Atwood Memorial Center

Event Space Usage

Atwood Technicians

Charges are $11/hour ($13/hour for last minute requests) for student organizations and $12/hour ($14/hour for last minute requests). Off-campus is $16/hour ($18/hour for last minute requests). All tech charges carry a two-hour minimum charge. Tech assistance is to be scheduled at least a minimum of 1/2 hour prior to the start of the event.

Cancellations must be received a minimum of seven calendar days prior to the scheduled event or the two-hour minimum tech fee will be charged.

Alteration of Room Setup

Arrangements for room set ups must be made in advance. Groups that alter and change the room setups without prior approval will receive a warning after the first infraction and a $25 penalty for each time thereafter.

Cancellation/No-Show

Groups failing to cancel a reservation at least two days in advance or fail to use reserved facilities will receive a warning after the first infraction and a $25 penalty for each occurrence thereafter. 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. If you do not show up for your event within 30 minutes of the scheduled start time, it will be considered a no-show.

Cleaning/Damages

Atwood facilities must be left in generally the same condition that they were found prior to the event. Groups and/or individuals using facilities of Atwood Memorial Center will be held financially responsible for damages and excessive messes occurring during their use of reserved space and, in certain cases, for damages in the building that are a direct result of their activity or event. Financial liability will be limited to the cost of labor and materials to repair or replace damaged areas/equipment and to clean up messy areas as determined by the Atwood director or his/her designee.

Clothing

To meet health and safety standards, shoes and shirts are required to be worn at all times by patrons using Atwood facilities. An exception to this requirement is allowed for organized activities conducted in reserved space. Activities such as dance, yoga, etc. are allowed at the participant's own risk.

Copyright/Showing Films

Film copyright corporations consider campus buildings public venues. Any group or organization that would like to show a video or film in Atwood must purchase the public viewing rights (copyright). The contact for the facility reservation must be prepared to provide evidence of the copyright permission when requested by the Atwood staff.  More information...

Copyright Infringement Policies and Sanction Notice

Downloading or distributing copyrighted material, including through peer-to-peer (P2P) file sharing, without the permission of the copyright owner is against the law. Illegal downloading or distribution of copyrighted materials can result in you being prosecuted in criminal court and/or sued for damages in civil court. Criminal penalties for first-time offenders can be as high as five years in prison and $250,000 in fines. If sued in civil court, you may be responsible for monetary damages, attorneys' fees and civil penalties up to $150,000 per work distributed. Use of St. Cloud State University resources for unauthorized distribution of copyrighted materials is forbidden.

St. Cloud State University prohibits illegal copyright infringement through its acceptable use policies as well as student conduct code. Disciplinary action, including loss of use of the university information technology systems up to and including expulsion from the university, could result from violations of this policy.

To see a list of legal P2P alternatives, please visit http://www.educause.edu/legalcontent
For more information on this topic, please go to ITS Secure Computing.

Covering Room Windows

Groups covering their meeting room windows must notify either the Conference and Scheduling Office staff or building manager in advance.

Decorations

  • Time requested for decorating a room must be scheduled in the usual manner. Requests for more than two hours of decorating time cannot be honored if another request for the room is received.
  • Decorations may not be nailed or tacked to walls, floors, or any other part of the building without the express permission of the Atwood administration. Gaff tape and masking tape are the only acceptable adhesives for decorating purposes in Atwood.
  • Decorations must not create a fire hazard.
  • All decorations must be removed immediately after the event. Based on availability, permission may be granted for delayed removal/clean-up of decorations.
  • No latex in public hallways and staircases

