Reservation Policies

All room reservation requests for conferences, meetings and events will be taken by the Facilities/Events Manager in the ICSU Administrative offices located on the fourth floor of the Idaho Commons.  Appropriate forms may be picked up at the Student Union or Idaho Commons Information desks or from the Facilities/Events Manager at any time. An electronic reservation request form is available, and is the recommended means for submittal of a room request, at the following website. No electronic (e-mail) or phone reservations will be taken before the 1st Monday of May or the 1st Monday of November for multiple-date reservations.  

The Facilities/Events Manager, the Assistant Vice Provost for Student Affairs, and the Associate Director of Facilities and Operations of the Idaho Commons and Student Union reserve the right to reassign and schedule rooms based on considerations of all-campus activities, institutional-priority events, campus entertainment, group size, room size, and other special room or equipment needs and based on recommendation from the Idaho Commons and Union Board.  In such instances, every attempt will be made to include the client in the discussion and provide timely notice and adjust rates accordingly.

Special events requiring advance planning or annual all-campus events (such as Jazz Festival, special ASUI Productions, student recruitment activities, concerts and dances) may be considered exceptions and may require reservations to be made in advance of the 1st Monday of May and the 1st Monday of November.

Notice of cancellations must be expressed, in writing by the contact person, to the Facilities/Events Manager no less than 24 hours (one business day) before the scheduled activity or the group/individual may face forfeiture of the right to schedule meeting room and spaces within the Idaho Commons and Student Union for the remainder of the semester.  

ASUI recognized groups and University of Idaho living groups including Residence Life and Greek Life which, in this document, will be included as a “student organization” or “registered student group”. University Departments, or students who fail to show or cancel the reserved space two times in a semester will no longer be able to reserve a room for the remainder of the semester and will be charged the $25 non-cancellation fee.  Groups or individuals being charged for the room reservations that fail to provide 24-hours written notice of cancellation or fail to show at all will be charged a $25 non-cancellation fee. Groups, individuals, or departments will forfeit deposit and will be assessed for any costs or fees already incurred.

Reservations will be made on a first come-first serve basis in the following order of preference:

(1.) ASUI recognized student groups and University of Idaho living groups including Residence Life and Greek Life,
(2.) University departments or affiliates,
(3.) Off-campus and commercial groups and will follow the Room Reservation Policy above.  

Reservations for fall semester will be taken by the Facilities/Events Manager beginning:

• 1st Monday of May from 8am – 2pm for ASUI recognized student groups only. A period of one week is needed to process all room requests.
• 2nd Monday of May from 8am – 2pm for all other university groups.  A period of one week is needed to process all room requests.
• 3rd Monday of May from 8am – 2pm for all other groups and/or individuals.

Reservations for spring semester will be taken by the Facilities/Events Manager beginning:

• 1st Monday of November from 8am – 2pm for ASUI recognized student groups only.  A period of one week is needed to process all room requests.
• 2nd Monday of November from 8am – 2pm for all other university groups.  A period of one week is needed to process all room requests.
• 3rd Monday of November from 8am – 2pm for all other groups and/or individuals.

Summer session will be booked on a first come first serve basis with preference given to ASUI recognized student groups.  Reservations for summer session will begin March 1 for all groups. 

No electronic (e-mail) or phone reservations will be taken between the 1st Monday of May and the 3rd Monday of May for fall semester and between the 1st Monday of November and the 3rd Monday of November for spring semester.  After the dates mentioned above, e-mail or phone requests will be taken for that semester only.

Groups may only reserve 2 hours of meeting space per week, or 3 hours every other week.  Additional rooms for more than the 2 hours per week may be reserved, but only 1 week in advance of occupancy.

I. ASUI STUDENT GROUPS AND U OF I LIVING GROUPS

The Associated Students of the University of Idaho maintains a list of registered Student Organizations.  The Dean of Students office and University Residences maintains a list of Greek living groups and University Residence living groups, which, in this document, will be included as a “student organization” or “registered student group”.   A student organization may use the Idaho Commons and Student Union without charge.  However, direct charges may be assessed depending on the needs of the organization’s meeting.  If a student organization charges admission or asks for donations as admission to a function, and additional charge may be assessed to the group.  

