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Student Activities Policies

Accommodations for physical disabilities

Student Activities follows the Radford University policy which states:

Radford University does not discriminate on the basis of disability and is committed to providing accessibility to its programs, services and activities for qualified individuals with disabilities. Efforts to ensure equal opportunity and reasonable accommodations for qualified individuals with disabilities are based on the Rehabilitation Act of 1973 and Americans with Disabilities Act.

Individuals with disabilities needing accommodations to use the facilities or participate in programs, services, and activities offered by the department of student activities should call the Bonnie Information Office,
(540) 831-5420, the department of student activities director’s office (540) 831-5332. Inquiries regarding the University’s policy may be directed to the director of human resources/eo at 704 Clement Street,
(540) 831-5421, TDD (540) 831-5128.

After Hours Facility Usage-Ongoing Basis

Clubs/organizations wanting to remain in Hurlburt Student Center or Heth Hall after regular building hours on an ongoing basis should submit a written request to the office of the director of student activities stating the purpose for the after hour facility usage.

The request should be submitted at the start of each semester. The request should include a list of club/organization executive members, their titles, phone numbers, and email addresses.

Any club/organization member using the facility after regular hours must be accompanied by one other person. At least one executive committee member must be present at all times.

All club/organization members must have a valid RU I.D. with them at all times.

Clubs/organizations must stay in their designated work areas. Visiting restrooms and vending areas are allowed.

Upon leaving the facility it will be the responsibility of the club/organization members to secure their designated area; close windows, lights, equipment must be turned off and doors locked.

The club/organization is responsible for securing the main entrance doors after exiting the building.

After Hours Facility Usage-One Time Request

Clubs/organizations with one time requests for after hours usage of the Hurlburt Student Center or Heth Hall, should submit a written request to the office of the director of student activities, stating the purpose for the afterhours usage.

The request should be submitted 24 hours prior to the proposed after hours usage. The same rules and regulations apply for one time requests as for ongoing requests.

Allocation of Office Space

Office space allocations for recognized student clubs and organizations will be assigned on a semi-permanent basis by the office of the director of the department of student activities.

Preference will be given to the following organizations: SGA, R-Space, Greek, Executive Councils and Student Media Organizations.

Other recognized clubs and organizations may request office space in the student center on a limited, temporary basis. The request should be in writing to the office of the director of the department of student activities to determine if space will be allocated on the basis of necessity and availability.

Cancellation/Changes

Please notify the event planning office of any room/space reservation cancellation, as soon as possible. A minimum of 48 hours is required for cancellation notices.

Candle Use

Candles are not permitted in campus facilities; this includes both burning and non-burning candles. Battery operated candles are permitted. For more information, call the event planning office at (540) 831-5420.

 

 

Equipment (i.e. furniture, electronic equipment)

Equipment reservations should be made when reserving space and equipment must remain in designated meeting/office and lounge space. Also, equipment will not be loaned for use at outside or off campus locations. Tables on the Hurlburt Student Center plaza will be permitted when reserved through the event planning office. Equipment care is the responsibility of the reserving party. Damaged equipment may be assessed to the reserving party. Equipment for use outside the department of student activities facilities may be reserved through facilities management for a fee, (540) 831-7800.

No amplified sound is allowed earlier than 5 p.m., during outdoor events, without prior approval from the office of the director of student activities.

Event Decorating Policy

  • Flammable liquids are prohibited. (i.e. oil lanterns, spray paint)
  • Helium tanks are permitted but must be stored in a secure location. Stored tanks must be secured in a manner that insures it remains in an upright position.
  • Decorations may not hang from ceilings or light fixtures.
  • Windows and doorways must remain free of materials/decorations.
  • Windows cannot be blocked or covered without approval from the Office of the Director of Student Activities.
  • Smoke detectors and Exit signs must remain free of material/decorations.
  • Heating units may not be blocked, covered or decorated.
  • All surfaces, to include doors and walls, are limited to 10% coverage.
  • No tacks, nails or screws of any kind can be utilized.
  • No duct, packing, scotch or electrical tape can be utilized.
  • No dried vegetation may be used (includes hay, bamboo, dead trees, straw, leaves, etc.).
  • Live potted plants and artificial plants are permitted.
  • Small strand lights are permitted.
  • Light strands utilized as an extension cord is prohibited.
  • One hundred lights are the allowable limit.
  • The "UL" tag must remain attached to the cord.
  • Lights atop other materials/decorations are prohibited.
  • Confetti and/or glitter are prohibited.
  • Exit pathways must be four feet wide must remain clear.

