Welcome to the Conference and Event Services Office
The policies and procedures set forth in this manual are designed to improve and increase services to our clients. Anyone who uses this office is considered a client, regardless of event size or number participating. It is important that the policies outlined continue to grow and adapt as the Office develops. Therefore, policies will be reviewed and revised annually.
Approved by Sibyl Brownlee, Vice President Student Affairs
Reviewed and Revised 10/18/2011
Thank you in advance for your support.
Conference and Event Services office (CESO)
Table of Contents
General Policies
University Sponsored Event
Non – University Sponsored Event
Reservation Policy
Overtime Details
Space Policy
Table Reservation Policy
Dining Services Policy
Alcohol Policy
Event Billing
Visitor Parking Policy
Audio Visual Equipment Policy
Username/Password Policy
Inclement Weather Policy
Waiver of Fees
General Policies
University facilities are generally available for activities which implement and complement the University’s overall mission without prior restraint upon the content of the program or activity; consistent with the University’s established policy of nondiscrimination and affirmative action.
University facilities may not be used for any activities which are contrary to Federal, State or Local laws which conflict with established University Policies, Collective Bargaining Agreements, or concessionaire agreements; or which endanger the safety and security of people and property.
CESO reserves the right to assign what it deems as appropriate space for the successful function of an event, when possible taking into consideration client’s space requests.
All non – academic usage of general meeting or event space must be scheduled through the reservation software implemented and maintained by CESO.
Keys will be given to clients on a case by case basis. Keys will only be furnished to clients if expressly approved by University Police. The client is responsible for the return of said keys to University Police at the conclusion of the event. Failure to return keys will result in additional charges to the client.
Facilities can only be used for the purpose contractually described in accordance with section V. The client will be held responsible for all matters resulting from its use including any misuse of the facility.
Any client that is not an agency of the Commonwealth of Massachusetts must present evidence of insurance that names Worcester State University as an additionally insured. Proof of insurance must be submitted to the Conference and Event Services Office no later than 15 working days prior to the event start date. Client agrees to maintain insurance coverage in the minimum amounts listed below for the duration of the event, including any period during which the client or any of its agents, employees or guests are present on any property of the University:
a. Client –
a. Workers Compensation in the amount required by Law;
b. Employer’s Liability having a single limit of not less than $500,000.00 per occurrence;
c. Commercial General Liability having a combined single limit (bodily injury, property damage and personal injury) of not less than $1,000,000.00.
d. Automotive Liability having a single limit of note less than $1,000,000.00
b. The University is not insured against any liabilities and is subject to the liability limits in Massachusetts General Law c.258
The Client herby agrees to defend, indemnify and hold the University, its officers, trustees, agents and employees harmless from and against all claims of bodily injury including death or personal property damage or theft arising from or out of the client’s activities. Including the activities of any of its agents, employees or guests while on or utilizing University property.
Neither party will be responsible for the performance of its obligations under this agreement if such party isn’t able to perform such obligations due to circumstances beyond its control, including without limitation, acts of God, fires, floods, wars and civil disturbances, acts of terrorism or governmental actions. In the event of such an occurrence, this agreement will be terminated and the University will return any deposits, minus University expenses to date, prior to such occurrence, and no penalties or additional charges will be imposed on either party.
Communication and or instructions for arrangements of any event or conference must come from one person. This person will be the contact, scheduler, requestor and or meeting coordinator as decided by the department, office and or outside agency.
The client is responsible for any and all damage occurring during or related to their event. Any cost associated with damage will be billed directly to the client.
The client is to ensure the safety of their participants by keeping them out of restricted and or construction areas on campus.
University Sponsored Event
A University Sponsored Event is any event, meeting or activity requested by a member of the faculty, staff or administration or by an officer of a recognized student organization while operating within the scope of their officially recognized capacity.
The client requesting facility usage is expected to cover all costs associated with their event. This includes but is not limited to rentals, student staff, overtime details and food service when applicable.
Rental fees will be waived for all University Sponsored events.
Facilities are not considered booked and confirmed until the event state on the reservation software is changed from Tentative to Confirmed by the CESO.
Internal Client Cancellation Policy
Internal clients are responsible for cancelling their own reservations through the online software system. Phone or e-mail cancellations may be accepted in specific circumstances, to be determined by CESO.
Any costs already incurred to the University prior to cancellation will be invoiced to the client.
Non – University Sponsored Event
A Non – University Sponsored Event is any event which is scheduled through an outside agent or through an employee of the University be it faculty, staff or student organization that is not working within the scope of their officially recognized capacity and not being supported in anyway by the University.
