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Policies and Procedures 1

Mission:

Case Western Reserve’s Tinkham Veale University Center is: a hub for meeting, dining and learning; a gateway to other destinations on campus; and a crucible for development of life-long friendships and connections. During academic sessions, the center serves the diverse communities of CWRU, with convenient, safe, clean and sustainable meeting spaces, dining experiences and department suites for guests, undergraduate and graduate students, faculty, staff and university circle neighbors. When the University is not in academic session, the center provides the same services for a wider external audience. It is the mission of the center to provide an exceptional client experience; to foster an environment conducive to learning and connecting with others; and to provide a facility that is fun, safe, secure and welcoming to the diversity of guests and clients, internal and external. 

CLARIFICATION: The University Center is a separate and unique facility from a student union, and should not be confused with the Thwing Student Center, located next door. While the facilities operate in concert, they possess subtle, but important differences. The University Center is not supported by the student activities fee, and so charges student organizations for ballroom reservations, which are in-turn subsidized by the Undergraduate Student Government for some uses. Small conference room use in the facility is free for student organizations, and for students wishing to study in groups.

Operating Hours:

The TVUC operates on a twenty-four hour seven days a week schedule during the academic calendar, and then may close or reduce hours during breaks and holidays. 

REGULAR HOURS AND ACCESS:
During regular twenty-four hours seven days a week operations, the TVUC is open to the general public from 7 a.m. until 11 p.m.  From 11 p.m. until 7 a.m., the TVUC is accessible to those with an active CWRU identification card and employees of the university that have been granted appropriate permissions to the building or enrolled as a student.  Individual office suites are accessible based on their individual operational and access hours.  Inquire with the department for details.

During breaks or major holidays, the TVUC may be closed or reduce operational hours, 24/7 access will be reduced to those with an active CWRU identification card and employees of the university that have been granted appropriate permissions to the building and residents of the center. The TVUC is under 24/7 video surveillance.

FRONT DESK:
The front desk is staffed 24/7 with various levels of activity and support:

  • 8 a.m. – 11 p.m. – TVUC staff are available to assist with instructions, guidance, room reservations, ticketing and other services.
  • 11 p.m. – 8 a.m. – Security personnel are available for emergency assistance.
     

Building and Operating Policies:

RIGHT OF ENTRY
The premises shall at all times be under the control of University and all University personnel, agents, police, and fire department employees shall have the right to enter TVUC at any time.

ABIDE BY UNIVERSITY POLICIES
Clients 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 law. All state, local, and University regulations concerning health, safety, and public order, which are applicable to the use and occupancy of public facilities, shall be observed. University regulations applying to specific rooms shall be observed. Further information regarding each room can be obtained from University.

INDEMNIFICATION BY NON-UNIVERSITY LICENSEES
Any non-University client, its affiliates and subsidiaries shall indemnify, protect, defend and hold harmless the University, its employees, students and the State of Ohio and its agents from and against any and 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 TVUC by Clients or its guests or patrons. If any action or proceeding is brought against University by reason of any foregoing matters, Clients shall upon notice defend the same at Client’s expense by counsel reasonably satisfactory to University and University shall cooperate with Client to such defenses.

LOST AND FOUND
Lost and found items can be retrieved from the TVUC Information Desk.  Items are held for no longer than 2 weeks. The TVUC is not responsible for any lost or stolen items.

The University accepts no responsibility for personal property of the Client or the Client’s guests left on TVUC premises.

ANIMALS POLICY 
Non-service animals are not permitted in the facility, without permission gained in advance, and only as part of a scheduled and approved event, and restricted to a predetermined, specific area of the building.  The organization sponsoring the event will be held responsible for any damage or cleaning required as directly related to the animals.

SERVICE ANIMALS IN TRAINING
The TVUC permits the presence of service animals in training in the facility, but they must follow the same rules as service animals, and permission to host them in the facility must be obtained in advance of their arrival/presence.

SERVICE ANIMALS

  1. Service animals do not have to wear identification vests, but it is encouraged.
  2. Service animals are welcome in the facility, but must remain with the person they are assisting at all times.
  3. Service animals that are a danger to other guests (barking/snarling/lunging) and are not able to be restrained by the person they are assisting may be asked to be removed from the facility.
  4. Service animals are not to be left alone/unsupervised.
  5. Reasonable accommodations/distances must be maintained if a guest is allergic to a service animal.