Facility Rates

Heth Halls Rooms Rental Rate
Room 014 $150
Room 016 $75
Room 018 $55
Room 019 $55
Room 022 $75
Room 023 (break room) $55
Room 025 (lounge area) $55
Room 028 (lobby) $55
Room 043 $150
Room 044 $55
Room 045 $55
Room 103 $55
Room 220 $55
Room 239 $55
Room 243 $55
Hurlburt Student Center Rooms Rental Rate
Auditorium $400
Combo room (248, 249, and 250) $165
Room 248 $55
Room 249 $55
Room 250 $55
Conference room 210 $55
Conference room 229 $55
Game room (bowling area or game room only) $75
Game room (bowling and billards) $125
Dining area stage $70
Lobby (per table space) $55
Plaza (per table space) $55
Preston Hall Room Rental Rate
Bondurant Auditorium $1200

Miscellaneous Fees

The rental rate does not include the removal or cleaning of unnecessary debris and/or repairing damages.

The following rates will be billed separately or as needed:

  • Security
  • Labor - (billed on all hours beyond normal hours of operation)
  • Sales tax - 5 percent sales tax will be added to all labor, room and equipment rentals.

Food/Catering

Radford University Dining Services is the exclusive caterer for Radford University. Dining services reserves the right to decline any food service requests. Requests for waivers to use off campus food vendors may be made to Radford University Dining Services. Food purchases under $100 are not subject to a waiver. Room set-ups should reflect catering needs when reserving space. It is the responsibility of the club or organization to make arrangements with Radford University Dining Services.

Identification Cards

Members of the university community must carry and display or leave, upon request, a valid Radford University identification card while on the premises of facilities managed by the department of student activities.

Non university, affiliated persons, utilizing the department of student activities facilities, must present, upon request, some type of valid, photo identification. Failure to comply with this regulation could result in immediate removal from the facility.

Inclement Weather Policy/Reservations

All events scheduled in the department of student activities facilities will be considered “cancelled” when the university closes due to inclement weather. It is the responsibility of the sponsoring organization, to contact the event planning office, if an event scheduled during an inclement weather university closing is not cancelled.

Key Check-Out for Organizational Offices/Hurlburt Student Center

The student requesting the key must provide the Hurlburt information office desk attendant with a valid photo I.D. The student must be identified as, “eligible”, through an official organization roster. The student photo I.D. will be retrieved by the desk attendant, and a key will be issued. The photo I.D. will be returned upon key return. Costs associated with the loss or damage of a key, may be assessed to an individual or an organization.

Laptop Computer Check-out

Laptops may be checked out for use from the Hurlburt Information Office in three-hour increments.  A “Policy Acknowledgement” log, available at the Hurlburt Information Office, must be signed at the time of the computer check out. A valid Radford University identification card must be held at the information office during computer utilization. Laptop computers must remain within Hurlburt Student Center. Replacing or repairing computers that become lost, stolen ,or damaged during utilization, will be the responsibility of the person who reserved the computer.

Liability

The department of student activities is not responsible for ANY damage, loss or theft. This includes, but is not limited to, personal items, vendor sale items, or display items.

Lost and Found Service

The all campus lost and found service is located at the information office in the Hurlburt Student Center. To claim an item, the owner must provide picture identification and a description of the item. Lost items will remain secure with the service until the end of the semester in which the lost item was registered. Summer session items will remain secure with the service until the end of Summer Session III.

Online Calendar of Events

Club events that are open to the university community and reserved through the event planning office will automatically be included in the calendar of events. “Closed” events will not be included. Contact the event planning office at (540) 831-5420, to post an open event that is not scheduled through the event planning office.

Public Viewing of Movies

It is against federal law and university policies for organizations to show any kind of movie or documentary without following proper licensing procedures.

Scheduling Activities/Reserving Space on Campus

Reserving Facilities/Spaces by University Affiliated/General Regulations

For reservations contact the Event Planning Office located on the first floor of the Hurlburt Student Center between the hours of 9 a.m. to 4 p.m., Monday – Friday. Reservations are taken on a first-come, first-served basis. The following information is necessary to schedule an activity:

Event title  

Event time/beginning and ending    

Type of activity  

Estimated Attendance

Room set up (i.e. Rows of chairs, lecture, theatre, dinner, etc.)   

