Policies & Procedures

Policies Governing the Use of the Frank N. and Jocelyne K. Linsalata Alumni Center: 

• Building and Operating Policies
• Reservation of Space
• Rate Qualifications
• Scheduling
• Deposits and Payments
• Cancellations
• No Shows
• Facility Use Procedures
• Catering and Bar Service
• Event Setup and Cleanup
• Parking
• Lost and Found/Liability
• Restrictions
• Emergencies

Building and Operating Policies

• Abide by University Policy - Licensee and guests agree to abide by all University policies in effect at the time of the event, as well as all local, state, and federal laws. Licensee shall comply with all state, local, and University regulations concerning health, safety, and public order, which are applicable to the use and occupancy of public facilities. Licensee shall comply with all University regulations applying to specific rooms. Further information regarding each room can be obtained from the University.
• Smoking - CWRU is a tobacco-free campus; therefore, Center is a smoke/vapor-free facility.
• Weapons and Substances - Illegal or unauthorized possession or use of any item considered a weapon is not permitted on University property. Possession of illegal substances and disclosed weapons are prohibited within the Center. 
• Damage, Theft, and Vandalism - Center is not responsible for damage, theft or vandalism to Licensee’s personal items or those of its guests.
• Hazardous Materials - Licensee shall ensure that its guests do not bring any exhibit, equipment, vehicle or other items on the premises of Center that is potentially dangerous to persons and/or property.
• Gambling - In the event Licensee is hosting gambling/games of chance, it must obtain all necessary licenses and permits from the Ohio Attorney General’s Office and the local municipality and submit copied to Center prior to the event.
• Recycling/Waste - As part of the sustainable features of Center, Center supports a full recycling and waste management initiative.  For more information, please refer to the CWRU Office of Energy and Sustainability.  The removal of waste at the conclusion of an event is the responsibility of the caterer or Licensee.
• Doors - Doors of the facility must be scheduled to be locked/unlocked. Unless otherwise notified, the doors will unlock one hour before your event time, and lock automatically one hour after.  Doors of the facility may not be propped unless approved by Center manager in advance.

Reservation of Space

Exclusive Rights of Linsalata Alumni Center

Center reserves the right to refuse, reschedule or cancel any event(s).

Room Capacities

Rate Qualifications

Center reserves the right to alter the price list in response to market forces.

Center defines all listed rental rates/categories for the Licensee as:

• Alumni rates - Licensee must be a recognized CWRU alumnus. 
• Student rates - Licensee must be a current CWRU student. Advisors or departments cannot make a reservation on behalf of a student organization.
• Campus rates - Licensee must be a campus department that will pay for all rental fees via an internal transfer of funds (speedtype).
• Affiliate rates - Licensee must be one of the following:
  • A nonprofit organization, or...
  • An organization located within University Circle
• External rates – Any Licensee that does not qualify for any of the above rates.
• Multi-day conference rate – Applicable only for multi-day events and only when rental includes the Foster-Castele Great Hall. If extra space is added, additional hourly room fee applies.
  • Alumni/Student: $1200/day
  • Campus: $1400/day
  • Affiliate/Nonprofit: $1600/day
  • External: $1800/day

Facility Use Fees

Pricing is packaged based on a per hour rate for the Foster-Castele Great Hall and the facility use fees do not cover items such as damage, unusual wear-and-tear or exceptional custodial services. Spaces on the Phi Gamma Delta First Floor are based on an hourly rental with a three-hour minimum. When applicable, a multi-day conference rate may be offered at the discretion of the Center manager. The multi-day conference rate is based on the same rental rate categories as listed above and is only applicable for multi-day event bookings. Single day events are always charged at the hourly rate.

Scheduling

All events held at Center will be scheduled and confirmed by the Center Manager, in accordance with CWRU facility policy. Space assignments will be made at the time of scheduling based on the date requested for the event, the number of guests expected and the type of function. If the number of guests increases after a reservation is confirmed, Center will make reasonable efforts to accommodate the change.

Events must be scheduled and confirmed by Center manager no less than 14 business days prior to the event date. However, events in the Foster-Castele Great Hall must be scheduled and confirmed by Center manager no less than 21 business days prior to the event date.

Deposits and Payments

Student organizations and/ or campus departments:

• Deposit: Licensee must provide a speedtype at the time of the booking. Reservation is not considered confirmed until a speedtype has been provided. 
• Final Payment: Center will make a reasonable effort to invoice Licensee within five business days of event completion. Funds will be journaled from the speedtype provided within 10 business days of the invoice date. 