The client requesting facility usage is expected to cover all costs associated with their event. This includes but is not limited to rentals, student staff, overtime details and food service when applicable.
External Client Cancellation and Deposit Policy
Client booking’s made less than 3 months prior to event date will be required to pay a 50% non refundable deposit due upon receipt of the signed contract.
Client booking’s made more than three months prior to event start date are required to pay a 25% non refundable deposit due upon receipt of the signed contract.
Client booking’s made more than 3 months prior to event start date will be held to the following cancellation tier.
Date of Cancellation Charges due to Cancellation
0 – 30 days before event 100%
31 – 60 days before event 50%
61 – 90 days before event 25%
91+ days before event Waived
The University reserves the right to cancel an event if deposits are not provided in the timeline stated above or if the nature of the event is not what was indicated on the contract.
The University reserves the right to cancel an event if proof of insurance is not received within the 15 working days indicated in the general policies.
Reservation Policy
All facilities, services and any audiovisual equipment for University Sponsored events should be reserved through the online reservation system.
Facilities and services for Non – University Sponsored events will be taken either via phone or e-mail and entered into the reservation software.
Requests submitted through the online system are not confirmations of space. Space is not considered confirmed until the tentative status through the online system has been changed to confirmed.
Changes or additions to an existing reservation must be done via the online system within 24 hours of the event start time. Cancellations should be done as soon as possible to release both space and resources back to the community.
CESO reserves the right to assign what it deems as appropriate space for the successful function of an event when possible tabling into consideration the client’s requests if any.
Last minute requests for audio visual equipment or furnishings may or may not be filled depending on personnel and equipment availability. CESO is not responsible for requests not submitted through the online software or for requests given verbally to any member of the staff.
Overtime Details
The assignment of an overtime detail will be at the discretion of the police department or the facilities department with input regarding the events details from the CESO.
In the case of an activity, program or function which has not been scheduled or coordinated through the CESO the individual department or organization should consult with the Police Department about the need for police details.
Overtime detail rates are based on contractual obligation and are not negotiable.
Details are assigned based on any or all of the following criteria:
Program Location
The only areas on campus that do not typically require a maintainer detail are the Student Center to include both dining areas. All other areas on campus, lower and upper may require a detail depending on the expected attendance, location, and timing of event.
Time of Program
If the program occurs after 8 pm on the weekdays or anytime on the weekends a detail may be required. If the building in which the program is occurring is ordinarily scheduled to be closed at the time of the program, a detail will be required to open and close the building.
Program Attendance
Programs with at least 50 in attendance may require a detail
Scope of Program
When a program has special requirements such as extensive attendance, a detail may be required.
Security Concerns include but are not limited to:
Alcohol – a detail will generally be needed for any activity in which alcohol is to be served.
Traffic Patterns – Any activity which involves the closure or partial closure of a college roadway or lane of travel or parking lot, or which will involve special traffic or parking arrangements.
Live Act – Any concert band, disc jockey, or live act regardless of expected attendance.
Space Policies
Events requiring classroom space will only be confirmed after the academic class schedule has been completed and room availability has been confirmed via the online scheduling software.
Non – specific classrooms may be assigned to an event if the event falls during a known time of general classroom availability. Specific room numbers will not be assigned until classroom availability has been confirmed by the scheduling software
Events will in all cases come second to the academic scheduling of academic space.
All classrooms are to be used as is, with no change in room configuration
Event space that is not within the Student Center will be booked on a rolling basis in coordination with the academic calendar the academic schedule and those University events as determined by the Office of the President.
Food restrictions to apply to some event / academic space; the client will be informed if food is not allowed.
All set-ups must be coordinated through CESO. Once the room is set, equipment can only be moved by CESO staff, at no time should equipment be moved by clients or guests.
Event Space in the Student Center will not be scheduled for academic purposes.
During the academic year event space within the Student Center is given priority to Student Center/Student Activities and events designated by the President’s Office.
During the academic year, second priority of event space is reserved for the University events, meetings and functions. Event space is rented to non – university sponsored events on an as available basis.
During the summer months, and those periods of academic break from classes, priority of event space scheduling is given to revenue producing events and meetings.
