While Student Centers strive to provide assistance in ensuring all booked events are successful, at times an organization may decide that they need to cancel their event reservation.
Student Centers charges cancellation fees for spaces when they are canceled close to the event date to recoup the missed opportunity for other organizations to reserve and utilize that space and cover the work staff has done to prepare for the event.
Cancellation Fees are calculated as a percentage of the room rate for the duration of the event, not including set-up and teardown time.
All cancellations must be done through EMS reservation system or via email to studentcenters@case.edu
The current Student Centers policies concerning cancelation of an event are below:
Event Spaces
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 reservation 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
Meeting or Lounge Spaces
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 reservation within a meeting or lounge space:
- At least 11 business days prior to the event – cancellation fee is not charged
- At least 6 business days prior to the event – student organization is liable for 50% of the rental fee shown on our website
- At least 5 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 cancels the reservation:
- At least 21 business days prior to the event – department is not liable for the rental fee or subject to a cancellation fee.
- At least 16 business days prior to the event – department is liable for 25% of the room rental fee
- At least 11 business days prior to the event – department is liable for 50% of the rental fee
- At least 6 business days prior to the event – department is liable for 75% of the rental fee
- 5 business days or less prior to the event – department is liable for 100% of the rental fee
In the event that the client cancels the reservation:
- At least 16 business days prior to the event - client is not liable for an additional cancellation fee. However, the ⅓ rental rate reservation deposit is non-refundable.
- At least 11 business days prior to the event – client is liable for 50% of the rental fee, inclusive of the ⅓ rental rate reservation deposit.
- At least 6 business days prior to the event – client is liable for 75% of the rental fee, inclusive of the ⅓ rental rate reservation deposit.
- 5 business days or less prior to the event – client is liable for 100% of the rental fee, inclusive of the ⅓ rental rate reservation deposit.
In an attempt to avoid necessitating the charging of a cancellation fee, Student Centers staff will automatically cancel a reservation if the Event Details Process has not been completed by the requested date, approximately 16 business days prior to the event date.
If an automatic cancellation occurs, an organization is not able to attempt to rebook the space and complete the Event Details Process.
In the case of an automatic cancellation, Student Centers is not liable for any costs associated with the event planning process or costs for finding a new space that may be lost due to the lack of action on the part of the organization, leading to the automatic cancellation.
See more information about the entire Reservation Process here.
The University reserves the right to cancel a reservation agreement upon seven days written notice. The 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.
Recognized CWRU Student Organization
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 Associate Director of Engagement, notifying them of the penalty.
- Second offense – student organization will be charged 100% of the hourly rental fee for recognized student organizations and must meet with the Associate Director of Engagement.
- Third offense – student organization will be charged 100% of the hourly rental fee for recognized student organizations and any remaining reservations scheduled within a Student Centers space throughout the remainder of the semester are subject to being canceled.
CWRU Campus Department / Non-Profit / External Organizations
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 a Student Centers space throughout the remainder of the academic year are subject to being canceled.
When hosting an outdoor event there is always a threat of inclement weather. As such, Student Centers spaces may be reserved as a rain site location for outdoor events scheduled on campus. The following policies apply when reserving a Student Centers managed space as a rain site:
- Group must provide location of a primary outdoor reservation at the time of booking and indicate that the reservation request is specifically for a rain site location
- Should inclement weather occur and space is used, group will be charged at the normal usage rate when using a Student Centers space as a rain site.
- The Recognized Student Discount cannot be utilized for rainsite reservations, even if the event is being held at an outdoor Student Centers space.
- If the event proceeds outdoors as anticipated, as a courtesy, if Student Centers Staff is notified in writing at studentcenters@case.edu at least 48 hours prior to the event that the organization does not intend to use the rain site, the group will only be charged 50% of the normal usage rate.
- If the event proceeds outdoors as anticipated, but the rainsite is cancelled in less than 48 hours, a 100% fee will apply. This fee covers costs associated with lost revenue, event staff, and event set-up.
- If an event (and thus the rainsite) is canceled, the regular cancellation policy applies up to 50% of the normal usage rate.