The Ohio Administrative Code permits establishments to ask the following questions only:

  1. Is the animal a trained service animal?
  2. What services is the animal trained to conduct?

This policy is based off the Ohio Administrative Code in conjunction with the ADA.

RESTRICTED FOOD AND ITEMS
The below items listed are restricted from being severed or provided by clients, catering, student organizations or departments in the TVUC:

  1. Marshmallows
  2. Blackberries (raw fruit platters)
  3. Raspberries (raw fruit platters)
  4. Blueberries (raw fruit platters)
  5. Powdered Sugar
  6. Glitter (Edible or Non-Edible) 
  7. Confetti (Edible or Non-Edible)

DRESS CODE
Due to the proximity of food service, shoes and shirts must be worn within the TVUC.

PERSONAL TRANSPORT
Roller skates/blades, skateboards, bicycles; hoverboards, scooters and cleats are not permitted within the TVUC. All visitors must be appropriately attired and must wear acceptable foot wear /foot protection.  No hard-wheeled carts, pallet jacks, etc. are permitted in the building except for approved deliveries through the basement.

SMOKING
The TVUC is a smoke/vapor-free facility.  Smoking or vaping is not permitted within or around the building.  Please refer to the university smoking policy for locations where smoking is permitted on campus.

WEAPONS AND SUBSTANCES
Possession of illegal substances or firearms, knives and other disclosed weapons are prohibited within the TVUC.

DAMAGE, THEFT AND VANDALISM
The TVUC is not responsible for damage, theft or vandalism to the sponsoring organization’s personal items.

HAZARDOUS MATERIALS
Any guests shall not bring any exhibit, equipment, vehicle or other items on the premises of the TVUC that is potentially dangers to persons and/or property.

GAMBLING
Any guests hosting gambling/games of chance must submit all necessary licenses and permits form the Ohio Attorney General’s Office and the local municipality.

RECORDINGS, TELEVISION AND PROJECTIONS
Radio and television broadcasting, movies, film, videotape recording and transaction rights for any performance or rehearsal are expressly reserved to University. University shall remain in control of the public address system at all times

MOVIES
It is the responsibility of the sponsoring group to obtain the public performance rights for any public showing of video or films.  It is illegal to conduct a public showing without first obtaining the necessary license for the program.  Without such license, the public showing becomes a copyright infringement and the violators can be prosecuted and held liable for fines, penalties, court costs, and legal fees upwards of $50,000 per abuse.  

The copyright laws apply whether you charge admission or not.  There are no distinctions between profit and non-profit groups.  Ownership of an individual video does not give one the right to show it in a public place; it is for home use only.

PARKING
The TVUC is directly attached via the lower level to the Severance Hall Campus Center Lot (Lot 29).  Parking rates are listed at the entrance to the garage, off of East Boulevard.  TVUC management can coordinate parking for large events if requested in advance.

DELIVERIES/LOADING DOCK 
Deliveries should be scheduled by calling the front desk of the TVUC, with an approximate time of arrival and indication of where the delivery should be held.  Storage in the TVUC is limited and without notification, unscheduled deliveries may be turned away.  Trucks may approach the loading docks from Bellflower Rd.  Semi Tractor-trailers are not accepted.

Deliveries may NOT be made to the street-level entrances (North or South).  All deliveries must be made through the loading dock.  Contact the front desk for more information.

RECYCLING/WASTE
As part of the sustainable features of the TVUC, the center supports a full recycling and waste management initiative.  For more information, please refer to the CWRU Sustainability.

CUSTODIAL/MAINTENANCE
For special assistance or requests, please contact the TVUC Front Desk.

FREIBERGER FIELD
Freiberger Field is scheduled through the athletic department.  http://athletics.case.edu/facilities/facility_reservation_new

NORD FAMILY GREENWAY
Nord Family Greenway is an open and public area that can be reservable depending on the section of the space wanted.

CONTRACTORS
All contractors or maintenance team members must sign in at the information desk prior to commencing work in the building.

