St. Cloud State University

Student Organization : Manual

Atwood Memorial Center Space Use Policies

II. Scheduling regulations

1. As a general rule, scheduling for space and facilities will be done on a first-come, first-served basis. Individuals are encouraged to make reservations no later than two working days in advance. Effort will be made to meet last minute requests when possible.
2. Reservations for the use of facilities and space in Atwood Memorial Center shall be made in the Conference and Scheduling Office.
   1. The administrative staff of Atwood Memorial Center reserves the right to cancel a reservation if it conflicts in any way with the general policy of the university or Atwood Memorial Center.
   2. Reservation requests will be taken as far in advance as the academic calendar allows. Groups needing rehearsal space can schedule up to two rehearsal times. Additional space can be scheduled on an availability basis two to seven days in advance. Each group or event is limited to having only five future dates per semester on the charts.
   3. Arrangements for changes in room setups or placement of equipment shall be given to the Conferences and Scheduling Office no later than two working days prior to the scheduled event.
   4. Cancellation of a reservation should be given to the Conferences and Scheduling Office as soon as possible.
   5. Groups failing to cancel a reservation at least two working days in advance or changing room setups without prior approval will receive a warning after the first infraction and a $25 penalty for each time thereafter.
   6. Dance/concert security. Dances or concerts (other than in the Quarry) that are open to the general student population or general public require the hiring of St. Cloud State University security staff or St. Cloud area police. Two security staff will be the minimum requirement with additional officers required due to size of attendance or special circumstances as determined by St. Cloud State University security.
3. Study groups. While the primary intention of Atwood's meeting rooms is for organizational meetings, limited use of meeting space for study groups will be allowed. The following policy applies:
   1. Study rooms may not be reserved in advance.
   2. Study groups can request space from building managers or the Conferences and Scheduling Office receptionist on an as needed/available basis. Group is defined as at least three people.
   3. Students in charge of the study group must leave an ID and sign an agreement before using the room. This agreement guarantees that the room will be left in the same condition as it was found.
      
      (Note: Building managers or the Conferences and Scheduling Office receptionist will work with general maintenance staff in determining what space, if any, is to be used.)
4. Atwood Memorial Center reserves the right, under special circumstances, to make room changes. Considerable care will be given to ensure comparable meeting space is given. Atwood administration will make every attempt to notify the group in advance, but may make a change without discussing the change with the group.
5. Atwood Memorial Center staff shall have complete access to the reserved activity area at all times. The staff may terminate a scheduled activity if any incidents occur that might jeopardize the general well being of the building or its patrons.
6. Scheduling regular meetings
   1. Student organizations may schedule regular (e.g., weekly) meetings in advance.
   2. Organizations who historically maintain the same time and day of the week for their meetings each year may schedule as far in advance as the scheduling system allows.
   3. Organizations whose meeting schedules vary from semester to semester must limit their advance scheduling to one semester at a time. New programs or new organizations who wish to schedule regular meetings must meet twice to determine room size need before requesting a semester-long reservation.
   4. Each student organization will be limited to no more than three regularly scheduled meetings (i.e., weekly) per week. Student Government and University Program Board are exempt due to the many subcommittees.
7. Groups using Atwood Memorial Center facilities shall agree to comply with all regulations governing the union and the university campus.
8. Class policy. Regularly scheduled classes may not be held in Atwood Memorial Center, except for those classes that require Atwood Memorial Center's unique facilities (e.g., bowling).
9. Any individual or organization violating the policies for use of Atwood Memorial Center may be denied the right to schedule facilities for future activities.
10. Scheduling kiosks
    1. University-recognized student organizations and academic/administrative departments of the university may reserve space at the kiosks at no charge. Other individuals and organizations can reserve kiosks and pay a daily rental fee.
    2. Specific policies regarding the kiosks and other promotional space are as outlined in:  Promotional Space Procedures for Student Organizations and Campus Departments and Promotional Space Guidelines for Off-Campus Vendors.
11. Credit card sales. Credit card sales will not be allowed in Atwood Memorial Center except for those situations where a charge card is provided as an incidental service to a product or program being sold. The card must work only for that product or service (e.g., phone calling cards that can be used only to charge calls). Affinity Plus Federal Credit Union and other official St. Cloud State University credit card programs are exempt from this policy.
12. Logo and products with a message. Products bearing the St. Cloud State University official logo or the St. Cloud State University name must be approved by University Communications. Atwood Memorial Center strongly discourages the sale of any item that is inconsistent with the University Code of Conduct or Mission and reserves the right to prohibit the sale of such merchandise. Sales of items that violate state, city or federal law are prohibited.
13. The Atwood Mall space is reserved by the Conferences and Scheduling Office for all events. Solicitation by individuals who do not reserve space (e.g., petition drives, religious speakers or dissemination of political literature) is not covered by Conferences and Scheduling Office policy. These individuals should contact the vice president of Administrative Affairs for clearance.  Please refer to the Policy on Public Expression.
    
    1. Sales or promotion space requires advance registration with the Conferences and Scheduling Office and up to five future sales dates can be reserved in any one semester.
    2. Groups must follow general campus posting guidelines.
    3. The use of Atwood audio/visual equipment outside of Atwood requires hiring an Atwood audio/visual technician.
    4. Groups selling food must contact Sodexho Food Service.  Refer to Section VI on Food and Beverages.
    5. Amplified sound on the mall areas is allowed but must not disrupt classes or other campus events. Atwood reserves the right to limit volume levels or prohibit amplified sound when necessary.
14. Union Room. Only recognized student organizations or student service offices housed in Atwood are allowed to use this room during the academic year.
15. The Primrose Room may be reserved for special events/meetings by the university community and may not be used for regularly scheduled meetings. The President's Office is given priority for the use of the Primrose Room.

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