Alumni, external and/ or affiliate groups:

• Deposit: Licensee must pay a deposit equal to 20% of rental estimate to book an event. Deposits can be made with check, cash, or credit card and will be deducted from the final invoiced amount.
• Final Payment: Licensee will be invoiced post-event and must pay the remaining balance no later than 30 days following the invoice date. Final payments can be made with check, cash, or credit card. Center Manager reserves the right to charge the credit card on file at the end of the 30-day period unless notified otherwise by Licensee. Failure to receive payment will result in transfer to the Office of General Counsel for collection.

Cancellations 

Student organizations and/ or campus departments:

• 14 days or more: If the Licensee finds it necessary to cancel an event, advance notice (14 days or more) of a scheduled event is necessary in order to offer the facility to others. 
• Fewer than 14 days: Cancellation by Licensee fewer than 14 days prior to the event will result in a charge of 20% of the estimate  to the Licensee.  

Alumni, external and/ or affiliate groups:

• 30 days or more: If Licensee finds it necessary to cancel an event, advance notice (30 days or more) of a scheduled event is necessary in order to offer the facility to others. A deposit will be returned, less any expenses already incurred by Center on behalf of Licensee.
• Fewer than 30 days: Cancellation by Licensee less than 30 days prior to event will result in forfeiture of the rental deposit. 

No Shows

In the event that Licensee does not show up and utilize a space that they had previously reserved:

• First offense – Licensee liable for 100% of the rental fees.
• Second offense – Licensee liable for 100% of the rental fees and any remaining reservations scheduled throughout the remainder of the fiscal year will be cancelled.

Facility Use Procedures

Hours of Operations:

Normal hours: Monday-Friday from 8:30 a.m. to 5 p.m. except on University holidays, please visit the University Closings & Holidays page for additional details. Center will be closed outside business hours, unless an after-hours event is scheduled. Only reserved areas of Center may be accessed by event guests and only during the event scheduled times. All events held after normal hours of operation must begin no earlier than 8:00 a.m. and end no later than 11 p.m. Facility must be vacated no later than midnight. 

Damage Fees 

Licensee agrees to pay damages that result in unusual wear-and-tear or need for exceptional custodial services in the amount of $100.00 plus any other appropriate charges billed to Licensee.

Obstructions and Safety

Licensee shall not obstruct sidewalks, doors, passages or avenues of ingress or egress to or from Center. Licensee shall not use or bring any hazardous materials (any type flammable or caustic materials, etc.) inside Center without prior written consent of University.

All events that include alcohol service must secure a security officer from the CWRU Police Department. Center will hire security once the Alcohol Use Form has been returned (when applicable), and an additional charge of $35 per event hour will be added to the reservation total.

Staffing

Every event is to be staffed by a Linsalata Alumni Center employee. For events held outside of regular business hours, a staffing fee of $25 per hour will be added to the reservation total.

Concurrent Events

Licensee’s use of Center is nonexclusive. Licensee’s use of the area assigned for the event is exclusive during the event. If Licensee requests that other nearby event spaces not be used by other groups during its event, Licensee will pay an hourly fee of 50% of the rental fees for those spaces. Concurrent events may be scheduled upon special approval by the Center Manager.

Catering and Bar Service

Center features six approved caterers. Usage of non-Center approved caterer must be approved by the Center Manager.

Caterers should be contacted directly to arrange all food service requests. 

Center offers alcoholic beverage distribution through single-source liquor license contractor (Bon Appetit Catering). Bon Appetit should be contacted directly to arrange all alcohol service requests. Should Licensee be found violating the terms of the single-source liquor license contractor policy:

• First offense – Licensee will be liable for a $250 penalty.
• Second offense – Licensee is liable for $500 fee and any remaining reservations scheduled throughout the remainder of the fiscal year will be cancelled by Center.

Licensee may bring in their own food upon approval by Center. Licensee will be responsible for providing table coverage, catering equipment, trash removal and clean up.