PIANO
All musically gifted students are welcome and encouraged to use the piano in the building.  Sheet music is provided in the bench seat for use.  However, use of the piano may not interfere with any scheduled events or programs, and performance must cease at the request of staff.  Use of the piano is reduced during exams or the weeks leading up to exams/mid-terms.

MEDIA WALL
For use of the wall, or for more information on submitting displays, please contact the TVUC Information Desk. 

GLASS WALLS
No painting or posting of any kind may take place on any of the glass in the building at any time for any reason.

BANNERS
Banners are approved for use on an individual basis, as appropriate for the individual events taking place.  Long-term banner hanging is not permitted.

DOORS
Doors of the facility may not be propped or held open for any reason at any time.  Exit paths may not be blocked at any time for any reason.

ACCESS ASSISTANCE
A wheelchair is available for those needing access assistance in moving about the facility.  Please contact the Information Desk for details.  The wheelchair is available for motility only.  It cannot be used for long-term seating, such as an event or lecture.

TICKETING
For more information on ticketing or for will call please contact the Information Desk.

GREEN ROOF
The roof of the TVUC is not accessible by the public.  Anyone seen accessing or attempting to access the roof, will be subject to disciplinary action.

THE OVAL
The oval is for pedestrian traffic only.  No deliveries are accepted from vehicles approaching from the oval unless specific written authorization has been obtained in advance.  The TVUC is not responsible for any ticketing or policy violations applied to contractors or external guests who park in unapproved areas.

Reservation of Space:

EXCLUSIVE RIGHTS OF UNIVERSITY
The university reserves the rights to refuse, reschedule, or cancel any event(s).

FACILITY ARRANGEMENTS
The Client agrees to contact the appropriate University personnel to specify TVUC arrangements desired for the event. Such arrangements must be made no later than one week prior to the scheduled event. Any arrangements must be in writing and are deemed part of this Agreement. University reserves the right to honor the late receipt of this information, subject to additional fees.

The TVUC recognizes four types of events and defines all listed rental rates for the following categories as:

  1. STUDENT EVENTS: These events are planned and run exclusively by a recognized student organization (undergraduate or graduate); and are for the primary benefit of the student community. External guests may be in attendance, but there are no outside groups involved with the planning.

    STUDENT RATES: Must be a registered student organization with the Undergraduate Student Government or Graduate Student Council. Advisors or departments cannot make a reservation on behalf of a student organization.
     
  2. INTERNAL/UNIVERSITY OR UNIVERSITY GROUP SPONSORED EVENTS: These events, planned and run exclusively by a university department are for the primary benefit of the university community. External guests may be in attendance, but there are no outside groups involved with the planning.

    CAMPUS RATES: Must be a campus department that will pay for all rental fees via an internal transfer of funds (Speedtype).
     
  3. NOT FOR PROFIT or UCI PARTNER EVENTS: These events, planned and run with an external group, may consist of internal and external audiences and may benefit the university or an external audience. 

    AFFILIATE RATES: Must be one of the following:
    1. A nonprofit organization or
    2. An organization located within University Circle or
    3. An individual student, faculty, staff or alumnus of CWRU that is hosting a private party.
       
  4. EXTERNAL/NON-UNIVERSITY EVENTS: These events planned and run exclusively by an external group with an affiliation (affiliations need to be explained/defined in the request submission) to the university.  

    EXTERNAL RATES: That does not qualify for any of the above rates.

If an event is co-sponsored by an external group and CWRU, it must meet the following criteria:  

  1. The event benefits and supports the mission of Case Western Reserve University and has a direct affiliation to a department or school within the university.  
  2. The university department sponsoring the event is actively involved with its planning and has a personal representative present for the entirety of the event.  
  3. The co-sponsoring department handles the payment of all charges through internal CWRU billing processes and is responsible for collecting expenses from external co-sponsors.

PAYMENT

  1. PRIOR TO EVENT:
    1. Student organizations and/or campus departments: Must provide a Speedtype at the time of booking.
    2. External and/or Affiliate groups: Agree to pay University by check, cash or credit card a nonrefundable deposit of 25% of the rental fee at the time of booking. Clients agree to pay University the total remaining contracted balance seven days prior to the start of their contracted time. If payment is not received by that time, this agreement will automatically terminate without liability to University and access to TVUC shall be denied to Client.
       