Reservations must be made by those students indicated on the ASUI Student Organization Registration form or recognized officers of living groups, per the Dean of Students Office and University Residences.  Falsification or misrepresentations by any individual may result in the loss of reservation privileges for the individual and/or the group being represented for the remainder of the semester.

ASUI groups are not charged room fees, but may be assessed charges for room set-ups, special equipment needs, early and late closings, and night and weekend manager fees for events scheduled when the building would normally be closed.  This category includes ASUI Productions, Student Media, ASUI Outdoor Programs, ASUI Government and Boards, and student organizations registered by ASUI.  Every effort will be made to ensure that this category has first priority of room use during the academic year.

II. UNIVERSITY DEPARTMENTS


University Departmental groups (faculty and staff) are not charged room fees, but may be assessed charges for room set-ups, special equipment needs, early and late closings, and night and weekend manager fees for events scheduled when the building would normally be closed.  This category includes campus academic and administrative departments and does not include individuals requesting space for their own purposes unrelated to the university.


III. SPONSORED GROUPS, GOVERNMENT AGENCIES, AND NON-AFFILIATED GROUPS


Sponsored groups are those who are hosted by ASUI and University departmental groups, regardless of whether guests pay a fee for the event or not.  This category includes non-profit agencies, and any workshop or conference with attendees who are not UI faculty, staff, or students.  Groups in this category will pay 50 percent of the regular commercial room fee and may be assessed charges for room set-ups, special equipment needs, early and late closings, and night and weekend manager fees for events scheduled when the building would normally be closed.


Idaho Government agencies receive reduced fees for rooms, and will pay 75 percent of the regular commercial room fee.  They may be assessed charges for room set-ups, special equipment needs, early and late closings, and night and weekend manager fees for events scheduled when the building would normally be closed.


Groups or individuals using the building or its rooms who have no sponsorship from the ASUI or UI departments or who are selling goods and/or services and are not Governmental agencies are assessed the full commercial rate for rooms.  They may be assessed charges for room set-ups, special equipment needs, early and late closings, and night and weekend manager fees for events scheduled when the building would normally be closed.


Any sponsored group, government agency, and non-affiliated group must make a 50 percent deposit before a reservation is considered confirmed.


IV. STUDY GROUPS


Study groups are allowed to reserve conference rooms on a first come-first served basis, same day only, after all other groups or organizations are considered and confirmed for reservations.  Room use is subject to the following conditions:


1. A Study Room Agreement Form must be filled out as instructed by the Information Desk.
2. A valid Vandal ID must be shown and left at the Information Desk. 
3. The room must be left clean.  Trash should be picked up.  The conference set-up must not be disturbed or changed.
4. The room must be vacated one half hour prior to the next scheduled meeting.
5. The Building Manager is responsible for checking the room after the group leaves.  Any damages to the room or equipment will be charged to the Vandal Account of the individual listed on the Study Room Agreement Form based on an estimate given by the Associate Director of Facilities and Operations.


If for any reason this criteria is not met, the group/individuals involved may be restricted from use of space for the remainder of the semester.

The intent of the Cedar Grove Lounge was, and will continue to be, a relaxing environment for students and faculty to study in the center of the living and learning environment at the University Of Idaho. The Cedar Grove Lounge in the Idaho Commons is NOT programmable space and may not be scheduled for any conference or meeting or any other type of event; no exceptions. The purpose and focus of this space, according to the initial plans, student discussions, and monetary donations was to create a non-programmable space, accessible to all.

The Rotunda in the Idaho Commons and the areas directly surrounding the Rotunda may not be scheduled for any conference or meeting. This space is generally NOT to be used as programmable space except with the permission and discretion of the Idaho Commons and Union Board and the Director. Exceptions may be made for ASUI and
campus-wide enhancement opportunities.

Reservations for the Student Union Ballroom will be made on a first come-first serve basis and will follow the Room Reservation Policy above. Preference will be given, in the following order, for institutional-priority events, ASUI Productions, ASUI recognized student groups, and all-campus activities, and then off-campus and commercial groups.

Other considerations will include group size, room size, and other special room or equipment needs. The Scheduling Coordinator, the Director, and the Assistant Director of the Idaho Commons and Student Union Facilities and Operations reserve the right to reassign and schedule rooms based on considerations of group size, room size, and
other special room or equipment needs.

