Notify the Conference and Scheduling Office staff or the building manager in advance if your event will require windows to be covered.

Clean Up

• The 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 reservation for the room is received.
• All decorations and food must be removed immediately after the event. Depending on availability, permission may be granted for delayed removal/clean-up of decorations. However, all food must be cleaned up on the day of the event.
• The use of Mylar confetti and glitter is prohibited due to the difficulty in removing them.
• No furnishings in Atwood are to be moved without prior approval from one of the Atwood Directors. Approval must be noted on the room request confirmation.

Attaching Decorations

• Decorations may not be nailed, tacked, stapled, screwed, painted, or pinned to walls, floors, ballroom curtains, drapes, or any other part of the building without express permission from the Atwood administration.
• Gaff tape and blue painter's tape may be used to hang decorations. Duct tape and packing tape are prohibited because the residue is time-consuming to remove. All tape must be removed, including any used on tables.
• A 20-foot bar over the stage is available to hang banners as a backdrop. Decorations should not be pinned to the stage curtain. The ballroom curtain is approximately 42 feet wide and 15 feet high.
• Groups are encouraged to hang posters or banners from the hooks installed along the front and back walls of the ballroom. A hook in the center of the ballroom ceiling is also available for hanging decorations.

Fire Hazards

• Decorations must not create a fire hazard. Candles may be used if they are enclosed in a fireproof housing, such as a glass globe. The flame must be below the height of the housing.
• Pyrotechnics are not allowed in the building.
• Colored confetti or smoke bombs (including gender-reveal colored powder bombs) are prohibited.
• Fog machines may not be used unless approved by the AMC Executive Director.
• Ceremonial burning of sage must be prearranged through the CSO.

Balloons

• Latex balloons are not permitted in public hallways or staircases.

Safety

• The scissor lift and 14-foot ladder may only be used by qualified SCSU staff or student technicians. Students may use any Atwood ladder that reaches up to 6 feet.
• The use of water in any space requires prior approval and must be included on the reservation confirmation.

Assembly of Decorations

• Painting or gluing of any kind is only permitted in the designated workroom. All painting and gluing for decorations must be done in the workroom located on the lower level, adjacent to the studio. Charges will be billed to any group responsible for damage.

Cancellation

Groups that fail to cancel a reservation at least two days in advance or do not use reserved facilities will receive a warning after the first infraction. A $25 penalty will be charged for each occurrence thereafter.

Frequent last-minute cancellations or failure to use reserved facilities may affect a group's ability to make future reservations and could result in additional fees.

No-Show

If a group does not show up for their event within 30 minutes of the scheduled start time, it will be considered a no-show.

Atwood facilities must be left in the same general condition they were found in prior to the event. Groups and/or individuals using the facilities at Atwood Memorial Center will be held financially responsible for any damages or excessive messes that occur during their use of reserved spaces. In certain cases, they may also be held responsible for damages in the building that result directly from their activity or event.

Financial liability will be limited to the cost of labor and materials required to repair or replace damaged areas or equipment, as well as to clean up messy areas, as determined by the Atwood Director.

The goal of this policy is to guide the approval of well-supported, enjoyable, and safe events that are financially feasible.

Policy

Special events are those that are open to the general student population, the general public, or a combination of both; are scheduled outside of Atwood’s normal operating hours; and/or may pose a higher level of risk due to the requested duration or type of event. These event requests require special consideration and are subject to approval via a Special Event Risk Assessment Form.

Special events will be considered for approval based on the following criteria:

• Type of event
• Attendees (number of SCSU students, faculty, and staff vs. non-SCSU students)
• Number of attendees (larger groups pose a higher risk level)
• Age of attendees
• Day of the week, time, and duration of the event (Can the event occur within standard hours?)
• Potential for high-risk behaviors (e.g., alcohol use) prior to or during the event
• Staffing levels required to support the event
• Location of the event
• Any history of safety and security issues related to past similar events or topics (at SCSU, other campuses, or in other public venues)

If the details submitted in the initial Special Event Risk Assessment Form change or new risks are introduced, the event request will be reconsidered, and approval and requirements may be altered or rescinded. Sponsoring organizations will be responsible for covering any additional facility use and/or safety and security costs associated with the event if approved.