Table Reservation
University Sponsored tables are available at the following locations
Exhibit Area – Student Center Top of Ramp – Student Center
Sullivan T – Sullivan Academic Center
Admin lobby (A101B) – Shaugnessy Administration Building
Lancer Loft Café – Student Center ST Lobby – Science & Technology Building
Non – University Sponsored tables are available at the following locations
Exhibit Area – Student Center
Lancer Loft – Student Center Top of Ramp – Student Center
Types of Non – University Sponsored Tables
Vendor
Vendors are required to sign a contract of use prior to any event which they plan to sell goods/wares. Contractually all goods sold much be agreed upon between the Vendor and the CESO
Information Tables
Information tables are any business, organization or group of individuals who are distributing information to the University community. The distribution of information does not include those tables selling goods (vendor). Tables distributing information regardless of type will be required to sign a contract prior ot their event date. Table location will be determined by CESO. A representative is required to meet with either the Staff Assistant or Director of CESO prior to the day of the event to discuss the type of information being distributed.
Vendors/Information Tables will be charged $50.00 per day payable upon arrival to campus. This charge allots the Client one (1) table; if additional tables are required an additional fee of $25 will be assessed per additional table. Payment will be accepted as bank or personal check only.
Any Vendor/Information Table who fails to abide by the policies or rules set forth in their contract will be asked to cease their sale and to leave University property.
If inclement weather is imminent the table will be treated as an event; please see the inclement weather policy.
Dining Services
Food and beverages served at the University must be catered by Dining Services.
Advance Notice-
Coffee Service or Breaks……. 72 Hours Lead Time (minimum)
Lunches / Dinners………………. 7 Days Lead Time (minimum)
Final counts / Guarantee…….. 3 Business Days (minimum)
In order to provide excellence for your catered events we must adhere to the above deadlines for adequate planning time.
Menus- visit our website at https://wsc.catertrax.com
Custom Event Menu’s- The event manager in conjunction with our Chef’s can create a special menu for any event. Please contact our office at 508-929-8657.
Cancellations- Events canceled two or more days prior to the event will not incur any cancellation charges for food service. Events canceled within two days will be subject to any unrecoverable costs incurred while preparing for the event.
Guest Count and Guarantees must be received three business days before the event or the client will be charged for the last number received. In the event that the client exceeds the guest count guarantee, the client will be charged for the actual number of guests served.
Lost Equipment- If dining or food service equipment is missing upon pickup after the event, the client planned will be charged a replacement cost.
Wait staff Service- The cost of each wait staff is $22.00 per hour at a minimum of 4 hours.
- Served Meals- Pricing for served meals includes China, Linens and wait staff.
Leftovers- Due to the potential liability of food illness, any leftover foods will not be allowed to be taken out of event premises.
Table Coverings- both food and non food tables can be covered and skirted by the catering department for an additional cost of $3.70 per cloth and $14.15 per skirt.
Billing- An appropriate account number is required at the time of the planning of your event. Please be sure to have this number prior to coordinating your event. Invoices incurred for catering events are due within 30 days of the catered event.
Meal Tax- All off campus groups are subject to a 6.25% meal tax.
Alcohol Policy
The consumption and/or sale of alcoholic beverages on the Worcester State University campus and its properties shall be in strict conformity to the appropriate Massachusetts General Laws, the regulations of the License Commission of the City of Worcester and in compliance with the Drug-Free Schools and Communities Act (DFSCA), and the DFSCA Regulations.
No alcohol shall be served at any event except (i) with the prior written approval of the university (ii) in strict conformity with a license issued by the license commission of the city of Worcester and (iii) in strict conformity with the requirements of this agreement.
Alcoholic beverages will not be permitted to be served at events or receptions where it is not feasible to check identification or not feasible to limit the consumption of alcohol to persons 21 or older.
Food and alternative beverages to alcohol must be served at all functions where alcohol is permitted to be sold or consumed.
The alcohol license must be held by a third party vendor and posted during an event; alcohol may only be served or sold by the license holder and the license holder’s TIPS-certified bartenders. Third party vendor will be contracted through the Conference and Event Services Office of the University and charges will be communicated to the client and included in the final invoice. Client may book its own third party vendor; however, it must be confirmed by the University that said vendor has a license to serve alcohol and that its bartenders are TIPS certified.
The drug policy shall be in accordance with the restrictions and prohibitions on drug use and distribution found in the laws of the commonwealth of Massachusetts, the City of Worcester and in compliance with the Drug-Free Schools and Communities Act (DFSCA), and the Drug-Free Schools and Campuses Regulations. Specifically, any possession, use, sale or distribution of illegal drugs is prohibited. Furthermore, any individual possessing prescription drugs is responsible for their proper usage. The sale or distribution of prescription drugs is expressly forbidden.