CANCELLATIONS:

Due to the nature of set-ups and teardowns in the Ballroom, notice of cancellations
must be expressed, in writing, to the Scheduling Coordinator no less than 3 business
days in advance. The scheduled group/individual may face forfeiture of the right to
schedule meeting room and spaces within the Idaho Commons and Student Union for
the remainder of the semester if sufficient warning is not given. Any groups or
individuals that fail to provide 3-days notice of cancellation or fail to show at all will be
charged a $50 non-cancellation fee in addition to all labor costs already incurred for
set-ups.

In  an  attempt  to  balance  University  of  Idaho  students’  and  the  community’s  First Amendment Rights with the University’s obligation to provide a learning environment free from disruptive behavior that adversely affects the rights of other students, the Idaho Commons and Student Union has created a forum and manner for students and community members to express themselves.

The Open Forum Area at the Idaho Commons is the space to the East of the rotunda entrance on the 2
nd floor. The space available for Open Forum is the walkway 12 feet from east to west, and 10 feet in front of the isolated support wall immediately East of the rotunda. This area does NOT include the rotunda or any space inside the Idaho Commons  building.   A  six-foot  aisle  to  the  entrance  must  be  maintained and the patron/audience must not block the entrance to the Idaho Commons in any way.  A maximum of 2 eight-foot tables and 4 chairs (provided by the Idaho Commons) may be placed in the Open Forum Area.

 The Open Forum Area may be reserved for use Monday thru Friday, 8am – 7pm; and Saturday and Sunday, Noon – 7pm but only when University classes are in session and the Idaho Commons is open for normal operation.  This space may not be used without a reservation.  Reservations must be made a minimum of 2 business days in advance  of  use,  and  must  be  made  as  stated  in  General  Reservations  (page  1).
Reservations for the Open Forum Area may be made for up to 2 times per week, no more than 3 times per semester per group/individual.

Amplified  sound  may  be  used  Monday  thru  Friday  between  the  hours  of  11am  – 1:30pm and 5:30pm – 7pm only.  Sound, Production and Lighting Services or Events Services must provide all amplified sound (exceptions may be arranged).   The party making  the  arrangements  for  amplification  will  be  responsible  for  prepayment  of charges to be incurred.  Sound levels shall not exceed 90 dB at 30 feet from any edge
of the Open Forum Area.   Sound Reading may be taken at any time during use.   If readings  exceed  90  dB,  the  sound  will  be  turned  down  by  SPLS.  Resistance  to compliance with this sound level will result in immediate cessation of all amplification.

CANCELLATIONS:
Written  notice  of  cancellations  must  be  expressed  to  the  Information  Desk  or Scheduling Coordinator no  less  than  24  hours  before  the  scheduled activity  or  the group/individual may face forfeiture of the right to schedule meeting room and spaces within the Idaho Commons and Student Union or Open Forum/Commons Plaza Areas for the remainder of the semester.   Groups or individuals failing to provide 24-hours notice of cancellation or failing to show at all will be charged a $25 no-show fee. 

In case of inclement weather, no alternative space is automatically made available.  It is the responsibility of the group/individual to reserve additional indoor accommodations or make the decision whether or not to cancel the event.

Public safety takes first priority to all activities taking place in and around the Idaho Commons and Union and adjacent areas.  Failure to follow these policies may result in immediate cancellation of the event and forfeiture of the right to reserve rooms and space  within  the  Idaho  Commons  and  Student  Union  Buildings  or  Open
Forum/Commons Plaza Areas.

Other walkways and green spaces adjacent to the Idaho commons are NOT available for  public  speaking  and  demonstration.   These  spaces  and  walkways  are programmable spaces  scheduled by the Idaho Commons and Student Union.   The Commons Plaza and Green includes the green spaces and walkways surrounding the
Idaho Commons, including the cobblestone walkway. 

The Plaza  area  on  the East  side  of  the  Commons may  be  used  for  campus-wide, University  sponsored  or  ASUI  sponsored  fairs  and  activities  only,  and  must be reserved.  Tables and chairs may be placed on the walkway as long as an eight-foot lane  is  kept  clear  and maintained  at  all  times.   Fire  codes  and  fire  lanes must  be adhered to at all times.  Permission for using the Commons Plaza must be given by the Idaho Commons and Union Director. 