Procedures for Processing a Special Event Risk Assessment Form and Determining Support Levels

• The completed Special Event Risk Assessment Form must be submitted no less than 30 days prior to the requested event date. The completed form will first be reviewed for approval by Atwood Conference and Scheduling staff and the Atwood Executive Director, then forwarded for review by SCSU Public Safety before the event can be confirmed.
• Planning for Safety and Security Personnel Support
  • If the approved event requires the hiring of SCSU Public Safety staff and/or St. Cloud Police, the number and staffing level will be determined by the potential risk assessed via the Special Event Risk Assessment Form, as determined by Public Safety.
  • Event safety and security support must be arranged or contracted with Public Safety at least 30 days prior to the scheduled date of the late-night or higher-risk event. The reservation request cannot be confirmed until security arrangements are finalized. If the required security levels cannot be confirmed, Atwood reserves the right to cancel the event.
  • Additional costs for safety and security support will be the responsibility of the sponsoring organization. Charges will be based on the current applicable personnel wages from SCSU Public Safety and/or St. Cloud Police Department, and any other extenuating expenses (e.g., canine unit, rented metal detector, etc.).
• Planning for Controlled and/or Monitored Entry and Exit
  • If the approved event requires controlled entry and exit, support may include additional steps.
  • All exterior doors of Atwood may need to be secured at midnight (or the normal operational closing time, whichever is earlier) to allow for departure, but no additional entry unless otherwise arranged in advance.
  • Attendees may need to show identification if the event is limited to SCSU students or age-specific attendees.
  • Wristbanding (at the expense of the sponsoring organization) may be required to identify permitted attendees.
  • Safe cash handling practices and additional monitoring may be needed if an entry fee is required.
  • Bag checks and/or outwear inspections may be implemented if there are concerns about illegal carry-ins or weapons.
• Planning for Facility-Related Needs
  • Sponsoring organizations of late-night and/or higher-risk events beyond normal operational hours will be assessed a user fee to cover the cost of extended hours and appropriate Atwood staff coverage.
  • The sponsoring organization will be responsible for any damages to the premises resulting from the event, as detailed under General Policies VII - Section D.
• Planning for Behavior and Conduct-Related Needs
  • High-risk or dangerous behaviors, including but not limited to alcohol and drug use or violence, will not be tolerated. The continuation of the event will be at the discretion of security personnel on duty, in consultation with Atwood management and the sponsoring organization leadership.
  • Attendees will be subject to all university conduct guidelines, as well as applicable local, state, and federal laws.

Normal Operational Building Hours Policy

The normal operational building hours for Atwood Memorial Center are determined annually, considering the needs and interests of the university community, as well as the needs of the areas and operations within Atwood, all balanced within the budget allocated to support the building's operations. Since the budget for Atwood Memorial Center is fully funded by student fees and revenue funds, the normal operational hours are impacted by, and must fall within, the annual budget allocation. Those wishing to use Atwood outside of normal operational hours must submit a request and may be assessed a user fee to cover the cost of keeping the building open during the requested time.

Procedures for Establishing Normal Operational Building Hours

The normal operational building hours are coordinated by Atwood administration in collaboration with the areas and operations within Atwood. These hours are reviewed and approved each spring for the following academic year by the Atwood Advisory Council. Different operational hours are established for the academic year, summer session, and break periods.

Procedures for Exceptions for Use of Atwood Outside of Normal Operational Building Hours

• Use Beyond Hours – Groups requesting to schedule an activity in Atwood Memorial Center that extends beyond, or begins before, the established normal operational hours will be assessed a user fee to cover the applicable cost of operation and staff coverage beyond normal hours. The request will be reviewed by Atwood administration for staff availability, risk, event type, potential public safety needs, any room rental charges, and alternative scheduling possibilities before approval. For late-night and higher-risk events, a Special Event Risk Assessment form must be submitted.
• Use During Closed Periods – Groups requesting to schedule an activity in Atwood Memorial Center on days when the building is fully closed (e.g., some holidays, semester breaks, and summer weekends) will be assessed a user fee to cover the applicable cost of operation and staff coverage. The fee will be negotiated with the Conferences and Scheduling Office director or their designee, and the request will be reviewed for staff availability, risk, event type, potential public safety needs, alternative scheduling possibilities, room rental charges, and the space and time requested. For late-night and higher-risk events, a Special Event Risk Assessment form must be submitted.