Full Policy guidelines and procedures can be found in the “Policy Booklet, Alcohol, Illegal Drugs, and Substances” A copy of this booklet is in the Conference and Event Services Office. The Office encourages review of this material before attempting to host an event that involves alcohol.
Billing
The client agrees to pay all the fees and other charges invoiced for this event. These fees and charges may include but are not limited to set-up staffing, equipment/resources, police details, on duty event staff, catering fees, including permits, Massachusetts sales and meals tax and other charges dictated by the particulars of the event.
Upon conclusion of the event, University facilities and equipment will be checked for damages or loss. The client is responsible for all costs for repair and replacement.
Any client requesting a waiver of fees is expected to cover all University incurred expenses associated with their event.
The Client is responsible for the cost of all loss or damage fees incurred by the University throughout the duration of their stay at the University. These costs include but are not limited to loss of keys, destruction of University property, damage or misuse of common areas, loss or damage to linens and loss of access cards. All residence hall rooms are to be returned to the condition in which the client found them upon departure. Any additional clean up or removal of items, such as trash, required by the University’s maintenance staff will result in additional fees assessed to the client’s bill.
Third party vendors contracted by the University on behalf of the client will be billed to the client at a cost plus a 10% overhead charge.
Total payment is due on or before the first day of scheduled event. Any additional charges that are incurred will be invoiced immediately following the event and are due within 30 days of invoice date.
Events are to end 30 minutes prior to building closings and begin 30 minutes after building openings. Additional personnel costs will be assessed to those events not ending within the outlined parameters or those events requiring building hours be extended.
Visitor Parking Policy
Visitors to campus are allowed to park in general parking spaces; these spaces do not include faculty, staff or handicapped areas. Visitors may not park in the upper parking lot or in the parking garage unless previously discussed and approved by CESO.
Parking passes may be requested through University Police by logging onto their website. Passes should be requested no later than 1 week prior to the event start date. Information regarding requesting parking passes will be given to external clients at the time of their booking; internal clients are expected to communicate parking policies to their participants and guests.
Larger events occurring during off-peak parking times will not require hang tags for participants. Instead, University Police will be notified by CESO of the event and participants will be expected to park in general spaces only.
Participants of Non – University Sponsored events that occur on a weekly basis require hang tags at cost for either one semester or the entire academic year. In this instance group participants must contact the University Parking clerk to purchase hang tags. Contact information will be provided through CESO and every attempt will be made to simplify the process for the client.
Audio Visual Equipment Policy
CESO will in all cases work to ensure appropriate audio visual support for events, meetings and functions held on campus the Office will not support those events occurring off campus.
Any requirements for off campus events should either be secured through either the off campus venue or by submitting a help desk ticket through IT. IT will not provide support for equipment once it is loaned out.
All audio visual equipment should be requested through the online scheduling software. If equipment is unavailable, the client will be notified by CESO that procurement will need to go through a third party, any costs associated will be billed as previously outlined.
Username/Password Policy
Usernames and passwords (un/pw) will be provided to clients on an as needed basis.
All requests for a un/pw should come through the scheduling software or be indicated on the client’s contract. CESO is responsible to provide the number of un/pw’s indicated in either the scheduling software or contract and will not be held responsible to last minute requests.
Un/pw will only be provided following the receipt of a signed University Acceptable Use Policy.
The method of distribution will be agreed upon by the client and CESO prior to the event.
Un/pw cannot be mailed or e-mailed per the acceptable use policy.
Inclement Weather Policy
Notification of closure or delay of opening will be on the following radio and television stations:
Radio Stations: WTAG /580 AM, WBZ/1030 AM, WSRS/96.1 FM
Television Stations: WBZ/Channel 4, WCVB/Channel 5, WHDH/Channel 7
Notification will also be on the University’s website: www.worcester.edu
In the event the University is closed due to inclement weather all event are cancelled regardless of their sponsored or non-sponsored status.
The event contact person is expected to notify all speakers, presenters and participants that the event has been cancelled, CESO will not be held responsible for any notification of either guest or client.
In the event of event cancellation due to inclement weather, deposits will either be returned or held as credit on the Client’s balance.
In the event of a delay, all events will begin 1 hour after the school has opened regardless of opening time.
If the University is open and hosting events but you as the Client wish to cancel an event, you may do so within the guidelines stipulated within the cancellation policy. If the cancellation is not received in the timeframe as outlined you will be held responsible for costs incurred by the University.