Equipment (i.e. smart box, lap top, podium, microphone)

The majority of meeting spaces have a standard arrangement of furniture. Upon completion of the scheduled activity, the reserved space should be clear of trash and should reflect the room’s appearance at the opening of the event. If a non-standard furniture arrangement is preferred, a request may be made through the Event Planning Office. Spaces will be reserved based on customers’ needs. No fee will apply.

Reserving Facilities/Spaces for Non University Affiliated/ General Regulations

Non-academic spaces/facilities are available for rent by students, faculty, staff, their families and Radford University alumni. Events must be scheduled at designated times and cannot conflict with other university related activities. Contact the Event Planning Office at 540-831-5420, Monday – Friday, 9:00 a.m. to 4:00 p.m. for facility rates, labor costs, available dates/ spaces and food information. University affiliated, general regulations will apply. (see above)

Reserving Muse Banquet Hall (Large)
CATERED EVENTS


Reservations must be scheduled through the Event Planning Office. Reservations must be completed 14 days in advance of the event. Radford University catering will determine if requests for use of the space, outside the established hours, will be allowed. Cancellations must be made 72 hours prior to the event. If cancellations are not made within the appropriate time period, all fees associated with the event will be the responsibility of the event sponsor.

NON-CATERED EVENTS
Recognized Radford University student clubs/organizations/university departments/community and non-university affiliated groups are eligible to reserve the space. The Muse Hall Large Banquet Room must be reserved through the Event Planning Office. Reservations must be made at least five days prior to the event. Reservations are available on a first come, first serve basis.
The banquet room may be scheduled:

Monday - Thursday
8 a.m.- 10 p.m. (events must end by 10 p.m.)

Friday
8 a.m. - 8 p.m. (events must end by 8 p.m.)

Upon completion of the event, the space should be clear of trash and should reflect the room’s appearance at the opening of the event. It is the responsibility of the organization to insure that participants, who are not residents in Muse Hall, exit the building following the event. Cancellations must be made 72 hours prior to the event.

If cancellations are not made within the appropriate time period, all fees associated with the event will be the responsibility of the event sponsor.

Radford University faculty, staff, students and alumni will receive a 50 percent discount on the facility rental rate only. Requests for reservations for private events will be confirmed during the following times only and subject to change at the discretion of university officials:

Fall Break - Winter Break (excluding December 24th , 25th, & 31st, January 1st)

Spring Break - May-August

University Dining Services is the exclusive food provider for all university events. University Dining Services reserves the right to decline requests and provide a release for the requestor to use a non- University food provider. In accordance with The Fair Business Act private events must have a sponsoring university department. The Department of Student Activities will act as the sponsoring department if an individual qualifies to use facilities but without a department sponsorship.

Scheduling an Activity during an All-Campus Event (scheduling/room reservations)
The coordinator of all campus events must approve all activity requests, to be held in conjunction with the following events:

  • Fall opening weekend programming - Student Affairs
  • Club Fair - Department of Student Activities
  • Highlander Festival - Office of Public Information
  • Homecoming - Alumni Office
  • Family Weekend - Department of Student Activities
  • Bonnie Days of April - Department of Student Activities

Security

Radford University Police Officers will be required to provide security at specific events. Metal detection will be required at specific events. Private security will be required when the use of metal detection is necessary. The Student Finance Council will cover security costs for Radford University Police. The event sponsor is responsible for any fees associated with the cost of private security. The Club Programming Committee can approve funding for private security when appropriate.

Smoking

The department of student activities facilities (The Bonnie Hurlburt Student Center, Heth Hall Preston Auditorium, and Fairfax Hall) are smoke-free facilities.

Smoking is permitted 25 feet from the facility.

Socials

Closed Social/Dance Scheduled in a Department of Student Activities Facility

A Closed Social can be sponsored by any recognized club or organization. Attendance will be limited to 150 people and will be limited to members of the organization and their guests. Each member will be allowed one guest. Organization members will be held accountable for guest’s behavior.

