Certain events require extra custodial attention for restrooms and trash management, and would require additional custodial to be on site during the event. Student Centers staff will discuss your event with you during your reservation process and coordinate the request for additional custodial support if necessary.
The following event parameters require that additional custodial support be requested:
- Events with anticipated attendance above 200 and which include the serving food or beverages.
- “Full building” events, where all or the large majority of spaces in a given building are all being used simultaneously for a single event.
Any event organizers may request additional custodial for any event at the expense of the hosting organization. However, please note that the Case Western Reserve University Office of Facilities Services will determine if additional custodial is needed, and may elect not to provide additional custodial support.
Event organizers are prohibited from bringing in or arranging for the service of any private or independent custodial support services.
Student Centers reserves the right to require additional custodial support to be present at any event deemed necessary
Certain Events that are hosted in Student Centers spaces will inherently come with a heightened level of risk, and require additional security to be on site during the event.
Student Centers staff will discuss your event with you during your reservation process and coordinate the request for additional security personnel if necessary.
The following event parameters require that additional security be requested:
- All events that serve alcohol are required to hire additional security personnel for the duration of the event
- Events with anticipated large attendance dependent on the timing of the event, are required to hire additional security personnel for the duration of the event.
Even if an event is determined to not require additional security, any event organizers may request additional security for any event at the expense of the hosting organization. However, please note that the Case Western Reserve University Department of Public Safety will determine if additional security is needed, and may elect not to provide additional security.
Examples of events with heightened risk that may require additional security include but are not limited to:
- Events where there are monetary transactions
- Events occurring late in the evening
- Events occurring outside of normal operating hours
Event organizers are prohibited from bringing in or arranging for the service of any private, volunteer, or independent security force.
Student Centers reserve the right to require security personnel to be present at any event even if the Event organizers do not wish for security to be present.
When an event organizer requests that other nearby event spaces not be available for use by other groups during their event, independent of use of the space for catering, storage, or other event support they will pay an hourly fee for 50% of the rental fees for those spaces for the duration of their event, not inclusive of set up or tear down time.
If you have external vendors/rentals at your event please work with Student Centers staff to coordinate delivery/pick-up times. Final say on available delivery/pickup times will be determined by Student Centers.
Vendors may not arrive any earlier than the agreed upon delivery time. If the delivery does arrive early, they may be denied the ability to drop or set up the equipment or if able to be accommodated the hosting organization will be charged for the extra space time and will result in a Late Change Fee.
- All event sponsors who want to drop off printed materials must coordinate their deliveries through Student Centers staff.
- All equipment and supplies furnished by the event sponsor should be removed from the space at the end of the reservation.If this is not possible see the Event Storage Policy here.
- Equipment may not be left in any location outside of the start and end times of the confirmed reservation without written approval.
- If items are left without permission, 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 Student Centers Spaces.
- Delivery vehicles left unattended at loading dock may be ticketed and/or towed.
Groups may request to hold equipment, decor, or other supplies for up to two days before and/or after the event, but items may only be stored if the request is approved in advance by the Director of Student Centers or their designee.
- No requests to hold equipment that impact other events already scheduled at the time of the request being made will be approved.
- Requests should be made no later than 7 business days prior to the event.
- If items are agreed to be stored by Student Centers, an associated fee will be assessed.
- The fee is assessed as a flat fee for each block of time that a space is reserved for storage, therefore preventing another group from using the space
- Items that arrive prior to agreed upon timeframe may be denied
- Items left after the end of agreed upon timeframe may be disposed of and an additional fee will be charged to the hosting organization.
- Student Centers is not responsible for lost, stolen, or damaged items.