Co-Sponsoring an Event

St. Cloud State student organizations and university departments that co-sponsor a reservation with an off-campus organization must:

• Act as the reservation contact before, during, and after the event;
• Make the reservation;
• Ensure a student member, SCSU organization advisor, or university staff contact is present at the event;
• Be financially responsible for all bills and invoices related to the event.

Reserving Space

Student organizations and university departments are not permitted to reserve space for events in which they are not directly involved or present. The reservation must align with the mission or purpose of the student organization or university department.

• Advertising and promotional materials must clearly display the name of the organization(s) or university department in a legible and visible font.
• Student organizations and university departments may not use their access to St. Cloud State University campus, space, or services to "front" for a non-university group, commercial vendor, or personal acquaintance in order to avoid costs or provide campus access to these entities.
• Student organizations and university departments must be directly involved in and present at the event for which they are reserving space.

Failure to follow these procedures may result in the group being charged the public rate for the reservation space and losing the ability to reserve space in Atwood Center for the remainder of the academic year.

Film copyright corporations consider campus buildings public venues. Any group or organization wishing to show a video or film in Atwood MUST purchase the public viewing rights (copyright). The reservation contact must be prepared to provide evidence of copyright permission if requested by 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 illegal. Unauthorized downloading or distribution of copyrighted materials can lead to prosecution in criminal court and/or lawsuits in civil court. Criminal penalties for first-time offenders can include up to five years in prison and fines of up to $250,000. If sued in civil court, you may be liable for monetary damages, attorneys' fees, and civil penalties up to $150,000 per work distributed. The use of St. Cloud State University resources for the unauthorized distribution of copyrighted materials is prohibited.

St. Cloud State University prohibits illegal copyright infringement through its acceptable use policies and the student conduct code. Disciplinary actions, including loss of access to university information technology systems or expulsion, may result from violations of this policy.

To explore legal P2P alternatives, visit http://www.educause.edu/legalcontent.

For more information on this topic, please visit ITS Secure Computing.

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.

Technician Rates

Student Organizations: $16/hour ($18/hour for last-minute requests)

Campus Departments: $18/hour ($20/hour for last-minute requests)

Off-Campus Groups: $22/hour ($25/hour for last-minute requests)

All tech charges carry a two-hour minimum charge. Tech assistance must be scheduled at least 30 minutes prior to the start of the event.

Cancellations must be made at least seven calendar days prior to the scheduled event, or the two-hour minimum tech fee will be charged.

Room setup arrangements must be made in advance. Groups that alter the room setup without prior approval will receive a warning for the first infraction and a $25 penalty for each subsequent violation.

Fees

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.

Registered Student Organizations

Registered student organizations will not be charged rental for events that they host. Co-sponsorship of events that are consistent with the organization's mission will not be charged rental. Co-sponsorship of events that are a fundraiser for the organization will not be charged rental. Atwood will not tolerate use of a student organization's name as a co-sponsor to avoid payment of rental. Student organization representatives are expected to organize and work at events they co-sponsor.

University Groups

University groups will not be charged rental for departmental meetings. Fees will be waived for the following programs held for the campus community:

• Cooperative meetings between SCSU staff and faculty—meetings directly related to university business. 
• SCSU Admissions programs and events.
• Armed forces recruiting.

Co-Sponsored Events

Campus groups will receive 50% off their room rental rates for events that are co-sponsored with a non-campus group and the program is offered to the public or off-campus client groups. Events and programs for which registration fees are charged to the participants or that receive funding from additional sources can expect to pay for space consistent with the current rental rates. Refer to Atwood Memorial Center Academic Facility Rental page for a complete list of rental policies. 