The SUB Veranda  is  the  area  on  the East  side  of  the Student  Union  between the Student Union building and the street.  This space is programmable space scheduled by the Idaho Commons and Student Union.  Tables and chairs may be placed on the walkway as long as a six-foot aisle to the entrance is maintained.  The patron/audience must not block the entrance to the Student Union in any. Fire codes and fire lanes must be adhered to at all times.

The SUB Veranda may be reserved for use when the Student Union is open for normal operation.  Any reservation exceeding normal business hours will be assessed after-hours fees.  This space may not be used without a reservation.  Reservations must be made a minimum of 2 business days in advance of use, and must be made as stated in General Reservations (page 1).  Reservations for the SUB Veranda may be made for up to 2 times per week, no more than 3 times per semester per group/individual.

CANCELLATIONS:

Notice  of  cancellations must  be  expressed  to  the  Information Desk or Scheduling Coordinator no less than 24 hours before the scheduled activity or the group/individual may face forfeiture of the right to schedule meeting room and spaces within the Idaho Commons and Student Union or Open Forum/Commons Plaza Areas for the remainder of the semester.  Groups or individuals failing to provide 24-hours notice of cancellation or failing to show at all will be charged a $25 no-show fee.

In case of inclement weather, no alternative space is automatically made available.  It is the responsibility of the group/individual to reserve additional indoor accommodations or make the decision whether or not to cancel the event.

Public safety takes first priority to all activities taking place in and around the Idaho Commons and Union and adjacent areas.  Failure to follow these policies may result in immediate cancellation of the event and forfeiture of the right to reserve rooms and  space  within  the  Idaho  Commons  and  Student  Union  Buildings  or  Open
Forum/Commons Plaza Areas.

The Idaho Commons Gallery and exhibit space are managed by the Idaho Commons and Union Board through the Art Committee. To ensure that exhibits represent the University, exhibitions will be selected and scheduled by the Design and Art Committee (DnA), and reserved by the Scheduling Coordinator.  The DnA is comprised of students at the University of Idaho and advised by a faculty member of the Art and Architecture Department.  The Idaho Commons and Union may appoint a staff member to join the DnA for Gallery scheduling purposes only. 

The DnA will accept applications to exhibit, solicit applications if necessary, and will choose the exhibits and their schedules. DnA will make selection of inclusion in the Commons gallery.  Appeals may be made in writing to the Director of Idaho Commons & Union. The Director will make a decision within 2 weeks of the appeal and that decision is final.   The DnA will submit to the Scheduling Coordinator the schedule of exhibits, the dates allotted to them for set up and striking, and the opening day for the exhibit if a reception is to be held. The Scheduling Coordinator must receive gallery information  for  the semester  no  later  than  4  weeks  prior  to  the  beginning  of  that semester.

It is the responsibility of the DnA to provide any exhibitor a copy of the guidelines for use  of  the  gallery   (see  below).   It  is  the responsibility of  the  DnA to maintain  the cleanliness and good repair of the gallery as it pertains to the damage done by the exhibitors. This includes spotting of the carpet due to exhibit, and any mounting that affects  lights  or the  ceiling.  DnA  is responsible  for  any advertisements  and announcements for the exhibits.   Additional time needed for  set-up or strike of the exhibit must be arranged through the Scheduling Coordinator.

The  Idaho Commons & Union is responsible for repairing normal wear and  tear of mounting exhibits on the walls, and for daily cleaning of the Gallery.  Idaho Commons & Union will be responsible for unlocking the Gallery each morning and locking it each night while an exhibit is programmed.

GALLERY GUIDELINES

The following are guidelines for exhibits in the Reflections Gallery.

• No liquid with any dye in it.
• No liquid that has any red color in it.
• No pieces that deface the walls or floor of the Gallery (i.e. no sharp edges that would cut the carpet, grease that could stain the carpet).
• Any use of strobe lights must have the Gallery windows covered, and signs leading to the Gallery stating strobe light usage.