  2. FOLLOWING EVENT:
    1. Student organizations and/or campus departments: Client agrees to pay University the total remaining contracted balance via an internal transfer of funds (Speedtype).
    2. External and/or Affiliate groups: Any adjustments in billing will be invoiced to Client following the event. Client agrees to pay University by check, cash or credit card the total balance due within 30 days following receipt of invoice. If payment is not received as stated herein, University may cancel future events and may take legal action to secure payment. In addition, a late payment charge of 10% per month on the unpaid balance will be added to the account balance.

COMPLIMENTARY HOLDS
Complimentary holds are only valid for one week. At most, Client may only hold three dates at a time.

CANCELLATIONS 

  1. BY CLIENT: In the event that client cancels the event within:
    1. More than one month prior to the event – client is not liable for the rental fee (excluding external groups)
    2. At least two weeks prior to the event - client liable for 25% of the rental fee
    3. At least one week prior to the event - client liable for 75% of the rental fee
    4. Less than one week prior to the event - client liable for 100% of the rental fee
    5. Should the client be a registered student organization that does not normally pay rental fees and the client cancels the event with less than three days (72 hours) prior to the event, then client shall be liable for 100% of the rental fees billed at the current campus rate
  2. BY UNIVERSITY: University may cancel this agreement upon seven days written notice. University, for public necessity or emergency use, may cancel this 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

  1. By 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 – client liable for 100% of the rental fees billed at the current campus rate
    2. Second offense – client liable for 100% of the rental fees billed at the current campus rate and any remaining reservations scheduled throughout the remainder of the semester will be cancelled by university
  2. By campus or 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 throughout the remainder of the semester will be cancelled by University

EMERGENCIES
Should TVUC or any part thereof be destroyed by fire or any other cause or should any other casualty or occurrence render the fulfillment of the Agreement by UNIVERSITY impossible, then and in that event this Agreement shall terminate and the client shall have no further obligation to University and shall pay a pro-rated license fee based on actual use. Client hereby waives any claim for damages should this Agreement be terminated.

RAIN SITE LOCATIONS
Clients that have requested use of the TVUC for their rain site location will be required to pay 50% of the rental fee at the time of booking. However, Client will not be liable for 100% of the rental fee if cancelling use of the TVUC less than one week prior to the event.

INSURANCE FOR COMMERCIAL USE OF FACILITY
All non-University Clients, for which payment is collected for admission or participation, shall procure and maintain in full force during the term of the contract, bodily injury and property damage liability insurance under a standard comprehensive general liability policy, including contractual liability, which shall provide a minimum limit of $1,000,000 (one million) for any one occurrence and evidence of umbrella coverage in an amount not less than $1,000,000 (one million). University shall be named as Additional Insured in all required contracts of insurance pertaining to the use of TVUC. A certificate on insurance must be filed with University within ten (10) working days prior to the event.

ENTIRETY OF AGREEMENT
It is expressly understood and agreed that University makes no representations or agreements, oral or otherwise, outside the terms of this Agreement that expand or conflict with any of the provisions hereof.

OBSTRUCTIONS AND SAFETY
Clients during the event shall obstruct no sidewalks, doors, passages or avenues of ingress or egress to or from TVUC, except in the lobby areas, as permitted by the University. Client shall not use or bring any hazardous materials (any type flammable or caustic materials, etc.) inside TVUC without prior written consent of University.


EVENT SERVICES

  • Exclusive Use: When a Client requests that other nearby event spaces not be used by other groups during their event, they will pay an hourly fee of 50% of the rental fees for those spaces.
  • Storage: Groups may hold equipment and supplies behind the ballroom or in the first floor storage closet for up to two days before and/or after an event at a rate of $50 per day. Items left after two days will be disposed. The TVUC is not responsible for lost or stolen items.
  • Setup: Reservations include setup time for Client in the rental fee. Additional time beyond the standard timeframe (two hours for the ballroom and one hour for all other rooms) will be billed an hourly fee of fifty percent (50%) of the rental rate. If the group requires use of any HVAC or audio/visual systems during that setup time, they will pay the full hourly rental fee to utilize the space.


