Policies and Procedures | Student Centers | Division of Student Affairs

Operating Hours

Academic School Year
Monday - Friday	8 a.m. - 11 p.m.
Saturday	10 a.m. - 11 p.m.
Sunday	12 p.m. - 11 p.m.
Holidays	Closed

Summer Hours
Monday - Friday	8 a.m. - 5 p.m.
Saturdays, Sundays and Holidays - Closed

Hours are subject to change.

Extended Hours

Extended hours for reserved rooms may be granted upon approval from the Office of Thwing Center Engagement and Operations. There will be a $50.00 per hour charge added to the hourly room rate for all hours reserved outside of normal building hours.

Affiliations

Thwing Center provides event space and services to (4) affiliation types.

1. Student Organizations (must be recognized as/under a SPR board group or GSC (i.e. COC, IFC/PHC, RHA, UDC, UMB, UPB, USG)

2. Campus Department (any CWRU office/department OR student organization recognized under a non-SPR or GSC group)

3. Affiliate/Nonprofits

4. External

Reservation Procedures

During the academic year, only student organizations and campus departments are permitted to reserve programming space within Thwing Center and satelite facilities. External groups may reserve space during academic breaks (fall, winter, spring and summer) which can be found on the university's academic calendar.

Reservations are granted to university groups and individuals on a first-come, first-served basis as often as needed and upon confirmation. Student organizations may schedule a series of dates for one semester at a time.

Every effort is made to match you with your first choice. However, Thwing Center reserves the right to adjust space so that as many organizations as possible can be accommodated.

Reservation Submissions

Reservations for meeting rooms (Room 206, Room 218, Room 224, Room 324, the Cleveland Room, and the Spartan Room) should be submitted a minimum of 3 full business days prior to the date of the meeting.

Reservations for lounge spaces (Hart Crane Reading Room, Bellflower Lounge, Off Campus Student Lounge* and Lower Level Lounge 08*) should be submitted a minimum of 3 full business days prior to the date of the meeting.

Reservations for event spaces (Ballroom, Atrium, Room 201 and the Multi Purpose Room) for banquets, receptions, or dinners should be submitted a minimum of 10 business days prior to the date of the event.

All reservations must be made online. You can visit our Programming Spaces pages for a visual view of our rooms and facilities prior to placing your reservation.

Student organizations and university departments are not permitted to make reservations in their name for use by non-recognized or off-campus groups/organizations.

Organizations recognized by Case Western Reserve University are permitted to reserve space for special events one year in advance.

Priority scheduling is given to certain university departments based on the university calendar. i.e. Orientation, Homecoming, Undergraduate Admissions, Commencement, etc. All other reservation requests will be processed in the order in which they are received.

*The Off Campus Student Lounge and Lower Level Lounge 08 are only available to be reserved by select student organizations.

Reservation Confirmations

After you submit the online request form, you will receive an email message stating that your request has been received. Please note, this does not mean your reservation has been approved. You will be contacted within three (3) business days with a confirmation or a request for additional information.

External groups/individuals are responsible for paying one-third (1/3) of the total amount within 3 business days of confirmation being sent by Thwing Center. This is a non-refundable deposit. The remaining balance is due 14 business days prior to the event. Student organizations and Campus Departments will be charged (if applicable) within 5 business days following the event.

A PeopleSoft speedtype or AGY account is required of all student organizations and university departments when making a reservation.

Recurring Reservations

Beginning August 1 of each year, recognized student organizations may begin requesting space for the upcoming academic year. To make it fair to all student groups, the following guidelines apply to groups wishing to reserve space for recurring meetings/rehearsals:

Each recognized student organization is permitted to schedule a maximum of (2) meetings/rehearsals per week.
Recurring meetings/rehearsals can be a maximum of two hours and must be scheduled within normal hours of building operation.
Student organizations receive a 100% discount for these (2) meetings/rehearsals.
Groups are only permitted to have (1) two hour meeting/rehearsal per day.