Vendors may rent the Idaho Commons/TLC Balcony Alcove or the Lower Canvass Area (located on the 1st floor, at the center pillar near the south end of the Food Court, across from the Clearwater/Whitewater).  Vendors may also rent the SUB Veranda and the Cobblestone area in front of the Idaho Bookstore on the East walkway of the Idaho Commons.  Idaho Commons and Student Union commissions are $125 per day.  Vendors must pay for use of Idaho Commons and Student Union Purveyor’s Sites at least five business days in advance.  A vendor may not reserve space more then once a semester or a total of 5 continuous days per semester.

The individual(s) staffing the vendor table must remain at the table and not actively solicit or impede passersby.  Vendors may only solicit at their assigned table; they may not utilize other areas of the Commons or SUB.  Vendors may not exceed normal conversational sound in an effort to solicit, nor can they exceed any additional sound requirements.  The Idaho Commons and Student Union Facilities/Events Manager or Assistant Vice Provost for Student Affairs must approve the sale or distribution of items in the buildings.  Violations of any of these conditions may result in permanent exclusion from the Idaho Commons and Student Union Buildings.

Credit Card Vendors will NOT be allowed to rent any spaces within the Idaho Commons and Student Union, with the exception of University of Idaho represented card vendors.

I. STUDENT ORGANIZATIONS TABLING:

• Idaho Commons/TLC Balcony Alcove (located in front of TLC 123)
• Upper Canvass Area (located on the 2nd floor of the Commons, at the center pillar in the walkway, west of the Cedar Grove Lounge entrance)
• Lower Canvass Area (located on the 1st floor of the Commons, at the center pillar at the south end of the Food Court, across from the Clearwater/Whitewater)
• Commons Plaza (located on the cobblestone in front of the Idaho Commons,just outside of Rotunda)
• Commons Plaza/Pillar (located on the cobblestone in front of the Idaho Commons in front of the pillar)
• Student Union Veranda
• Student Union Building Lobby (located on the 1st floor across from the Information Desk)

Student Organizations may reserve tabling space for two consecutive days no more than five times a semester or for five consecutive days twice a semester on a first-come, first-serve basis. If tabling for more than two consecutive days, the approval of the Idaho Commons and Union Board or the Associate Director and Facilities/Events Manager are needed.

If a student organization fails to provide 24-hours notice of cancellation or is a no-show, their tabling privileges will be revoked for the remainder of the semester. If extenuating circumstances exist, they may petition the Idaho Commons and Union Board for an exception.

II. SPONSORED GROUPS

Sponsored groups are those who are hosted by ASUI or ASUI recognized student organizations.  Groups in this category may have the Idaho Commons and Student Union commissions waived by the Facilities/Events Manager but may be assessed charges for additional set-up and special equipment needs.

Sponsored groups may reserve vendor and non-sales solicitation space no more than two consecutive days twice a semester. The Assistant Vice Provost of Student Affairs, Associate Director of Facilities and Operations and/or Facilities/Events Manager may grant extensions of up to three consecutive days, allowing vendors to table for five consecutive days. Extensions must be requested two weeks prior. If an extension is granted, the vendor may only table once per semester.

Sponsored groups must have a representative from the group sponsoring them at the table at all times.  Groups not supplying a representative will be asked to leave the premises.

The Idaho Commons and Student Union has been established as the community center for the University for the primary purpose of serving students in their cultural, social, recreational and organized activities.  To this end, and to insure the need for individual privacy and expression, this non-sales solicitation policy has been established.

Non-sales solicitors may reserve the following areas:

• Idaho Commons/TLC Balcony Alcove (located in front of TLC 123)
• Upper Canvass Area (located on the 2nd floor of the Commons, at the center pillar in the walkway, west of the Cedar Grove Lounge entrance)
• Lower Canvass Area (located on the 1st floor of the Commons, at the center pillar at the south end of the Food Court, across from the Clearwater/Whitewater)
• Commons Plaza (located on the cobblestone in front of the Idaho Commons, just outside of Rotunda)
• Commons Plaza/Pillar (located on the cobblestone in front of the Idaho Commons in front of the pillar)
• Student Union Veranda
• Student Union Building Lobby (located on the 1st floor across from the Information Desk)

Non-sales solicitors that are student groups or University affiliated groups will not be charged reservation fees.  Groups/Individuals not affiliated with the University will be charged $50 per day, paid five business days in advance.  A non-sales solicitor may not reserve space more than once a semester or a total of 5 continuous days per semester.  In addition, the Idaho Commons and Student Union will provide appropriate signage to direct students to the Purveyor’s Area.