Closed Socials/Dances conclude at 1 a.m. unless pre-approved for 2 a.m. by the Office of the Director in the Department of Student Activities. The organization will be responsible for the check-in of guests and the monitoring of the social/dance entrance.

The organization’s Radford University faculty/staff advisor must be present for the event in its entirety. If the advisor is not present, the event will be cancelled and all charges associated with the event will be charged to the organization. Radford University Police Officers will monitor the event and will determine the necessary number of officers. Metal detection will be required. Private security will be required when the use of metal detection is necessary. The Student Finance Council will cover security costs for Radford University Police. The event sponsor is responsible for any fees associated with the cost of private security.

The Club Programming Committee can approve funding for private security when appropriate. The event is by invitation only and public advertising will not be permitted.

Open Social/Dance Scheduled in a Department of Student Activities Facility

An Open Social can be sponsored by the following SFC Funded groups, R-Space, DAP, SGA, IFC, PHC and NPHC. Recognized clubs and organizations can sponsor an Open Social/Dance by obtaining special permission from the Office of the Director in the Department of Student Activities.

Open Social/Dance will conclude at 1 a.m. unless pre-approved for 2 a.m. by the Office of the Director in the Department of Student Activities.

Attendance will be limited to venue maximum capacity but will not exceed 700 attendees and will be open to the general public. The organization sponsoring the event is responsible for managing the event. Organization members will be required to wear a badge identifying them as “Sponsor” and will be provided by the Department of Student Activities. The organization’s Radford University staff/faculty advisor must be present for the event in its entirety. The event will be cancelled if the advisor is not present and all charges associated with the event will be charged to the organization.

Radford University Police Officers will monitor the event and will determine the necessary number of officers. Metal detection will be required. Private security will be required when the use of metal detection is necessary.

Entrances and exits to the event will be determined by the Department of Student Activities’ staff and University Police. Doors not determined to be an entrance will be monitored by members of the organization with the assistance of the Department of Student Activities’ staff, when appropriate.

At the conclusion of the event, the organization will be responsible for clearing the building with assistance from the Radford University Police, private security and the Department of Student Activities’ staff. An estimated attendance for the event must be determined by the organization four weeks in advance and submitted to the Event Planning Office.

Advertising is allowed on and off campus and Radford University posting policies must be adhered. The organization is responsible for attendance estimation and submitting it to the Hurlburt Event Planning Office weeks in advance of the event.

Sponsored Social/Dance Scheduled in a Department of Student Activities Facility

A Sponsored Social/Dance may be sponsored by any recognized university club or organization.

Attendance will be limited to 300 people or to venue maximum capacity if capacity is less than 300.

A Sponsored Social/Dance will conclude at 1 a.m. unless pre-approved for 2 a.m. by the Office of the Director of the Department of Student Activities.

The Club/Organization Advisor must be in attendance for the entire event. If the Club/Organization Advisor is not present for any part of the event, it will be cancelled immediately, and any costs associated with the event, will be the responsibility of the sponsoring organization.

A waiver provided by the Event Planning Office stating that the Club/Organization Advisor has read the Sponsored Social Policy and agrees to be present for the entire event, must be signed by the advisor. The waiver must be returned to the Event Planning Office no later than two (2) weeks prior to the event. Until the waiver is signed, reserved space will remain in a “tentative” status.

The organization will be responsible for managing the event and monitoring the entrance/exits to the social. Club/Organization members working the event must wear badges identifying themselves as an “Event Sponsor” and the badges will be provided by the Department of Student Activities. The organization will assign three organization members to monitor the entrance to the social, an I.D. checker, money collector and hand marker.

The club/organization advisor and an organization representative will arrive one (1) hour prior to the social and check in with building/venue managers to receive the event packet to include badges for the event and signature forms.

The club advisor will organize a brief introductions meeting prior to the event to include university police, operations building assistant and a club/organization representative. The organization must provide sponsorship identification at the check-in table (banner/flyer/sign). Any individual with a Radford University or other college I.D. may gain entrance to the event. Individuals without a college I.D. must present a valid photo I.D., are considered guests, and must be sponsored and signed in by a Radford University student. A student can sponsor up to two guests and accepts responsibility for their guests and their actions and behavior. The sponsoring organization is responsible for ensuring that all guests are signed in.

At the conclusion of the event, the organization will be responsible for clearing the building with the assistance from the university police and the venue managers.

