student Organizations and Campus Departments

Kiosk and table areas

Reservation Guidelines

St. Cloud State University student organizations and university departments may reserve a kiosk or table area up to one semester in advance. Each group or event is limited to having only five future dates scheduled per semester. (In other words, if you have five days booked, you must wait until one day has been used before you can reserve another.) If your student organization is co-sponsoring an event with an off-campus group, you must complete the co-sponsorship waiver request form at the time the reservation is made in the Atwood Administration Office (AMC 110). (See the Co-sponsorship Policy for further explanation and form)

Credit card sales or promotions will not be allowed in Atwood Memorial Center (AMC) or AMC Mall except for those situations where a charge card is provided as an incidental service to a product or service (e.g., phone calling cards that can only be used to charge calls). Affinity Plus Federal Credit Union and other official SCSU credit card programs are exempt from this policy.

To make reservation requests:

• Submit your request on-line for a table or kiosk;
• Stop in the AMC #110 office and fill out a promotional space request form;
• Call (320) 308-INFO (4636), or
• Send an e-mail message to kmcleod@stcloudstate.edu.

Please include the following information in your request:

• Your name and phone number
• Organization or Department name
• Date and time needed
• E-mail address (campus only)
• Reason for the use of the space
• Number attending
• Setup required

Cancellations/No Shows

Use of kiosks or table areas are free for SCSU Student Organizations and University Departments promoting events to the campus community. While student organizations are not charged rental rates, they will be assessed a $25 fee if they do not show and fail to cancel the reservation. The first offense in any semester will result in a warning letter. The second offense will result in a fine. Atwood Policy states: "Groups failing to cancel a reservation will receive a warning after the first infraction and a $25 penalty for each occurrence thereafter." To cancel a reservation, stop in the scheduling office (Atwood 110) or call (320) 308-2905 between 8:00 a.m. and 5:00 p.m. Frequent last-minute cancellations or non-use of reserved facilities will affect a group's ability to make future reservations and may result in a fee.

Food and Beverages

1. No food or beverage will be sold or served in Atwood Memorial Center (AMC) or on the adjacent malls, unless purchased through or prepared by, Sodexho and/or, Bernick Companies, AMC Convenience Store and/or AMC.  This is in accordance with Minnesota State Law, St. Cloud State University and MnSCU policies, as well as the existing contracts.  (See Food and Beverage Policy).
   
2. Other policies
   1. The possession or use of intoxicants in Atwood Memorial Center is prohibited.
   2. Food is permitted in the Theatre. However, food is not to be served in the Theatre.
   3. Potlucks are not allowed. This does not include individuals within an office area of Atwood who would like to host a potluck.

General Information

Kiosks are four feet wide by two feet deep. Six-foot tables are used in the table areas. A maximum of three six-foot tables can be used in a 10' x 10' area. Violations of space policies will result in losing the privilege to use space for the remainder of the current semester. Violations include, but are not limited to: failure to keep space clean, failure to cancel reservations in advance, using the space for a different purpose than originally planned, improper use of an organization's name, or unacceptable volume of audio equipment.

Groups are responsible for removing and storing their materials and supplies. Items left behind at the end of a reservation will be discarded.

Anyone using promotional space is required to stay behind the table/kiosk when distributing material or recruiting.

Unattended space will be given to the next group requesting space.

Check-In

A representative from your organization must check in with the Atwood 110 office before setting up. This is extremely important since 2 or 3 groups might use each space on one day. If you do not show up within 30 minutes of your reservation time, your space will be given to the first group that requests it. Your organization will be given a no show warning or fine.

Audio Visual Equipment

Outlets are located near kiosks and tables. A limited number of TV/VCR/DVD's are available in Atwood. You may request a TV/VCR or TV/DVD when requesting promotional space. Volume must not disturb others in adjacent area.

Bridge area for posters

The bridge area above the main stairways to the lower level will be used for posters. Ten spaces are available. You are limited to five future dates scheduled for any one event. (In other words, if five dates have been booked, you must wait until one day has been used before you can reserve another.)

Posters must be hung by the organization between 7:00 a.m. and 12:00 p.m. If the poster is not up by noon, the reservation will be cancelled. The space will be given to the first group that requests it. All posters must contain your organization's name, contact person, and phone number.

Poster material must be firm enough so that it can be hung by clips and not taped. If your group wishes to keep your poster, please take it down by closing on the last day of your reservation. Any posters not removed by that time will be thrown. Posters must be no larger than 3' high x 4' wide.

Bridge space can be reserved on-line.