Solicitation materials will be permitted which:

The individual(s) staffing the non-sales solicitor must remain at the table and not actively solicit or impede passersby.  Vendors may only solicit at their assigned table; they may not utilize other areas of the Commons or SUB.  Vendors may not exceed normal conversational sound in an effort to solicit, nor can they exceed any additional sound requirements.  Violations of any of these conditions may result in permanent exclusion from the Idaho Commons and Student Union Buildings.

Political campaigning for local, state and national elections will not be allowed in the public areas of the Idaho Commons or Student Union buildings.  The Events Board (Bulletin Board) in each building, however, may be used to display individual campaign literature under the written policy instituted for these boards.  The Open Forum area in front of the Idaho Commons may be used for political rallies, and related events, as long as this space is reserved in advance with the Facilities/Events Manager.

Table tents are available in the Idaho Commons Food Court for ASUI recognized students and student groups and University affiliated groups and activities.  Table tent reservations may be made through the Idaho Commons and Student Union Facilities/Events Manager and are placed by the Building Manager.  Specifications for size can be obtained from the Facilities/Events Manager.  Reservations may be made for no more than five consecutive days, three times per semester.  Table tents or flyers placed without a reservation will be removed and group/individuals responsible will be charged a $25 labor fee for clean up.

Banner space is available for ASUI recognized students and student groups and University affiliated groups and activities.  Non-affiliated groups may not reserve banner space at the Idaho Commons or the Student Union.  Banner space must be reserved through the Facilities/Events Manager and may be reserved for no more than two weeks in a row, and for a maximum of four weeks in a semester.  

Banners are to be hung only by the Idaho Commons and Student Union FM staff; no individual or group may hang or remove their own banner.  The FM staff is not responsible for damage incurred to the banners.  Every effort will be made to ensure the banners remain intact.  Banner content must be appropriate and suitable for public display.  Any banner hung with questionable content may be removed at the discretion of the Idaho Commons and Student Union staff and Board.

Banners for the Idaho Commons must be 30” high x 9’ – 10’ wide.  Banners must have 3 reinforced grommets on the top and bottom.  Banners for the Student Union that cross Deakin Street must be a hemmed height of 48” – 54” x  30’ – 40’ width.  There must be wind slices and ½” grommets every 2’ spanning the top and bottom of the banner.  Cloth or vinyl banners are preferred.  All banners should have clean edges.

The flat screens are the primary medium for advertising in the Idaho Commons and Student Union. Flat screen display space is available for ASUI recognized student groups and living groups, University affiliated groups and activities, and non-affiliated groups. Preference will be given in the following order on a first-come, first-serve basis: Idaho Commons and Student Union, ASUI and ASUI recognized student organizations, University of Idaho departments & affiliates, off-campus non-profit groups, commercial, and governmental.

A fee may be charged to University affiliated groups and activities and non-affiliated groups, including but not limited to, off-campus non-profit, commercial, and governmental groups, as determined by the Associate Director of Facilities and Operations.

All advertisements must be 888 by 580 pixels (wide by tall) formatted as a .jpg or .png file. Display space must be reserved two weeks in advance and may be reserved for no more than one week prior to the event being advertised. Advertisements should cycle no less than every five seconds and no more than every ten seconds. 

All content must be submitted in the correct format to be considered and must be composed of respectable elements. There will be no profanity, obscenity, or demeaning substance allowed. All displays must have the name of the sponsor visible at all times. Events must be nonexclusive, open to the student body and/or general public to promote civic interests. No political endorsements (at any professional level) will be allowed to ensure equal opportunity for all elections candidates. However, public service announcements with the endorser clearly listed will be displayed. The Idaho Commons and Union Board or its designee may approve or reject any content. All advertising content will be reviewed by designated personnel and upon dispute, finalized by the Assistant Vice Provost for Student Affairs or other designated personnel.

