Union Complex Policies
The Union Complex
Department of Union and Programs, July 2016
The University of Southern Mississippi’s Union Complex may be reserved by student organizations, university departments and community patrons through the Event Services office. All student organizations must first register their events through the Student Involvement Event Request Form. Groups failing to do so will not be processed until Event Services receives the form. Departments may book online by visiting www.usm.edu/event-services.
Persons who use these facilities are expected to abide by the Union Complex Policies and other university regulations. The Union and Programs department reserves the right to add or change these policies. Please refer to our website for complete information on the Union Complex facilities including policies, procedures, fees and services at www.usm.edu/event-services.
G E N E R A L P O L I C I E S
Department of Union and Programs, July 2016
A.All space in these facilities will be under the supervision of the director.
B.Classes, lectures, laboratories, tests or any type of class for credit or non-credit will not be scheduled in these facilities unless approved by the director.
C.Rearrangement, removal or the addition of furnishings or equipment to these
facilities will require the approval of the director.
D.Paints and markers are not allowed in the Union Complex, except for those provided by the Event Services Office (dry erase markers) which is only allowed in the designated area and surface.
E.No organization or student will remain in the Union Complex facilities after it is officially closed without the permission of the director.
F.Southern Miss Catering will handle all food requests for the university. NO OUTSIDE CATERERS WILL BE ALLOWED. For on-campus student organizations, please refer to
the Snack Policy for more information.
G.For information regarding the display of signs, banners and posters in the Union
Complex, please refer to the “Sign Policy” in this document.
H.No card playing, gambling or profanity is allowed in the Union Complex or surrounding areas.
Event Services Guidelines
Office of Event Services, July 2016
A.All events are subject to a review process to determine if the nature of the event is suitable for the facility prior to confirming the event.
B.Reservations of the rooms and the lobby will be done on a first-come, first-served basis.
C.While reservations must be made at least one week in advance, the earliest possible dates to make reservations are as follows:
•Must submit an Event Request Form online through the Leadership and Student Involvement website (www.usm.edu/lsi) for all meetings and events in order for the event registration process to begin.
•Only registered student organizations are allowed to reserve space. Student Organizations are considered registered if they have updated their Organization Information Form (OIF) with the Office of Leadership and Student Involvement attended a Student Organization Orientation.
•Reservations will only be accepted by officers of the organization with a university email address.
•Large scale events and banquets may be booked up to one (1) year in advance, from the current semester. Exceptions may be made on a case-by-case basis that may attract the external community.
•Weekly/biweekly meetings, beginning one (1) month prior to the start of each semester and only for one semester. Allowed three (3) rooms per week, two (2) hour maximum per event, and no more than six (6) hours per week for regularly scheduled meetings. Three (3) rooms per week includes any/all branch(es) of the organization (executive, special teams, etc).
•If attendance for your event is reported to be drastically different from what was requested, your meeting is subject to relocation to a suitable space based on observed attendance.
•Approval for events is at the discretion of the Event Services office.
•Outdoor events are not guaranteed a rain site.
•Large reoccurring events including but not limited to conferences, recruiting events, camps, and signature events may be booked up to two (2) years in advance from the current semester. Approval for advanced booking is at the discretion of the Event Services Office.
•Weekly meetings, beginning one (1) month prior to the start of the semester prior to the start of each semester.
D.Block reservations may be made, but Event Services reserves the right to make changes. Block booking for departmental use may not exceed five consecutive days, excluding conferences or other events that require rental fees. After five days, fees will be implemented.
E. A facility rental fee will be assessed for any organization that should charge an admission and/or registration fees to attendees.
F. University recruiting events and functions take priority over all other meetings and events.
G.Departments sponsoring corporate meetings will pay external fees unless the sponsoring department directly benefits from the program, at which they will pay department fees.
H.All requests must be submitted via the Event Services Web site, www.usm.edu/event-services by clicking on Reservation Request. A confirmation of your booking will be sent to you via e-mail within two business days. Other spaces that may be reserved through this office are listed on our website.
I.For all fees, please refer to our website, www.usm.edu/event-services/facility-rates.
Additional fees will be charged for use of the building after regular operating hours, which may be found on our website. Certain events may require police officers at the expense of the organization.
J.Any audiovisual (AV) equipment needs must be discussed with your contact for Event Services a minimum of 2 weeks in advance. Any needs that cannot be met by the Event Services office must be requested through iTech.
K.Tape will not be allowed on any walls, floors or carpet in the Union Complex. Please consult with your contact with Event Services for alternatives.
L. Candles are permitted as center pieces, in candelabras, or in an enclosed container; such as a vase. The use of candles in a ritual or induction ceremony is strictly prohibited. Battery operated candles should be used for this type of event. If found to be inappropriately using candles in the facility, your organization will be assessed a fine ($100 minimum) and restricted from utilizing the Union Complex until the fine is paid.
M.For information or to reserve space on the Thad Cochran Center Eagle Vision technology screen, please refer to the Eagle Vision policy posted under the policies section of our website, www.event-services/policies or contact our Event Services Manager at 601.266.5486.
N.For information on storage, please refer to our Conference Storage/Shipping Agreement posted under the policies section of our website, www.usm.edu/event-services.
O.If disability accommodations or auxiliary aids are needed, please contact Event Services at 601.266.4399 at least one week prior to the event.
P.Insurance coverage is required for some events.
Q.Customers are required to cover expenses if there is damage to the facility, furniture or equipment and/or excessive cleanup following an event.
R. For all cancellation and events where customers are a no show:
•Fees will be assessed for rooms reserved and utilized.
•Failure to show fifteen (15) minutes after your reserved start time will be deemed a No Show and fees will be assessed.
•Cancellations of weekly meetings must occur at least three (3) business days prior to a reservation. (3 months for External Users) The only exceptions are University closings.
•Cancellations of Thad Cochran Center Ballroom(s), Trent Lott National Center, or the entire facility must occur at least one (1) month in advance for all on-campus customers or you will be charged 50% of the balance. For external customers, cancellations must occur three (3) months in advance or loss of deposit including the 50% of remaining balance being due. The only exception is the event of the University closing.
•Other cancellations must be made at least two (2) weeks in advance.
S. The facility should be left in the original chair/table arrangement at the conclusion of your event. Failure to do so could result in charges.
T.No advertising materials bearing the name of a location in the Union Complex may be distributed until a reservation has been confirmed and materials approved for content and suitability. Event Services reserves the right to refuse any advertising that does not represent the University or Union Complex appropriately. Groups may not use the name, seal, or imply endorsement of the university without written, authorized approval.
U. Food eating contests inside the Union Complex are prohibited.
For any questions or problems, please contact Event Services at 601.266.4399, or stop by the Event Services desk located on the second floor of the Thad Cochran Center.