Reservations Coordinator Brown-Lupton Student Center Information Desk TCU Box 297320

Brown Lupton Student Center Building Policies 2007-2008

I have read and do hereby agree to abide by all policies and fees described in the Brown-Lupton Student Center Building Policies. I am a representative of the organization or university department indicated below and am thereby assuming responsible for my organization/department.

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Student Organization/University Department Date

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Signature of Responsible Party

1. The policy of no tobacco or alcohol advertisement must be followed.
2. Your organization must have a display on their assigned bulletin board no later than 2 weeks after being assigned, or the space will be reassigned.
3. The display must have the organization name and represent the spirit of the organization.
4. Reservation requests for the 2007-2008 academic year will be taken beginning April 2, 2007.  No reservations will be accepted before April 2, 2007. 
5. Confirmations will be sent from the Information Desk Coordinator.
6. All board space will be distributed first-come, first-serve basis.
7. It is the responsibility of the organization to remove all items from the board by the last day of finals of spring semester or all materials on the bulletin board will be thrown away.

1. Facilities of the Brown-Lupton Student Center are limited to recognized student Organizations, university departments or groups who are integrally connected with TCU.
2. Recognized TCU student organizations and university departments shall have priority on space in the Student Center, from the first day of class in the fall semester to the last day of class in the spring semester.
3. Official TCU student organizations and university departments may make fall and spring reservations between April 2rd and April 30th.  After April 30th, other University related organizations (Extended Education, Alumni Affairs, Conference Services) may confirm fall and spring reservations.
4. University organizations/departments having more than 50% of their attendees being non-TCU affiliates must make their campus reservations through the Conference Services Office (817-257-7641).
5. Reservations for space at all other times shall be made on a first-come, first-servebasis.  Groups shall have the right to request their room preference.  These will be honored according to space requirements.
6. Room reservation assignments may be changed under any of the following conditions:
   1. In the event a small group has been assigned to a space large enough to accommodate, and needed by, a largergroup.
   2. In the event food service is needed and no other rooms areavailable for food service in the Student Center.
   3. Changes in reservations (made by the Student Center) shall not be made within 24 hours of a group’s meeting time, and then only if other suitable space is available for the group being asked to move.
7. All reservations for space in the Student Center, Student Center Porch, Front of Sadler Hall, the Westside of Sadler Hall, the Worth Hills Rose Garden, and the Reed-Sadler Mall can be made at the Information Desk (SC 112A).  The reservation request forms are available online at http://www.sc.tcu.edu/, under Reservations.
8. Groups requesting the use of the Student Center Porch, Front of Sadler Hall, Westside of Sadler Hall, Reed-Sadler Mall, and the Worth Hills Rose Garden, (the grassy area next to Pond Street Grill) must complete an Outdoor Campus Event Reservation Form (peach form).  The form must be completely filled out for the request to be processed and confirmed.  Any form turned in without the complete information will be returned to you, delaying your outdoor campus event reservation.
9. Groups requesting a single meeting date should make the reservation by completing the Single Reservation Room Request form (purple form).  The form must be completely filled in for the request to be processed and confirmed.  Any form turned in without the complete information will be returned to you, delaying your room confirmation.
10. Groups requesting weekly meetings should make the reservation for each semester by completing the Multiple Reservation Room Request form (green form).  The dates must be filled out for the request to be processed and confirmed.  Any form turned in without dates will be returned to you, delaying your room confirmation.
11. A housekeeping fee ( $40 minimum) will be charged to groups who have a function requiring excessive housekeeping/cleanup.  Rooms should always be left in the condition in which they were found.
12. Notice of cancellation must be given to the Student Center Reservations Coordinator 24 hours prior to the meeting time.  Future reservations may be in jeopardy if this is not done.  If a cancellation is made after the room setup is complete, the organization or department will be charged a setup fee ($50 minimum) for the unused reservation.   If a change of set up is requested after the room is set up per prior information provided, there will be a change in set up fee charged to the group ($50 minimum).
13. Any rooms or furnishings that are damaged will be billed on a cost basis to the organization responsible for causing the damage.  No tape is to be used.
14. All reservations must be made at least 48 hours prior to the event and completed during regular working hours, 8:00 a.m. to 4:00 p.m., Monday through Friday.
15. Groups requesting the use of the Memorial Lounge for fairs (Major/Minor, Merchants Fair, Holiday Fair, etc.) will be limited to no more than 25 total tables.  Additional tables (in the hall) may be reserved from the Information Desk, up to the maximum of 6 tables, if available.
    1. Groups requesting use of the Memorial Lounge for events will be limited to 2-hour events.
    2. Groups requesting use of the Memorial Lounge for display purposes may be allowed to reserve the facility on the condition that the lounge furniture remains in the lounge for student use.  Maximum display time allowed will be seven days (not to include setup and breakdown time).
    3. Any department or recognized student organization wishing to have a “fair” in the Memorial Lounge of the Student Center will be allowed 32 tables during the first 30 days of each semester.  The remaining semester time will be limited to 25 tables in the Memorial Lounge area only.  Tables will no longer be allowed in the Reading Room area after the first 30 days of the semester.  However, you will be allowed to reserve the hallway for up to 6 skinny additional tables, if they are available, through the Information Desk Coordinator. 