Off-Campus Groups

Groups outside the university community will be charged rental for space used in the building even though some members of a group may be SCSU faculty or staff.

Additional Fees

• If major changes in room setups are requested, labor charges will be passed along to the group hosting the event.
• If overtime of employees are required for the setup or take down of an event those charges will be passed along to the group hosting the event.
• Room rental charges do not include after-hour fees or technical help that is required. All organizations will be charged for technical assistance as requested or required as well as any after-hours fees.

St. Cloud State University campus facilities are primarily intended for educational use. Most are available at times for formal class instruction as well as university sponsored educational activities that contribute to the intellectual and cultural growth of the students. However, in recognizing the university's role in the cultural and economic advancement of Minnesota, professional resources and physical facilities may be utilized on a space-available basis to the community.

The purpose of Academic Facility Rental Guidelines are to avoid conflicts of dates, information, and facilities for events outside the academic schedule. Academic Facility Rental Guidelines are administered by the Conferences and Scheduling Office (CSO) housed in Atwood Memorial Center, 134 offices. Phone: 320-308-2074.

Academic Classes in Atwood

It is against the funding policies of Minnesota State for Atwood to have regularly scheduled classes in the building except for those classes that require Atwood Memorial Center's unique facilities (e.g., bowling).

General Guidelines

Facilities are grouped in three categories for the purpose of determining who will schedule their usage and coordinate any contracts or billings involved. Facilities should be reserved at least two weeks prior to an event.

Scheduling and Coordinating

The scheduling departments listed below maintain sole responsibility for the actual room schedule during the listed times. The coordinating department is responsible for arranging contracts and billings. The coordinating department will also follow through on the setup details for off campus groups.

Facilities scheduled by and coordinated through AMC CSO are:

• Atwood Memorial Center
• Ritsche Auditorium and lobby
• Atwood Mall areas

Facilities scheduled by Academic Affairs but coordinated through CSO are:

• Academic classrooms

Facilities that are scheduled by and coordinated through individual departments are:

• Athletic and recreation facilities
• Garvey
• Halenbeck Hall
• Husky Stadium/Dome
• Miller Center
• National Hockey Center
• Outdoor Athletic Space

The majority of these spaces listed above can be reserved through EMS at: https://minnstate.bookitadmin.minnstate.edu

Priority

University departments and student organizations may schedule as far ahead as the scheduling system allows within the confines of the approved academic calendar time period. There is no priority for groups but events can be bumped in academic spaces. Academic classes take priority over university departments, student organizations and non-university groups events.

Charges and Liabilities

Rental fee

1. University departments & student organizations will not be charged room rental fees for any departmental activity which they solely host and main attendance being on-campus personnel. University departments and student organizations will be charged room rental fees for events if at least one of the following are present:
   1. Event is a co-sponsorship with an off-campus group
   2. Off-campus attendees are in attendance
   3. Registration or participation fee is charged. Events that have registrations/participation fees and includes off-campus guests will be subject to co-sponsorship charges.

Co-sponsored events

Off-Campus Groups

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.

Additional Fees

• If major changes in room setups are requested, labor charges may be made to the sponsoring group.
• Rental charges for space do not include after-hour fees or technical help that is required. All organizations will be charged for technic

Technician fees

• Rental charges for space do not include charges for technical help which is requested or required.

Assignment

• Technicians will be assigned based on the type of organization they are and the complexity of their technical requirements. University organizations with simple needs are handled by student technicians. Commercial and non-profit booking with simple requirements will be given the same choice, but commercial bookings with complex technical needs beyond student’s abilities or equipment available will be required to either use ITS technicians or hire out an independent sound company. All of our lighting equipment is handled by student technicians.
• Events held in the AMC Ballroom and Ritsche Auditorium are required to have a technician.  

Charges

• Student organizations will be charged for all technician time.
• Events that a university department co-sponsors with a non-university group will be charged for technician times.

The following policies apply to all areas within Atwood Memorial Center, as well as the mall areas on the east, west, and south sides of the building.