Due to space limitations, the Idaho Commons and Student Union does not store items for groups before or after an event.  The Idaho Commons and Student Union is not responsible for lost, damaged, or stolen items.

SPLS must be contacted at least two weeks in advance of conference by the group/conference for any major sound or lighting needs.  In order to avoid a $25 late fee, SPL must have at least 5 working days notice for their services.  A $25 non-cancellation fee will be assessed plus any equipment or labor costs for failing to cancel an event 24 hours in advance.

The University of Idaho is committed to providing a safe, orderly environment on campus grounds and within University buildings.  In support of that commitment, the staff of the Idaho Commons and Student  Union work with the Moscow Police to ensure that a safe environment is maintained on Idaho Commons and Student Union premises. 

All events are subject to review for security concerns and requirements.  The Idaho Commons and Student Union retains the right to require specific staffing (security or otherwise) at the expense of the event. If security is required at an event the Facilities/Events Manager must be informed.  Events posing significant public safety risks are potentially subject to immediate cancellation and cessation of activity.  Security and steward services may be contracted, a facility use agreement form signed, and a mandatory pre-event meeting must be attended.

A completed and approved Facility Use Agreement is required for any large-scale public events, concert production, or large event held by groups not affiliated with the University.  This includes, but is not limited to, any conference of 75 or more people, including conferences, dances, concerts, wedding receptions, church services, and holiday gatherings.  Per U of I policy, a certificate of liability insurance is also required.

Confirmations and estimates of charges will be sent to the group/conference prior to the event to be paid no later than the commencement of the event.  University accounts shall be charged when applicable.  Non-affiliated organizations must make a minimum deposit of 50 percent of charges to be incurred on the day of reservation, or within 7 business days.  Agencies of the State of Idaho may submit an account billing number in lieu of deposit.

Extra charges may be assessed for events in which facility abuses could occur.    All events with the potential for damage to the facility (based on size, dimension or nature of event and determined at the discretion of the Idaho Commons and Student Union Assistant Vice Provost for Student Affairs) will be charged an initial $300 damage deposit front to cover any damages that may incur.  If no extra charges are incurred, the $300 deposit will be deducted from the final invoice.

The Idaho Commons and Union Board shall operate as the advisory oversight board for the Idaho Commons and Student Union on all substantial policies, operational, programmatic and financial matters, including major policy decisions, hiring decisions, operational, service and aesthetic issues and capital planning decisions.

The Idaho Commons and Union Board Chair, or another person as deemed qualified by the ASUI President, shall hold a permanent position on the University’s Space Governance Committee.

Alcohol is not permitted in the Idaho Commons and Student Union without prior approval per the University of Idaho alcohol policy.

Smoking is not allowed in any area within 25 feet of the Idaho Commons/TLC and Student Union.

No unapproved candles, incense, fire and propane tanks are allowed in the Idaho Commons and Student Union.  Candles must first be approved by the Assistant Vice Provost for Student Affairs, Associate Director of Facilities and Operations or the Facilities/Events Manager.

No pets/animals are allowed in the Idaho Commons and Student Union, except handicap assistance animals.

The use of skateboards, bicycles, roller-skates and/or roller-blades inside the Idaho Commons and Student Union is prohibited.  Bicycles must be parked outside the building in a manner that is not blocking entrance and egress.  Skateboarding, bicycling, roller-skating, and roller-blading outside the Idaho Commons and Student Union in a manner that could injure the person or others is not permitted.

The Bulletin Board in the Idaho Commons, located at the north entrance on the first floor is used to display events, housing, for sale items, etc., by students, faculty, staff, and the entire community.  The board will be cleared every Friday evening before closing except for any event which has not occurred. Board will be checked daily to make sure they are kept as uncluttered as possible by the personnel of the Information Desk.


Materials placed on the Information Desk must be university or Idaho Commons and Student Union related and must be approved by either the Associate Director of Facilities and Operations or Facilities/Events Manager.  


No materials of any kind may be posted on the walls, windows, doors, or any other unauthorized portion of the Idaho Commons and Student Union without prior approval of the Associate Director of Facilities and Operations or Facilities/Events Manager.