STAFFING
Staff required for the operation of TVUC will be determined by University, will be supplied as needed, and the Client will be billed any charges above and beyond normal staffing needs.

  • If Client has a need for a staff member to continually assist with audio/visual or room setup needs throughout the duration of their event, they will be liable for a $150 staffing fee for every four hours of service.
  • If Client has a need for a professional staff member on the weekend, they will be liable for a $250 staffing fee for every four hours of service. The TVUC retains the right to decide if the event merits the need for a professional staff member.
  • Events that last longer than 11 p.m. or start prior to 7 a.m. will pay a premium of $250 per hour in addition to the hourly room fee.

Event Approval:

All event requests will be reviewed by authorized TVUC staff for affiliations and compliance with university policies, mission and values; as well as space availability. Responses will be provided within e working days of receipt of request.

CONSIDERATIONS:

  • The TVUC reserves the right to adjust space assignments without advance notice.
  • The TVUC reserves the right to cancel or terminate a reservation if the event taking place violates the rules of the TVUC, the campus, or is in conflict with the mission and guiding principles of the TVUC and/or Case Western Reserve University.
  • The TVUC prioritizes Internal/University sponsored events over all other types of events, and may reschedule or adjust dates and spaces depending on availability and/or circumstances.  The TVUC will make every possible accommodation to the first scheduled event, but reserves the right to reassign to other equitable space on or off campus.  Wedding receptions and full-facility rentals are typically only scheduled when the university is in limited or closed operational status.
  • TVUC spaces, which are reserved, or already set-up for a booking, may not be available for walk-up use.  Spaces, which are not in use, may be reserved for study sessions. 
  • The TVUC reserves the right to limit the number of events any one group may hold to ensure the fullest use of the facilities and provide the entire CWRU community the opportunity to use the space. 
  • The TVUC maintains a list of approved annual events at CWRU, which are given priority scheduling at all times. 
  • The TVUC requires a valid ‘speedtype’ for student and internal groups to confirm a space request.  Upon completion of the event, the speedtype may be charged for the facility usage fee (if any) and may be charged for extra applicable services, such as cleaning or damage repair. 
  • In an effort to use the TVUC facilities more effectively and to its fullest capacity, we request the all clients notify us immediately if they are not able to use a reserved space.  Failure to do so may result in cancellation fees or the loss of booking privileges. 
  • Any reservation cancellation due to severe weather (snow, etc.) resulting in campus closure or road closures will not incur a cancellation fee.
  • Most spaces in the TVUC can be reserved through the University Center website, over the phone or in person at the TVUC Front Desk.  If you cannot find an appropriate space, please contact the TVUC Management Office at 216.368.5681 for more information about possibilities. Spaces can be reserved up to 1 year in advance, based on the scheduling processes for the facility.
     

Safety and Security:

Staff will be available at the front desk from 8 a.m. until 11 p.m.  Security staff will be available in the building at all times.  

The building is monitored by surveillance cameras placed throughout the facility, but not in the private offices or meeting rooms. 

During regular 24/7 operations, the TVUC is open to the general public from 7 a.m. until 11 p.m.  From 11 p.m. until 7 a.m., the TVUC is accessible to those with an active CWRU identification card and employees of the university that have been granted appropriate permissions to the building or enrolled as a student. Individual office suites are accessible based on their individual operational and access hours.  Inquire with the department for details.

All events that include alcohol service must secure a security officer from the CWRU Police Department. Those events that have an estimated attendance of more than 150 individuals and include alcohol service must secure two security officers. Client is expressly prohibited from bringing in or arranging for the service of any private, volunteer, or independent security force, and agrees to utilize only University’s security personnel arranged through the CWRU Police Department under the terms of this Agreement. 

For details on how to submit a security request, please visit: http://police.case.edu/eventsecurity/

EMERGENCIES

In case of a fire emergency: Evacuate to Thwing Center.

In case of a power-outage: Evacuate to Thwing Center.

In case of a Tornado warning: Enter the basement through the south stairs. Do NOT enter the parking garage.

In any emergency situation, staff and/or emergency personnel will provide instructions that must be followed.