1. The following are the hours of operation for the fall and spring semester while classes are in session:

1. Reservations for late night events must be made through the Conference Services office.  Recognized student organizations may request to keep the Student Center open (until 2:00 a.m.) on Friday or Saturday for private parties or meetings once a semester.   A completed Late Night Usage Request form must be turned in to the Conference Services office no later than four weeks prior to the event. Please refer to the Late Night Policy for further information.

1. All student organizations/departments must complete the use of their room by the ending event time.
2. Furniture is to remain in the room as set-up.  The Student Center staff must approve movement of furniture from room to room. Otherwise, a special fee for housekeeping services will be assessed to the group.  Please contact the Information Desk personnel for assistance needed with furniture.
3. Any student organization/department or individual using a room in the Student Center is expected to leave the room in the same orderly condition in which it was found. Otherwise, a special fee (minimum of $40) for housekeeping services will be assessed to the group.
4. Any student organization/department may submit a room setup diagram to the Student Center Reservations Desk one-week prior to the event.  We will accommodate the diagram to the best of our ability.  Any change requested in a setup must be made 48 hours in advance of the event or a change fee may apply ($50 minimum).        
5. If, at the time of your event, there are concerns or questions about set-up, please send the person in charge down to the Information Desk to ask to speak to the Housekeeping Supervisor.
6. Free standing, open flame candles cannot be used in the rooms.  Any candles that may be used must be brought in the Student Center for prior approval.  A special housekeeping fee will be assessed to clean wax from any furniture, floors, carpets and walls.
7. Since many student organizations or departments use the building at the same time, noise is to be kept at a minimum.  No group will be permitted to disturb scheduled programs.  Singing, playing music, or talking which may disturb another group should be scheduled in advance with the Student Center Reservations Office to avoid conflicts.
8. Any student organization/department requesting usage of the Student Center, outside of the posted hours, will be charged a $50/hour extended use fee.  This fee applies to any portion of an hour.

1. Any arrangements for audio/visual equipment must be made with the Center for Instructional Services (817-257-7121).
2. Pianos are available for use in the Ball Room and in rooms 205, 206 and 222.  Other rooms may have piano use if there are no sound conflicts.
3. The Student Center can supply technical equipment (please see list of available equipment on reservation request form).  The equipment must be requested in advance at the time of scheduling.  Depending on the type of program and location, a sound technician may be required to operate the sound/lighting system.  A fee of $16/hour will be charged to all non-TCU organizations. All events are to include ½ hour setup and ½ hour breakdown time.  Any requests for a sound technician must be made in writing by Friday, the week before the event and may be subject to additional charges.  No one organization or department may monopolize the Sound Tech services, more than two – three uses per week will be viewed as excessive and will be subject to approval by Student Center staff.  Cancellations of sound tech service must be made 24 hours in advance or the organization/department will be charged for the sound tech services.
4. Each student organization/department is responsible for the equipment assigned to it.  A replacement cost will be charged for any damage or loss of equipment.

1. No animals will be permitted in the Student Center (except guide dogs).
2. Users must make arrangements with the Reservations Coordinator about methods of putting up any decorations before the event takes place.  Please refer to posting policy-NO TAPE.
3. No roller blades, scooters, skateboards or bicycles are allowed in the Student Center.
4. A Raffle Policy is available at the Information Desk.  This policy must be followed and a raffle request form (available at the Information Desk) must be turned in for approval by the Director of the Student Center 1 week in advance before a table reservation will be made.
5. Recognized student organizations may request to keep the Student Center open past regularly scheduled hours upon approval once per semester.  The Late Night Policy is available upon request at the Student Center Information Desk or online at
6. http://www.sc.tcu.edu/ under Policies.  The request must be completed no later than four weeks prior to the event.
7. Reservations for Student Center Porch, Reed-Sadler Mall, Front of Sadler Hall, Westside of Sadler Hall and the Worth Hills Rose Garden are available through the Student Center Reservations Office.  The Outdoor Event Policy is available at the Student Center Information Desk or online at http://www.sc.tcu.edu/ under Reservations.  Reservations must be made at least 7 days in advance of the event.