At the conclusion of the event, guest rosters, badges and related forms should be returned to the venue manager in the envelope provided. Sponsoring clubs/organizations will be charged overtime for labor when the event surpasses the scheduled building hours. University police will monitor the event and will determine the necessary number of officers. Metal detection will be required. Private security will be required when the use of metal detection is necessary. The Student Finance Council will cover security costs for Radford University police officers. The event sponsor is responsible for any fees associated with the cost of private security. The Club Programming Committee can approve funding for private security when appropriate.

Advertising is limited to the Radford University campus and neighboring universities within a 25 mile radius. University Police reserve the right to cancel an event to due safety issues or other appropriate policy violation(s).

Solicitation

Solicitation by ANYONE is strictly prohibited.

Table Reservations, Hurlburt Student Center Plaza and Lobby

NON-UNIVERSITY AFFILIATED, TABLE RESERVATIONS

Space reservations must be made forty eight (48) hours in advance through the Hurlburt Event Planning Office.

Two, (2), six (6) foot tables and two (2) chairs will be the maximum table reservation.

Representatives must remain within the perimeter of the table.

Tables must remain in assigned space.

Tables may not be located under the Hurlburt Student Center over hang.

Department of Student Activities equipment is not available for reservation or use at tables.

No amplified sound is allowed.

A fifty-two dollar and fifty cents, ($52.50) per day, per table, fee will apply.

NON-UNIVERSITY AFFILIATED, CONTRACTUAL, TABLE RESERVATIONS

Companies who are categorized as “contractual in nature”, include, but are not limited to, credit card and phone companies.

The Event Planning Office will determine a requestor’s category.

Space reservations must be made forty eight (48) hours in advance through the Hurlburt Event Planning Office.

Space may not be reserved on the Heth Hall plaza or porches.

Each company will have campus access of five (5) days per month.

One company (1), per category, will be allowed access to campus, on any given day.

Two, (2), six (6) foot tables and two (2) chairs will be the maximum table reservation.

Representatives must remain within the perimeter of the table.

Tables must remain in assigned space.

Tables may not be located under the Hurlburt Student Center over hang.

Department of Student Activities equipment is not available for reservation or use at tables.

No amplified sound is allowed.

A two hundred ten dollar ($210.00) per day, per table, fee will apply.

UNIVERSITY AFFILIATED, TABLE RESERVATIONS

Any recognized club/organization and university department will be eligible to reserve space.

Space reservations must be made forty eight (48) hours in advance through the Hurlburt Event Planning Office.

One, (1), six (6) foot table and two (2) chairs will be the maximum table reservation.

Representatives must remain within the perimeter of the table.

Tables must remain in assigned space.

Tables may not be located under the Hurlburt Student Center over hang.

Department of Student Activities equipment is not available for reservation or use at tables.

No amplified sound is allowed.

Table Reservation, Heth Hall Plaza

NON-UNIVERSITY AFFILIATED, TABLE RESERVATIONS

Space reservations must be made 48 hours in advance through the Event Planning Office.

A PP25, Facilities Management work order, must be completed at the time of the reservation.

A $25 delivery fee will apply.

Two, six foot tables and two chairs will be the maximum table reservation.

A $52.50 per day, per table, fee will apply.

In the event of rain, the side porches located on the front of Heth Hall will be available for use.

Representatives must remain within the perimeter of the table.

Tables must remain in assigned space.

Department of Student Activities equipment is not available for reservation or use at tables.

No amplified sound is allowed.

University affiliated, table reservations

Any recognized club/organization and university department will be eligible to reserve space.

Space reservations must be made 48 hours in advance through the Event Planning Office.

A PP25, Facilities Management work order, must be completed at the time of the reservation.

A $25 delivery fee will apply at the time of the reservation.

One, (1), six (6) foot table and two (2) chairs will be the maximum allowed.

Tables and chairs must be reserved through facilities management.

In the event of rain, the side porches located on the front of Heth Hall will be available for use.

Representatives must remain within the perimeter of the table.

Tables must remain in assigned space.

Department of Student Activities equipment is not available for reservation or use at tables.

No amplified sound is allowed.

Vending

Monies lost in vending machines may be recuperated at the Bonnie information office. Problems related to vending machines may be reported to the Bonnie information office.