For recognized student organizations seeking additional meeting space, a third weekly meeting/rehearsal may be requested after September 15. A third weekly meeting will be subject to the same guidelines listed above with respect to duration, timing, and cost.

For recurring meetings lasting longer than 2 hours or additional meetings per week, student organizations will be required to pay the hourly rate for the given space. Such requests may be made after September 15.

The above guidelines apply to recurring meetings. If your organization is planning a larger, single event, please refer to the guidelines listed on our website for the specific room you are interested in.

Fee for Ticketed Events

Effective July 1, 2021 any organization and/or department that is charging a ticket price to be in attendance at an program or event held within Thwing Center or a Thwing satellite facility will be required to pay a $1 fee per participant.

Event contacts must provide a final participant count to a Thwing Center professional staff member at least 3 business days prior to the event. If the participant count increases less than 3 business days prior to the event, the organization/department will be charged accordingly. If the count decreases less than 3 business days prior to the event and/or the set up has already been completed, the organization/department will be charged based on the final participation count that was previously given.

Late Requests

All changes to a reservation must be communicated in writing to thwing@case.edu at least 3 business days prior to the event. Fulfillment of last-minute changes and requests made less than 3 business days prior to the event is based on time, staff availability, and resources and the following terms apply:

Fulfillment of late space requests may occur if an appropriate room and/or staffing is available.
Set-up changes / requests and additional services may not be available
Labor charges will be incurred (depending on the extent of the change) if changes are requested less than 3 business days prior to the event.

Set Up and Break Down

Student organizations are expected to complete their own setup and breakdown. Should the student organization wish to have Thwing Center staff complete their setup and/or breakdown, arrangements can be made during their required event meeting with Coordinator of Operations. Charges will apply.

Tabling

Tabling opportunities in Thwing Center are available to registered student organizations and university departments. All tables must be reserved in advance using the Spartan Reservation System. External and affiliate groups should refer to our Vendor Program policies and procedures to reserve tabling space.

Please review the updated policies listed below prior to reserving a table in Thwing Center:

No equipment can be moved.
All surfaces must be sanitized upon completion of the reservation. Sanitizer and paper towels will be available near each table.
'Food distribution' as used in this policy, includes but is not limited to: bake sales, give-a ways, celebrations, candy, popcorn, prepackaged items, beverages, boxed meals, etc.
No materials can be stored at Thwing Center
If food items are being distributed:
- must be ‘shelf stable’ foods (no heat or refrigeration required).
- Items must be individually pre-bagged at point of origin.
- Gloves must be worn when coming in direct contact and/or distributing food.
- A visible list of ingredients and/or label on individual items is suggested for all food distribution but is required if items are being sold.
- If the item(s) being sold are homemade, it must be stated on each individual package.
Groups found in violation of any policy may be asked to leave and/or be required to meet with a Thwing Center staff member prior to being permitted to hold any further tabling reservations during the semester.

Rain Site Policy

In the case of inclement weather, spaces at Thwing Center as well as satellite spaces managed by Thwing Center staff (including Leutner Commons and Carlton Commons) may be reserved as a rain site location for outdoor events scheduled on campus. The following policies apply when reserving a Thwing Center managed space as a rain site:

Group must provide location of a primary outdoor reservation at the time of booking the rain site location in Thwing Center
Group will be charged at the normal usage rate* when using a Thwing Center space as a rain site. *Student organizations will be charged at the hourly rate associated with the space
Group will not be charged for the space if the reservation is cancelled five (5) business days prior to the event for meeting rooms and thirty (30) days prior to the event for large event spaces (including the Ballroom, Atrium and Room 201).
As a courtesy, if the Office of Thwing Center Engagement and Operations is notified in writing at least 2 business days prior to the event that the group does not intend to use the rain site, the group will only be charged 50% of the normal usage rate. This fee will cover costs associated with lost revenue, event staff, and event set-up.