Event Setup and Cleanup

1. Planning: Details of the setup plan and catering/entertainment logistics must be submitted in writing to Center at least 14 calendar days prior to the event. At the time of reservation, the Center Manager will work with the Licensee to plan equipment needs for the event. Licensee must confirm the equipment. A layout and any changes to these details may be made up to seven days prior to the event. 
2. Setup: One hour prior to any event is blocked off for setup purposes. Delivery of materials for a scheduled event must occur immediately prior to the start of the event unless prior arrangements have been made with Center. If more than an hour for setup is needed, additional staffing time may be billed. 
3. Cleanup: Licensee is responsible for the removal of all items related to an event within one hour of event conclusion, unless prior arrangements have been made with the Center Manager. While the caterer is responsible for cleanup of food-related items, if the clean-up time exceeds the amount of time allotted for the event, Licensee may incur additional cost. If Licensee does not use a caterer, they are responsible for the removal of trash.
4. Linens: Center does not provide its house linens for events. 
5. Storage: Center has minimal storage available. If prior arrangements have been made with the Center Manager then Groups may hold equipment and supplies behind the Great Hall for up to 24 hours before and/or after an event. Center is not responsible for lost or stolen items.
6. Custodial Fee: A Custodial fee of $150 will be automatically applied to events occurring on Saturday and Sunday.  
7. In-House Laptop: Linsalata does not provide an in-house laptop for event use. Licensee's are expected to provide a laptop or device and the Center will be assist in connecting it to the AV system. 

Parking

There is very limited on-site parking available. The adjoining parking lot is automatically reserved for Licensee upon event confirmation. Valet parking is recommended and must be arranged by Licensee. Any arrangements for special parking permits must be made through the University's Parking Services. Special event parking requests can be made online.

Lost and Found/Liability

Lost and found items can be retrieved from the reception desk. Items are held for no longer than 2 weeks before they are discarded or donated. Center bears no responsibility or liability for any loss of equipment, merchandise, or articles brought on to the premises of Center or its surrounding grounds, no matter how caused. Licensee is responsible for the payment of any and all charges relating to Licensee’s event, including any costs, charges or expenses relating to claims of third parties arising from or related to the event. Lost or misplaced items are not the responsibility of CWRU. Licensee hereby assumes the full responsibility for the acts of all persons using Center and hereby agrees to reimburse CWRU for any and all damage done to Center or CWRU property. Any non-CWRU Licensee agrees to indemnify, protect, defend and hold harmless the CWRU, its employees, students, and its agents from and against any all claims, loss of use or damages, liens, judgments, penalties, attorney’s and consultant’s fees, expenses or liabilities arising out of, involving, or in connection with, the use or occupancy of Center by Licensee or its guests or patrons. If any action or proceeding is brought against CWRU by reason of any foregoing matters, Licensee must upon notice defend CWRU at Licensee’s expense by counsel reasonably satisfactory to CWRU. CWRU shall reasonably cooperate with Licensee at Licensee’s expense. CWRU need not have first paid any such claim in order to be defended or indemnified.

Restrictions

1. The use of rice, glitter, confetti, colored dye, birdseed or other similar related items, or the use of smoke, fog, colored water and candles or other flammables is not allowed.
2. Banners, signs, decorations, etc., must not be nailed, glued, pinned or otherwise affixed to doors, walls, floors or ceilings and/or hung from light fixtures. Center must be left in the same condition as it was found.
3. No Center property, fixtures or furnishings may be moved without the express prior written approval of Center.
4. No smoking is permitted inside or on the grounds of Center.
5. No gambling of any kind is permitted on the grounds of Center.
6. No pets of any kind are permitted on the grounds of Center, with the exception of service animals.
7. Music and amplified presentations in Center must not disturb neighbors or violate any applicable noise ordinances. Licensee shall honor all requests by Center personnel to reduce the volume of any music or presentation must be honored with the penalty of immediate discontinuation of the event if the request is not heeded.
8. If a citation is issued by the police or other authority, Licensee shall be solely liable for the payment of any fines levied.
9. Licensee is responsible for ensuring that minors are properly supervised at all times.

Emergencies

Neither Center nor Licensee shall be liable for any failure to perform its obligations where such failure is as a result of Acts of Nature (including fire, flood, earthquake, storm, hurricane or other natural disaster), war, invasion, act of foreign enemies, hostilities (whether war is declared or not), pandemic, civil war, rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist activities, nationalization, government sanction, blockage, embargo, labor dispute, strike, lockout or interruption or failure of electricity or telephone service. Should Center or any part thereof be destroyed by fire or any other cause or should any other casualty or occurrence render the fulfillment of CWRU’s obligations impossible, Licensee shall have no further obligation to CWRU and shall pay a pro-rated license fee based on actual use. Licensee waives any claim for damages should the event be cancelled or prematurely terminated.