Procedures for the Grill

The Atwood grill is for use on the mall only

See: Grill Procedures

Procedures for the Corn Popper

Atwood has one popcorn popper. You must reserve the machine with the receptionist in Atwood 110. Popcorn and oil must be purchased on your own or at the Information Desk.

Failure to clean the floor area and the popcorn machine will result in denial of future use of the popcorn machine. The popper will not be allowed to leave Atwood Memorial Center or Atwood Mall. The group reserving the machine is responsible for any damages.

Easels

Atwood has 30 easels for use in Atwood Memorial Center only for events taking place on that day. All are available on a first-come first-served basis at the beginning of each day and cannot be reserved. Six easels are assigned a location on the main level. One easel will be allowed per organization and/or event. Extra posters will be taken down without notice and discarded. If you wish to save your poster, you must pick it up by the end of the day. The remaining easels will be available for use in meeting rooms. Conferences using several meeting rooms may use easels outside the rooms for directional purposes or to identify individual workshop sessions. Atwood has also installed clips next to the name of each room to hang posters instead of easels, whenever possible.

Atwood Memorial Center easels will not be allowed to leave the building. For use of easels outside of Atwood Memorial Center, contact the scheduling office AMC-110 or Buildings and Grounds (308-2266).

Magnetic Overhead Sign Holders

Magnetic sign holders are available for use in hanging overhead in walkways. Sign holders are available on a first-come, first-served basis each day through the Atwood #110 office and cannot be reserved. Posting can only be used to promote (or provide directions for) events the day of the event. Ticket sales will be considered events. Signs may not be more than 24" in height and up to 48" in width when posted overhead in walkways. Signs must not visually block exit signs. Poster board works best in sign holders. Two-sided posters are suggested for walkway postings.

Atwood-Centennial Walkway Windows

Three central windows on both the north and south side of the Atwood-Centennial walkway will be available for use as poster space. The three window spaces are designated to: Student Government, University Programming and the Center for Student Organizations and Leadership Development. Organizations will be allowed to display computer generated posters that are 72" x 42" or smaller. The content and duration of the materials hung will be managed by the department responsible for the window. Atwood staff will be responsible for hanging and removing materials. Posters or banners will be hung in the evenings by the Building Managers. Materials need to be dropped off at the Information Desk.

Bulletin Boards

Please post only one poster per event on each bulletin board or tack strip. The largest poster size allowed is 18" x 24". Each bulletin board will have the policies posted on that board. We encourage groups to use recycled or recyclable paper. Outdated and improperly posted posters will be taken down daily and destroyed. Posting is prohibited on windows, walls and pillars in Atwood Memorial Center.

There are four different types of posting space:

• Student organizations, campus departments and tri-college
• Off-campus sponsors/organizations
• 3" x 5" note cards and personal posters (for sale, roommate wanted, lost or found, etc.)
• Job posting and personnel notices

The designated space for students running for Student Government office, Homecoming and Winter Week royalty is the tack strip area on the south side in the hallway at the bottom of the main stairs in Atwood Memorial Center.

Glass Display Cases

The display cases in the hallway outside of Student Life and Development and in the hallway outside of Campus Card can be reserved through the Center for Student Organizations and Leadership Development (CSOLD) - Phone: 308-3004. The cases outside the Ballroom can be reserved through the University Programming Board (UPB) - Phone: 308-2205.

Mall Space: Atwood/Stewart/Performing Arts

The Mall is intended primarily for the safety, convenience and pleasure of pedestrians. All persons wishing to use the Mall for other purposes such as advertisements, promotions, decorations, sales, displays, parades, and demonstrations must make a request to reserve mall space through the AMC 110 scheduling office which can be done on-line.

Flag Pole Usage Policy

Of the two poles that Atwood has, one pole will be reservable. Up to two (2) flags may be on the pole for your reservation. Flags can be no larger than 5 x 8 and no smaller than 3 x 5. All flags must be made by a professional flag company. Only Student Organizations or departments located in AMC can reserve the space. Booking time periods will be (Monday-Thursday) and (Friday-Sunday). Only two (2) bookings at a time can be in the reservation system for any semester. If a groups has a reservation for a flag other than a country’s flag they must submit an explanation of their flag so that AMC staff can answer questions regarding their flag. No flags for political candidates and no political party or referendum related flags will be allowed two weeks before an election. Flags that are created specifically to promote an event will not be allowed. Flag rules and regulations will follow standard flag etiquette for the U.S. and Minnesota flag. AMC is not responsible for storing flags beyond 48 hours after it comes down.