Policies and Procedures

Operating Hours

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


Reservation Procedures

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 standard meeting rooms should be submitted at least two full business days prior to the date of the event.

Reservations for the Excelsior Ballroom or 201 for banquets, receptions, or dinners should be submitted at least 10 business days prior to the date of the event. Please note, however, that a 10-day notice may not allow you to make sufficient arrangements for special meeting services and setups. To ensure availability of services, information should be received well in advance.

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.

Reservations completed after 3 p.m. requesting space for the same day or the following day will not be posted on Thwing Center's door signs, Atrium directory, or online calendar. To gain entrance to space reserved after 3 p.m., please contact Thwing Center's Administrative Office at 216.368.2660 or 216.368.2654 before 5:30 p.m. After 5:30 p.m., you may also call the night manager at 440.915.2557 for assistance.

Reservation Confirmations

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

Organizations recognized by Case Western Reserve University are permitted to reserve space for special events one year in advance. Priority access for reservations is given to regular university and/or Thwing Center functions based on the university calendar (Orientation, Homecoming, Undergraduate Admissions, Family Weekend, Alumni Reunion, etc.). All other requests will be accepted in the order in which they are received.

Any group of students requesting status as a recognized student group shall have the use of the meeting rooms for organizational purposes. These reservations are limited to three and are subject to availability.

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

Rooms in Thwing Center cannot be reserved for regular classroom use.

All groups or individuals (other than recognized student organizations and university departments) must pay one-third (1/3) of the total charges when confirming a reservation. This is a non-refundable deposit. The remaining balance is due two weeks prior to the event.

A PeopleSoft speedtype and account is required of all 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.

 


Setup and Breakdown

Graduate and Undergraduate student organizations are responsible for their own setup and breakdown of tables and chairs.

Groups or individuals using space in Thwing Center are responsible for leaving the space or room in the condition that they found it. Persons who leave a disorderly room may be charged a fee for cleaning and resetting the room in addition to the normal charges. Continual misuse may result in restricted reservation privileges.

After normal business hours and on weekends, the Night and Weekend Manager will be the staff member in charge of the building. Should a change in room setup be necessary, the department or non-affiliated group using the room will be charged a room setup fee.


Atrium Tables

  • Tables may be reserved only by recognized student organizations and university departments. They must be staffed by members of the student organization or university department.
  • Groups should arrange for use of atrium tables in the Thwing Center Administrative Office at least two days prior to use.
  • No solicitation or distribution of printed material is allowed except from reserved tables.
  • Audio-visual equipment, i.e., DVD players, movie projectors, etc., must be approved by Thwing Center personnel before they will be permitted at a table.
  • A City of Cleveland Food Handlers Permit is required for serving food in Thwing Atrium. Bake sales are not permitted.

Cancellations 

By Client

In the event that the client cancels* the event:

  1. More than one month in advance 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).

  2. At least 15 business days prior to the event – client is liable for 50% of the rental fee

  3. At least 10 business days prior to the event – client is liable for 75% of the rental fee

  4. At least 5 business days prior to the event – client is liable for 100% of the rental fee

  5. Should the client be a recognized student organization that does not normally pay for any rental fees and the client cancels the event:

    1. 15 business days prior to the event – student organization is charged 50% of the hourly rental fee for recognized student organizations

    2. 10 business days prior to the event – student organization is charged 75% of the hourly rental fee for recognized student organizations

    3. 5 business days prior to the event – student organization is charged 100% of the hourly rental fee for recognized student organizations

*Please note, all cancellations must be done in writing to Thwing@case.edu

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:

  1. 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
  2. Second offense – student organization will be charged 100% of the hourly rental fee for recognized student organizations and must meet with the Associate Director
  3. 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:

  1. First offense – client liable for 100% of the rental fees
  2. 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

Preferred Caterers

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


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

Lost and found items can be retrieved from the Service Counter located in the Atrium.  Items are held for a minimum of 2 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.

Pets

Dogs, cats, and other pets and animals are prohibited from the premises of Thwing Center unless providing assistance to a disabled individual.

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

  • Table space for distribution and sales by the university and/or outside vendors is available for use in designated public spaces in Thwing Center and in the adjacent Kelvin Smith Oval area.
  • All persons using table space must remain within the designated vending area.
  • Vendors that are granted space will be treated as guests of the university and are expected to adhere to all applicable university and Thwing Center policies and procedures.
  • The event sponsor or vendor is responsible for compliance with all laws and regulations of the City of Cleveland and the State of Ohio regarding all items sold.
  • All materials distributed within Thwing Center or at adjacent public spaces must meet the standards specified in the Student Handbook.
  • Alcoholic beverages and tobacco products may not be distributed in any common area of Thwing Center.