Cancellations

*Please note, all cancellations must be done through EMS reservation system or via email to Thwing@case.edu

By Campus Department, Affiliate/Non-Profit or External Client

In the event that the client cancels* the event:

At least 21 business days prior to the event – client is NOT liable for the rental fee (excluding specific outside groups including all non-university events for faculty, alumni, students, university circle institutions, non-profit organizations and non-university affiliated organizations).
At least 16 business days prior to the event – client is liable for 25% of the rental fee
At least 11 business days prior to the event – client is liable for 50% of the rental fee
At least 6 business days prior to the event – client is liable for 75% of the rental fee
5 business days or less prior to the event – client is liable for 100% of the rental fee

By Recognized Student Organization

In the event that the client is a recognized student organization that does not normally pay for any rental fees and the client cancels* the event within a meeting or lounge space:

At least 10 business days prior to the event – student organization is not liable for the rental fee shown on our website
At least 7 business days prior to the event – student organization is liable for 50% of the rental fee shown on our website
At least 4 business days prior to the event – student organization is liable for 75% of the rental fee shown on our website
3 business days or less prior to the event – student organization is liable for 100% of the rental fee shown on our website

In the event that the client is a recognized student organization that does not normally pay for any rental fees and the client cancels* the event within an event space:

At least 16 business days prior to the event – student organization is not liable for the rental fee shown on our website
At least 11 business days prior to the event – student organization is liable for 50% of the rental fee shown on our website
At least 6 business days prior to the event – student organization is liable for 75% of the rental fee shown on our website
5 business days or less prior to the event – student organization is liable for 100% of the rental fee shown on our website

By University

University may cancel this agreement upon seven days written notice. University, for public necessity or emergency use, may cancel the agreement at any time. In the event of cancellation for any of the aforementioned reasons, University’s liability shall be limited to repayment of any advance payment of rental fees by client to University.

No Shows

By Recognized Student Organizations

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

First offense – student organization will be charged 50% of the hourly rental fee for recognized student organizations and receive an email from the Coordinator of Operations
Second offense – student organization will be charged 100% of the hourly rental fee for recognized student organizations and must meet with the Associate Director
Third offense – student organization will be charged 100% of the hourly rental fee for recognized student organizations and any remaining reservations scheduled within Thwing Center throughout the remainder of the semester will be cancelled

By Campus Department/External Groups

In the event that a campus department or external group does not show up and utilize a space that they had previously reserved:

First offense – client liable for 100% of the rental fees
Second offense – client liable for 100% of the rental fees and any remaining reservations scheduled within Thwing Center throughout the remainder of the semester will be cancelled by University

Catering

View the list of preferred caterers on the Dining Services page.

Caterers are responsible for removing all garbage from event and prep spaces during and following the event. Trash is to be placed in large cans that are kept near the service elevator on the second floor.

For more information on catering policies please reach out to thwing@case.edu

Alcoholic Beverages

State of Ohio liquor laws and all university policies relating to alcohol will be adhered to within Thwing Center. Alcohol will be permitted only at approved social events with the following restrictions:

Security is required when alcohol is served at a student event.
Student groups are required to meet with staff to discuss alcohol policies and obtain the University Alcohol Use Permit. (Undergraduates will meet with the Office of Student Activities & Leadership and graduates will meet with Thwing Administration.)
Student organizations are required to submit a completed copy of the University Alcohol Use Permit at least three days prior to the event.
No red liquid or beer kegs are allowed in Thwing Ballroom or 201.

For more information, please review the Student Affairs alcohol policy.

Deliveries and Equipment Removal

All event sponsors who want to drop off printed materials must coordinate their deliveries through the Thwing Center Administrative Office. Deliveries not approved in advance may be denied.
All equipment and supplies furnished by the event sponsor should be removed from the space at the end of the reservation.
Equipment may not be left in any location without prior approval.
Costs incurred for removal of materials will be charged to the event sponsor.
Individuals assume full responsibility for any equipment or materials brought into or left in Thwing Center.
Delivery vehicles left unattended at loading dock may be ticketed and/or towed.