In alignment with the goals and objectives of St. Cloud State University, Atwood Memorial Center aims to provide a comprehensive program of social, recreational, and cultural activities, along with physical facilities for students, faculty, alumni, and various non-university groups and individuals. The policies outlined below serve as guidelines for all use of Atwood Memorial Center's facilities.

Atwood Memorial Center facilities are available to:

1. Registered student organizations
2. University community
   • Faculty and staff organizations
   • College programs, divisions, or areas
   • Alumni Association
   • Continuing Education
   • Institutional events
3. Groups outside the university community
   • Community organizations
   • Community governmental organizations and associations
   • Regional, state, or national organizations
   • Non-profit groups
   • Related state and federal government agencies
   • Scheduling regulations

Priority

As a general rule, space and facility scheduling will be done on a first-come, first-served basis. Individuals are encouraged to make reservations no later than two working days in advance. Efforts will be made to accommodate last-minute requests when possible.

Reservations

Reservations for the use of Atwood Memorial Center’s facilities and space must be made through the Conference and Scheduling Office.

• Right of staff to cancel or make changes: The administrative staff of Atwood Memorial Center reserves the right to cancel a reservation if it conflicts with university or Atwood Memorial Center policies. The staff may also make room changes or limit special setups, including moving groups to another room if it allows for more efficient or sustainable space usage. Special setups may still be approved but may incur additional fees. Atwood administration will attempt to notify the group in advance, though changes may be made without prior discussion.
• Room setups: Requests for changes to room setups or equipment placement must be submitted to the Conference and Scheduling Office no later than two working days prior to the scheduled event.
• Scheduling multiple rooms: When a meeting room request involves booking multiple rooms, the Scheduling Office reserves the right to hold one large (capacity of 75+) smart meeting room for other requests. This room will be one of the following: Alumni, Glacier, Cascade, Gallery, Voyageurs North, or Voyageurs South. This policy does not apply to student organizations. Two weeks before the event, the group may reserve the room if it is still available.
• Maximum of 3 weekly reservations: A maximum of three (3) weekly reservations can be made per campus department or student organization.
• Access to reservable space: Atwood Memorial Center staff shall have complete access to the reserved activity area at all times. Staff may terminate a scheduled activity if any incidents occur that jeopardize the general well-being of the building or its patrons.
• Failure to comply: Groups using Atwood Memorial Center facilities must comply with all regulations governing the union and the university campus. Any individual, organization, or department violating the policies for use of Atwood Memorial Center may be denied the right to schedule facilities for future activities. This includes failure to reconcile any outstanding charges to Atwood Memorial Center or Dining Services within 60 days.

Rehearsal Policy for SCSU Student Organizations and Departments

Each organization or department is allowed two rehearsal reservations per event or program, which can be confirmed in advance. Additional rehearsal space may be reserved up to 7 calendar days before the scheduled rehearsal date. This restriction does not apply to spaces primarily designed as rehearsal areas, such as the Studio, Rehearsal Room, or the M'de Wakan Rehearsal Room.

All walk-up or last-minute rehearsal requests for the Studio, Rehearsal Room, or the M'de Wakan Rehearsal Room can be submitted online or through the Building Manager on duty, subject to availability. All walk-up requests require a valid ID. The student is responsible for leaving the space in the same condition or setup in which it was found.

Students requesting rehearsal space for purposes not associated with a student organization program or event may not reserve space in advance.

Rehearsals in the Ballroom or Ritsche Auditorium will require a technician, and fees will be associated with the technician’s services.

Room Requests for Study Rooms

Students may reserve a study room in Atwood by logging into EMS and selecting the "Atwood Study Room" web process template. The group used to book the space should be listed as "SCSU_Study Room," and the name, email address, and phone number of the temporary contact for the reservation must be entered. If requesting space through a Building Manager on duty, a valid student ID will be required to book the room. Study rooms can only be reserved on the same day as the request. The available rooms are: Blizzard, Columbine, Iris, Lotus, and Union.

Study rooms may only be used for academic purposes. Use of the rooms for events or personal gain is strictly prohibited.