8. The Demonstration Notification Policy and Form will be made available at the Student Center Information Desk.  This form must be completed at least 48 hours prior to the event. 

1. Only TCU’s Dining Service may cater events in the Student Center. Sodexho has the right of first refusal for all events involving food service in the Student Center.

2. Reservations for space must be first arranged in the Student Center Reservations Office, and then details for food service and/or table clothing/skirting must be made with the Sodexho Catering Office, 817-257-5239.

3. The sponsoring student organizations/departments must give the catering manager a final guarantee on the number to be served 48 hours before the meal is to be served, as well as informing the Reservations Office.

4. Student organizations/university departments, with the approval of the Student Center Reservations Office, may bring snacks to organizational meetings. Snacks are chips, cookies and drinks only. The room must be returned to the condition in which it was found or a cleanup fee ($40 minimum) may apply.

5. Dining Services facilities are unavailable for food preparation and food storage.

6. No red punch may be served or consumed in the Student Center.

1. Chalking is not allowed in, on or around the premises of the Brown-Lupton Student Center. If chalking is done, the organization will be contacted and asked to clean up the chalking by a predetermined time. If the clean-up does not occur, the organization will be charged for the clean-up of the chalking.

2. Bulletin Boards Approval and Placement

   1. Student organizations or departments sponsoring a special program or meeting are required to include the organization or department name on the posters/fliers.

   2. Posters/fliers may not be larger than 22" x 28” in size.

   3. Posters/fliers must be approved by the Student Center Information Desk. They will be approved for a maximum of ten days with the expiration noted on the approval. Requests for exceptions should be made to the Student Center Information Desk Coordinator.

   4. Only 10 posters/fliers will be approved for recognized student organizations or departments for posting in the Student Center. Each poster must have the name of the sponsoring student organization on it.

   5. Posters/fliers may be placed on bulletin boards only. Those placed on areas such as doors, windows, walls, sidewalks, or mirrors will be taken down and thrown away.

   6. Off campus advertising is permitted on the bulletin boards only and must be approved prior to posting. Two (2) posters/fliers will be approved for a maximum of ten days. The maximum size for posters/fliers is 22” x 28”.

   7. All posters must meet acceptable standards of taste and posting policies.

3. Banners

1. Locations for posting:

   1. Individual residence halls if residents so choose and have permission from the hall director.

   2. Brick wall of the Reed-Sadler Mall.

   3. Banners to be hung outside of the Brown-Lupton Student Center must be scheduled and approved by contacting the Information Desk prior to being hung.

   4. Time limit for these banners will be 5 days. However, if additional requests for the same time period are received, you may be asked to compromise.

2. Policies:

   1. All posters/banners must be approved by Student Center Information Desk with posting stamp between 8:00 a.m. to 12:00 midnight, daily.

   2. All posters/banners may be attached by using clips where provided. NO TAPE.

   3. The maximum banner size is 3 foot x 3 foot (3' deep by 3' long). Clip distance is 3 feet apart.

   4. The minimum banner size no smaller than 3 foot long by 3 foot wide.

   5. A limit of 1 banner per organization or department may be hung.

   6. The organization or department name must appear on banner. g. Each organization may hang a banner once per 30 day period for up to 7days.

3. D. Free Standing Signs

   1. Free-standing signs including sandwich boards, bulletins boards, easels, etc. by student organizations or administrative offices must have reservations to place these display(s) in or immediately outside the Student Center. Reservations should be made seven (7) days in advance of the event at the Student Center Information Desk.

   2. Any organization or department is limited to one (1) free-standing sign inside the Student Center and one free-standing sign outside of the Student Center on any one day except during the day of the function. Additional signs need to be approved by the Student Center Information Desk.

   3. Only two free standing signs will be allowed in front of the Main Dining Hall on any day. Requests will be honored on a first-come, first-serve basis. A maximum of six (6) free standing signs are allowed inside and outside of the Student Center on any day.

   4. Free-standing signs are limited in size to 3 feet wide by 6 feet tall.

   5. If approved for longer than one day, the information on the free standing sign(s) must be kept up to date, appropriate and neat or they will be removed.

4. Tent cards to be placed in The Main/Frog Bytes need to be approved first at the Student Center Information Desk, then with Sodexho before placing them on tables.

5. Electronic Centers

1. An electronic blackboard, located in The Main dining area, is available for advertising in the Student Center. Information and reservations for the Electronic News Center may be made at the Student Center Information Desk between 8:00 a.m. and 5 p.m., Monday through Friday.

2. The MTVU televisions are located in the TCU Dining Services areas. Please complete the information form at the Information Desk and submit for approval.

3. TUN University Network’s flat screen in Main corridor maybe used for advertising. Submit the information to the Information Desk at least one week in advance.