Additional Policies

Safety Regulations

Groups or individuals that reserve space are responsible for following all university safety regulations. Thwing Center reserves the right to approve all physical arrangements for safety.

No Smoking Policy

Users of Thwing Center are reminded that Case is a non-smoking environment. Learn more about our no smoking policy.

Lost and Found

In accordance with state guidelines surrounding COVID-19, items found within Thwing Center will be disposed of and not placed in Lost and Found.

Usually, Lost and Found policies and procedures are as follows:

Lost and found items can be retrieved from the Service Counter located in the Atrium. Items are held for a maxium of two weeks. Thwing Center is not responsible for lost, stolen or damaged items.

Additional Fees

Ballroom drape tie-backs are not to be removed. Windows have shades for use when slides/films are shown. If this policy is disregarded, there will be a $100 rehanging charge assessed to the group/organization responsible.

Liability

Thwing Center is not liable for problems that might occur prior to or during the reservation period, i.e., power failure, air-conditioning, heating problems, etc.

Violation of Policies

Thwing Center administration may deny any and all Thwing Center privileges of any individual or group in the event of any violation of Thwing Center policies or procedures. Charges may also be applied.

Pets

Dogs, cats, and other pets or animals are not permitted within Thwing Center.

Use of Skateboards

The use of skateboards, in-line skates and cycles of any sort are not permitted in the building.

Removal of Furniture

Removal of any furniture or equipment without prior approval is prohibited.

Fees for Use of Facilities

There are no fees associated with the use of the building for undergraduate student organizations except for external rental of equipment, or large setups. For room use fees, please visit our Programming Spaces pages.

All university-related departments and organizations using Thwing facilities for conferences and workshops, seminars, etc, for which a registration fee is charged, will be assessed a room use charge of $2.00 per participant in addition to setup and cleanup fees.

If fees are applicable, a 1/3 deposit is required ten (10) days after receipt of confirmation. The balance will be invoiced immediately following the event and is due upon receipt.

Damages

Event sponsors are responsible for ensuring that no damage occurs to facilities of Thwing Center during the course of an event. Damaged facilities or equipment will be repaired at the expense of the event sponsor.

Parking

Parking arrangements are the responsibility of the sponsor. Guest parking can be arranged through Parking Services, which is located in Crawford Hall. For more information, please call 216.368.2273.

Security

Thwing Center Administrative Office, in conjunction with Public Safety, will have authority to determine the security needs for a particular event. Thwing Center Administrative Office will make arrangements for the provision of security with University Security.

Posting Printed Materials and Decorations

Decorations must be free-standing.
Glitter, sequins and confetti are prohibited.
No items should be placed on chandeliers.
Decorations/signs should not be attached by any means to the walls, drapes, glass doors, etc.
Posters/fliers may not be posted on walls, doors, glass or sidewalks.
Printed materials may be posted only on designated bulletin boards and kiosks within Thwing Center. Bulletin boards and kiosks are cleared weekly.
The use of hay, straw, or any flammable material is prohibited.
In compliance with campus fire codes, flame candles are prohibited, including flames fully enclosed by glass, floating candles, candles in votive holders, or candle tapers in hurricane globes. Flameless battery powered candles are allowed.
The use of paint is prohibited in any carpeted areas. Paint may be used in non-carpeted areas with drop cloths.
Individuals or group organizers who tape/post fliers will be subject to charges for the removal of the fliers and repairs to surfaces if necessary. Groups failing to observe this policy may be required to forfeit the privilege of reserving space in Thwing.

Vendors and Vending Spaces

Due to university guidelines surrounding COVID-19, visitors are not permitted on campus. Because of this, vendors are currently not permitted within Thwing Center.