Please refer to the University’s emergency procedure document for the University Center for more detail.

Building & Interior Architectural Standards:

In keeping with the form and function of the facility, the following guidelines are provided for occupants and residents of the Tinkham Veale University Center:

All furnishings, furniture replacements and aesthetic changes to office spaces and the common spaces/meeting rooms/gathering spaces of the facility must be approved by the Executive Director of TVUC and/or Director of Planning, Design & Construction prior to ordering or installation.  Failure to do so could lead to item removal.

Blinds and window films may be requested and must be approved in appearance and material to be consistent with the facility standards. Signage for offices and office spaces may be requested for update or change via the TVUC Front Desk and will be provided in a fashion, which meets the design aesthetic of the facility.


POSTINGS

Because posters/flyers are used extensively by the entire CWRU community, the following guidelines are necessary to allow all events and activities to be advertised in an effective manner and to protect the walls and facilities of the Tinkham Veale University Center. Any posters for student organizations, departmental or administrative offices, or community groups must follow the below guidelines:

  1. No posting/display materials of any sort may be affixed to the walls, doors, windows, blinds, floors or chandeliers of the facility without prior consent by Facility staff.  Within reserved meeting/event spaces, event clients are permitted to use low residue tape to cover windows or affix items to the walls/doors.  Thumbtacks/ push pines, staples, nails and glue may not be used on carpeted, paneled or papered surfaces.
  2. All posters must have a sponsorship listed, and must be approved for use before posting.
  3. No posting is allowed on any glass surfaces, metal doorframes, columns, wood, or plaster walls.
  4. All posters must be in good taste and contain no offensive language or threat of violence.
  5. TVUC reserves the right to change these policies as appropriate/necessary.

TABLE TENTS

  1. TVUC approval is required for placement of table advertisements. Please submit your request through the Spartan Reservation System.
  2. Approvals will only be granted for events or activities that are sponsored by a recognized student organization or department.
  3. Size must be table tent standard 4”w x 6”h.
  4. The name of the sponsoring group must appear on the advertisement.
  5. Tabletop advertisements will be displayed for a maximum of 5 days.
  6. TVUC will place out approved advertisements.

Any organization, department/administrative office or community group that does not follow the above guidelines will be penalized by way of removal of illegally posted materials and the possibility of losing advertising privileges.
 

Catering Restrictions:

Bon Appetit catering is the exclusive and required caterer in all reservable meeting rooms and ballrooms, with the exception of TVUC 150 – the Student Organization Center for student organizations only.  Bringing in external food for an event, or using an unapproved caterer may result in cancellation of reservations, facility privileges, and/or fines. 


Clients are expressly prohibited from bringing in any food products, beverages, or other catering supplies, and agrees to utilize only TVUC’s contracted food service vendor (Bon Appetit Catering Services) for any and all catering done under the terms of this Agreement. Bon Appetit may be contacted directly to arrange all food service requests. Should Client be found violating the terms of the exclusive catering policy:

  • First offense – Client is liable for $250 fee
  • Second offense – Client is liable for $500 fee and any remaining reservations scheduled throughout the remainder of the semester will be cancelled by University

The food items listed below are restricted from being severed by catering, student organization or department in the TVUC:

  • Marshmallows
  • Blackberries (raw fruit platters)
  • Raspberries
  • Blueberries
  • Powdered Sugar
  • Glitter and/or Confetti (Edible or Non-Edible) 

FOOD AND CATERING: STUDENT ORGANIZATIONS
All events in the TVUC that involve food must be catered by Bon Appetit. Food from outside vendors will not be permitted unless the event falls within the few exceptions that are defined later in this policy.

Events in the TVUC require the following:

  • Linens for ballrooms or events utilizing Mity-Lite tables.
  • Servers may be required for events that require replenishing of food, or serving of food that must be held at temperature for serve-safe requirements.
  • The space must be left clean.

Bon Appetit offers a 40% discount to registered student organizations.

At least 1 week prior to the date of an event in the TVUC that requires food, students must contact Bon Appetit at BAcatering@case.edu, 216-368-4548 to make specific arrangements.

  • A student-discounted price off the menu may be negotiable.
  • Using USG Funding Guidelines for reference.
  • Other arrangements (tasting of cultural food) can be negotiated if time permits.