Facilities Charges

  1. Fees will be charged for the use of the rooms according to the current schedule, determined by the Atwood Memorial Center director with advice from the Atwood Center Council.
  2. Registered student organizations will not be charged rental for events that they sponsor. When cosponsoring an event, they need to complete an Event Co-Sponsorship Request Form. Cosponsorship of events that are consistent with the organization's mission will not be charged rental. Cosponsorship of events that are fund raisers for the organization will not be charged rental if the group will receive compensation equal to or higher than what the non-student group would have been charged otherwise. Atwood will not tolerate use of an organization's name as a cosponsor to avoid payment of rental. Organization representatives are expected to organize and work at events they cosponsor.
  3. University groups will not be charged rental for departmental meetings. Fees will be waived for the following programs held for the campus community:
    1. Cooperative meetings between SCSU and outside organizations—meetings directly related to university business including, but not limited to, Minnesota State meetings, campus/community advisory committees, and joint ventures of SCSU departments and business or civic organizations.
    2. Minnesota State events will be charged the nonprofit rate less 10 percent unless either of the following applies:
      1. Reservation is made for the Minnesota State Chancellor's Office.
      2. Reservation is for the Minnesota State service unit at SCSU.
      3. An SCSU department is initiating and sponsoring an event that is open to other Minnesota State campuses.
    3. Job and internship fairs—programs designed to secure internships or post-graduation employment for SCSU students.
    4. Recruitment programs—university-sponsored events whose primary purpose is attracting potential students to the campus or programs that can be reasonably construed as having such an effect.
    5. Armed forces recruiting.
    6. Campus groups not listed above will be charged 90 percent of the nonprofit rental for events that are: 
      1. Cosponsored with a non-campus group.
      2. Programs offered to the public or off-campus client groups.
        Events and programs for which fees are charged to the participants or that receive funding from additional sources can expect to pay for space consistent with the current fee schedule. Consideration will be given to those programs for which these monies are used strictly to offset costs. In these instances, a reduction or waiving of fees may be authorized by the Conferences and Scheduling Office director. Rental for events that are not clearly defined by this policy will be determined by the Conferences and Scheduling Office director based on a list of exceptions that are approved by the Atwood Memorial Center Council
  4. Groups outside the university community will be charged rental for space used in the building even though some members of a group may be on the faculty or staff.
  5. Groups outside the university community will receive a 10 percent rental discount for space used in the building if the group is cosponsored by any academic or administrative department. The act of cosponsorship is defined as the active participation and support of the event. The following two procedures will be necessary for cosponsorship: (1) The department chair must approve the cosponsorship, and (2) the cosponsoring department must designate a campus contact to work with the scheduling office and be present at the entire event. If this policy is violated, 100 percent rental will be charged.
  6. If major changes in Ballroom or Voyageurs setups are requested, labor charges will be made to the sponsoring group.
  7. Rental charges for space do not include charges for student managers (hired during hours the building is not normally in use) and technical help that is required. All organizations listed in Section I will be charged for technical assistance as requested or required.

Furniture use from the Atwood lounge areas

The furniture located in the lounge areas of Atwood Memorial Center can only be removed or moved for an event when approved by the Director of Scheduling and Conferences.

Rehearsals and Study Groups

Rehearsal Policy for SCSU student Organization and Departments

Each organization/department will be allowed two rehearsal reservations per event/program that can be confirmed in advance. Additional rehearsal space can be reserved within 7 calendar days in advance of the scheduled date of the rehearsal. This restriction does not apply to reservations in spaces designed primarily as rehearsal space i.e. Studio.

All walk-up rehearsal requests may be approved by the Conference and Scheduling Receptionist or Building Manager on duty, subject to availability. All walk up requests require a valid ID. The student will need to leave the space in the same condition/set up in which it was found.

Students requesting rehearsal space for purposes not associated with of a student organization program/event may not reserve space in advance designed primarily for rehearsals. However, walk up requests may be made. These requests are subject to potentially being bumped by a student organization/department requesting the space and the space may not be used for personal gain.

Room Requests for Study Groups

Students may not reserve meeting/conference rooms in advance for individual or small group study. However, students may request same-day study space from the Conference and Scheduling Receptionist or Building Manager on duty. Approval is subject to availability. A valid student ID will be required.