• All exits must be free of barricades and exit signs must remain clearly visible.
• The Conference Coordinator prior to event must clear any extensive electrical power demands.  There may be charges assessed based on the extent of use.
• Keep all paper and cloth away from light fixtures.
• Nothing shall be hung or attached to ceiling sprinkler heads.
• Nails, tacks, staples, or other sharp objects are not to be driven into walls, floors, doors, ceilings, or tables.
• Decorations must not be attached to curtains, draperies, or air vents.
• All freestanding decorations must be stable and anchored securely.
• Sand and gravel are not permitted in the Idaho Commons or Student Union.
• Use of chalk on sidewalks surrounding the Idaho Commons and Student Union is prohibited (see Facilities website for further rules and regulations).
• All decorations must be painted prior to being brought into the buildings.
• All decorations must be removed at the conclusion of the contracted time.
• Use of duct tape and masking tape is prohibited.  Painter’s tape is allowed.
• Use of hay bales, glitter and confetti is strongly prohibited.
• All decorations are required by fire codes to be non-combustible. Any decoration made of combustible material must be treated with a UL listed fire retardant.
• Trees MUST be treated with flame retardant.
•  No open flames or unapproved candles. Candles must first be approved by the Assistant Vice Provost for Student Affairs, Associate Director of Facilities and Operations or the Facilities/Events Manager.

IDAHO COMMONS ADMINISTRATIVE OFFICES

Anyone requiring entry into the Administrative Offices on the fourth floor after 5pm who does not have keys to these offices, will need to provide adequate justification and get permission ahead of time from a member of the professional staff. Special permission must be in writing and placed in the Building Manager's Need-to-Know folder and the Building Manager on duty must check a photo I.D. if he or she doesn't know the person involved.

In addition, all Facilities Management personnel who are checking on emergency problems should have access to the office. They should identify themselves to the Information Desk personnel. Custodial/Maintenance Mechanic personnel will need access to the Administrative Offices, they should be let in after identifying themselves.

ASUI OFFICE

The ASUI secretary will give the Information Desk personnel a list of all people who have permission to get into this office area. The list will be good for the semester and will be kept in the Building Manager's binder; again, Information Desk personnel should ask for a photo I.D. and record name and Vandal I.D. number in their shift report if they do not know the person involved. All ASUI staff is allowed to stay in the building after the building has closed, all other persons must exit the building at closing.

STUDENT ORGANIZATION OFFICE USE

The Student Organization offices are intended for use by registered student organizations only. The Idaho Commons and Student Union, University or advisory personnel on a full-time permanent basis shall not utilize this space.  The Student Organization Center will be open M – F, 8:00AM – 5:00PM.  ASUI Activities Board and the Coordinator for Student Activities will provide a list that can also be entered into ASUI card reader.

The Idaho Commons and Student Union Board has the responsibility and the authority to ensure that the registered student organization space is not being used by Idaho Commons and Student Union, University or other personnel.

Process for Approval

CRITERIA FOR EVALUATING EVENTS

WORKING DEFINITIONS FOR THIS DOCUMENT

GENERAL SECURITY PROCEDURES FOR THE IDAHO COMMONS

SPECIAL EVENTS PROGRAMMING RELATIONSHIPS WITH POLICE

IDAHO COMMONS AND STUDENT UNION BUILDING MANAGERS

JOB DESCRIPTION

BUILDING MANAGER RESPONSIBILITIES

BEFORE EACH EVENT

DRESS

TIPS FOR EFFECTIVE CROWD MANAGEMENT

• When speaking to a guest, make eye contact.
• When speaking to a guest, DO NOT touch them.
• While working do not be distracted from event demands with friends or fellow employees.
• When speaking to a guest try to keep your voice calm and relaxed. Do not yell. Stay calm.
• No wild gestures. No pointing (describe to your co-worker the area or guest in question instead).
• Adjust your mannerisms to fit the situation (i.e. kids, teens, elderly, etc.)
• When using radios, never give your radio to a guest. Relay the message for them.
• When using radios, step away from-the guest if you are having a radio conversation about that person. 
• Have a good knowledge of the physical layout of the building. This will help you give directions and to find co-workers who may need your help. Know the location of fire alarms, fire extinguisher and exits.

EVACUATION PROCEDURES POLICY