Request for catering cultural events which Bon Appetit may not be able to accommodate, will be submitted to the TVUC General Manager for review and restriction waiver on a case by case basis. Please note that Bon Appetit has capabilities and expertise to provide a range of cultural cuisine that may not appear on the general student-catering menu. Every attempt will be made by Bon Appetit to meet the requested ethnic food request.

Last minute or late night meetings and gatherings of students that do not have an advance, approved reservation and food service arrangement with Bon Appetit, would not be permitted to bring in their own food items, except in the Student Organization Center only.

For events that take place in the Student Organization Center, food can be brought into that area from a university approved external vendors with the following stipulations:

  • Food cannot be mass distributed. The amount of food cannot exceed that to be consumed by the maximum occupancy of the room (100 for reception, 64 for seated).
  • The food must be consumed inside the Student Organization Center.
  • Student organizations/or their vendor, must clean up any waste, leftovers and trash. Food may not be stored in the center after an event.
  • Student organizations may be charged a cleanup fee for misuse or failure to clean properly. 
  • Violations of the policy may result in a suspension of use privileges, fines and/or maximum rental fees applied.
  • External vendors may enter the Student Organization Center only during the open access hours of 7 a.m. through 11 p.m. daily, during academic session. Hours may vary for university holidays or vacation periods. Visit the Information Desk for specific dates and times. For security reasons, food delivered outside these hours must be scheduled in advance with TVUC administration. No exceptions.
  • External vendors may not enter the food service areas of the TVUC, or the elevators or basement level.
  • External vendors that misuse the facility or leave a mess may be fined or banned from the facility for a period of time.
  • Student Organizations wishing to use the Student Organization Center must book the space via the Student Activities & Leadership Office.
  • Non-Student Organization usage of the Student Organization Center must be booked through the TVUC, and are required to use Bon Appetit catering exclusively. External clients or university departments found to be violating this policy maybe subject to a fine, maximum rental fee and a suspension of use privileges in the TVUC.
  • Student Organizations using the Student Organization Center are required to reset the space and return it to a usable format at the end of their reserved time.

FOOD AND DISTRIBUTION RESTRICTIONS – 
FOR TABLING AND FREE DISTRIBUTION:

With increasing risks around food poisonings (peanut and other allergies) as well as the risks of food contamination from mis-handling; The Tinkham Veale University Center does not permit distribution of food of any kind in the facility by any group, organization, individual that is not part of a booked and scheduled event utilizing approved catering or an operation of the University's food service provider such as a food court server or restaurant.

All food preparation and distribution in Tinkham Veale University Center must be provided by Bon Appetit catering, with the exception of the Student Organization Center, which must use a university-approved caterer.  

'Food distribution' as used in this policy, includes but is not limited to:  bake sales, give-a-ways, celebrations, candy, popcorn, pre-packaged items, beverages, boxed meals, etc.

Privately scheduled events utilizing approved food service/caterers are not permitted to mass distribute food from their events, this includes events in the student organization center.
*TABLING AND TABLING EVENTS ARE SPECIFICALLY INCLUDED IN THIS POLICY*


TABLING FOR STUDENT ORGANIZATIONS
These policies apply to student organization tabling at the TVUC. There is no charge for these reservations.

Spaces available: Up to 6 (six) tables in the TVUC Commons and corridor areas:

  1. All tabling must be reserved through the University Center website.
  2. Students and student groups may book a table space up to five weekdays per month. 
  3. Tables are not booked on weekends or holidays. 
  4. Please allow at least 3 days for confirmation of table reservation. Because tabling is a popular and well-used service, please plan ahead to guarantee needed dates for reservation.
  5. If you are planning on sponsoring a 3rd party vendor, please follow the policies as put forth by Student Activities and Leadership Programs. These policies include: 
    1. All vendors must be registered with TVUC/Thwing and adhere to TVUC/Thwing vendor policies. 
    2. Only CWRU groups are allowed to book tables for vendors. Vendors are not permitted to reserve these tables. 
    3. Credit card and cell phone vendors are not permitted. 
  6. Tables can be reserved throughout the semester until the Friday before finals.