1. Tables (6’ x 12”) in the lobby may be reserved with the Student Center Information Desk between 8:00 a.m. and 5:00 p.m., Monday through Friday, on a first-come, first-serve basis by recognized TCU student organizations and other official departments of the university. Reservations need to be made 24 hours in advance.

2. The sponsoring organization will be responsible for setting up and tearing down the table and chairs.

3. Tables (6’ x 12”) for displays will be permitted only as space allows. (Maximum of 6 organizations). Only 2 chairs will be allowed per table.

4. Tables for displays must be staffed by members of the sponsoring organization or arrangements must be made with the Student Center Information Desk for an outside organization to staff the table.

5. Sponsoring organizations are responsible for any damage done to tables during their use.

6. Tables reserved in hallways are not to be used as eating tables.

7. No credit card or telephone card applications may be distributed except the credit card sponsored by the TCU Alumni Association.

8. T-shirts sold must have their design approved by the Student Center Director and Bookstore Manager prior to sale.

1. Student organizations sponsoring a sale or raffle must have this approved by Student Center Director. Forms are available at and returned to Information Desk. Please allow one week for this approval.

2. Companies, individual fund raisers and charity groups requesting sales or promotion of services in the Student Center must be approved by the Student Center Director. The fee is $50.00 per day or 15% of gross sales.

3. For approval, the off-campus company must:

   1. Have a recognized student organization or university department sponsorship.

   2. Pay a commission or daily fee for sponsorship.

   3. Sell items or services that are not in competition with the University Bookstore.

   4. Offer freebies to the TCU students.

4. All sale items must be educational in nature of value or be sponsored within a special theme program.

1. With the approval of the Student Center Director, the Information Desk will sell tickets for recognized student organizations or university departments for TCU sponsored events. At least two days in advance of the sales, the sponsoring group must provide the Student Center Information Desk with the ticket manifest, necessary change and sales procedures on the upcoming event.
2. All tickets, including off-campus student discount tickets, will be sold between the hours of 8:00 a.m. - 12:00 midnight daily.

1. Available to recognized student organizations are:
   Workstations (10)
   Storage bins (32)
   File drawers (96)
   Postal boxes.
2. Interested organizations must complete the Student Organization Center form and submit it to the Information Desk Coordinator.
3. Spaces are available on a yearly basis only and are assigned on a first-come, first serve basis.
4. Keys will be issued to you and your organization and become the responsibility of your organization. If the key is lost, the organization will be charged $20. Keys should be passed down when new officers are elected.
5. Hours of operation of the Student Organization Center are determined by the scheduled building hours.

• Events that will occur after closing time require approval from the Director of the Student Center and the Manager of Conference Services at least four weeks in advance of the event.
• A completed Late Night Usage Request form must be turned in to the Conference Services office no later than four weeks prior to the event.
• Recognized student organizations may request to keep the Student Center open past closing (no later than 2:00 a.m.) on Fridays or Saturdays for private parties or meetings. Last call begins at 1:30 a.m. and all students must be out of the building at or before 2:00 a.m.
• A current TCU faculty or staff representative, an advisor to the student organization and a minimum of four off-duty police officers (2 in parking lot and 2 in the event) must be present at the Student Center event. Arrangements for police must be cleared by the TCU Campus Police Department. The Chief of Police, at his discretion, may require additional police officers. In addition to officers working the event, one officer must be present one hour after closing of the event to clear the parking lots and building. All police officers will be paid by the student organization at standard rates.
• People attending the party must be college students and have current college ID to enter the event. The organization is responsible for assuring the eligibility of guests. It is the responsibility of the advisor to check identification at the door.
• Campus Police will have the sole responsibility of selecting police officers for late night events, but students can submit the names of officers to be considered to work the event.
• The organization requesting the late night usage must pay a $50/hour Extended Hour Fee for the use of the Student Center a minimum of 72 hours in advance of the event. The fee will be refunded if the request is not approved or if the event is cancelled more than 72 hours prior to the scheduled date.
• The name of the organizational advisor who will be present must be provided to the Reservations Coordinator no later than four weeks prior to the event.
• There may be no off-campus publicity with the exception of other university campuses. The Director of the Student Center or designee must approve all promotional materials prior to information being distributed on or off campus. Promotional materials include but are not limited to fliers, handbills, posters and signs.
• The facility used is to be left clean. All trash is to be put in trash containers before leaving. If the room is not cleaned properly, a $100 minimum cleaning fee will be assessed against the organization. No further meetings by the organization will be allowed in the Student Center until the fee is paid.
• No late night events will be held during the summer months (end of spring term extending to the opening of the fall semester).

This policy may be modified for specific events at the discretion of the facility manager, Chief of Police and the advisor if they consider it in the best interest of all involved (university, student organizations and event participants).