The use of Case Western Reserve University’s (UNIVERSITY) Tinkham Veale University Center (TVUC) shall at all times be consistent with the instructional, research and public service functions of the University. UNIVERSITY shall retain the right of determining which activities are consistent with its primary purposes. All persons or groups using TVUC facilities shall conform to the requirements of these rules and other University policies and state laws.
1. Exclusive Rights of University
UNIVERSITY reserves the rights to refuse, reschedule, or cancel any event(s).
2. Rate Qualifications
UNIVERSITY defines all listed rental rates for the following categories as:
Student rates - LICENSEE 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.
Campus rates - LICENSEE must be a campus department that will pay for all rental fees via an internal transfer of funds (Speedtype).
Affiliate rates- LICENSEE must be one of the following:
A nonprofit organization or
An organization located within University Circle or
An individual student, faculty, staff or alumnus of CWRU that is hosting a private party
External rates – Any LICENSEE that does not qualify for any of the above rates
3. Payment
Before the Event:
Student organizations and/or campus departments: Must provide a Speedtype at the time of booking.
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. LICENSEE agrees to pay UNIVERSITY the total remaining contracted balance at least two weeks prior to the start of their contracted date. 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 LICENSEE.
After the Event:
Student organizations and/or campus departments: LICENSEE agrees to pay UNIVERSITY the total remaining contracted balance via an internal transfer of funds (Speedtype).
External and/or affiliate groups: Any adjustments in billing will be invoiced to LICENSEE following the event. LICENSEE 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.
4. Complimentary Holds
Complimentary holds are only valid for one week. At most, LICENSEE may only hold three dates at a time.
5. Cancellations
By Licensee:
In the event that LICENSEE cancels the event with:
More than one month prior to the event – LICENSEE is not liable for the rental fee (excluding affiliate and external groups)
At least two weeks prior to the event - LICENSEE liable for 25% of the rental fee
At least one week prior to the event - LICENSEE liable for 75% of the rental fee
Less than one week prior to the event - LICENSEE liable for 100% of the rental fee
Should the LICENSEE be a registered student organization that does not normally pay rental fees and the LICENSEE cancels the event with less than three days (72 hours) prior to the event, then LICENSEE shall be liable for 100% of the rental fees billed at the current campus rate.
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 LICENSEE to UNIVERSITY.
6. No Shows
By Student Organizations:
In the event that a student organization does not show up and utilize a space that they had previously reserved:
First offense – LICENSEE liable for 100% of the rental fees billed at the current campus rate
Second offense – LICENSEE 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 canceled by UNIVERSITY
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:
First offense – LICENSEE liable for 100% of the rental fees
Second offense – LICENSEE liable for 100% of the rental fees and any remaining reservations scheduled throughout the remainder of the semester will be canceled by UNIVERSITY
7. Rain Site Locations
LICENSEES that have requested use the TVUC be their rain site location will be required to pay 50% of the rental fee at the time of booking. However, LICENSEE will not be liable for 100% of the rental fee if canceling use of the TVUC less than one week prior to the event.
8. Event Services
Exclusive Use: When a LICENSEE 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 LICENSEE 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%) 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.
9. Staffing
Staff required for the operation of TVUC will be determined by UNIVERSITY, will be supplied as needed, and LICENSEE will be billed any charges above and beyond normal staffing needs.
If LICENSEE 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 LICENSEE 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 needs merit 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.
10. Facility Arrangements
The LICENSEE 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.
11. Catering Services
LICENSEE is 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 LICENSEE be found violating the terms of the exclusive catering policy:
First offense – LICENSEE liable for $250 penalty
Second offense – LICENSEE liable for $500 penalty and any remaining reservations scheduled throughout the remainder of the semester will be canceled by UNIVERSITY
12. Security
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. LICENSEE 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: https://case.edu/publicsafety/police/event-security
13. Traffic and Parking
It is understood and agreed that LICENSEE, its agents, employees, guests and patrons, will be subject to all UNIVERSITY traffic and parking regulations existing as of the date of this agreement. The CWRU and Standard Parking’s Parking Regulations require all faculty, staff, students and guests using UNIVERSITY parking facilities to display a University parking permit. Permits, including temporary permits, are available through Standard Parking Services Office. Any arrangements for special parking permits must be made through the University's Parking Services. Special event parking requests can be made online at: http://www.case.edu/access-services/forms/parking-request-form/
14. Defacement and Damage of Property
LICENSEE hereby assumes full responsibility for the acts of all persons using TVUC and hereby agrees to reimburse UNIVERSITY for any and all damage done to said TVUC or University property during the period of this Agreement. Equipment will be billed at the cost of replacement plus a $50 processing fee. Rooms that are left with excessive amounts of trash or are left in an unfavorable manner are subject to a cleaning fees as determined by custodial needs ($50 minimum).
15. 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.
16. Abide by University Policies
LICENSEE agrees 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.
17. 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 LICENSEE shall have no further obligation to UNIVERSITY and shall pay a pro-rated license fee based on actual use. LICENSEE hereby waives any claim for damages should this Agreement be terminated.
18. Obstructions and Safety
LICENSEE 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 UNIVERSITY. LICENSEE shall not use or bring any hazardous materials (any type flammable or caustic materials, etc.) inside TVUC without prior written consent of UNIVERSITY.
19. Lost or Abandoned Personal Property
UNIVERSITY accepts no responsibility for personal property of LICENSEE or LICENSEE’S guests left on TVUC premises.
20. Recordings, Television and Projections
Radio and television broadcasting, movie, 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.
21. Copyright Infringement
Access to various media platforms over the internet is one of the many benefits of Case Western Reserve University’s technology resources. However, illegally sharing copyrighted material, such as music, movies, books, journals, etc., is not allowed. In fact, sharing copyrighted material can result in criminal and civil penalties—including thousands of dollars in fines per song or movie. In addition, it is a violation of the university’s "Acceptable Use Policy" and can result in suspension and/or removal of campus computing privileges as well as termination or expulsion. Group's found violating this rule will have their event immediately terminated, without refund, and will be reported to The Office of Student Conduct and Community Standards.
22. Spontaneous Events
Spontaneous Events, defined as any pop-up events or programs of a surprise nature, including but not limited to: Give-a-ways, Flash Mobs, Ticketing Events, Pop-Up promotions, etc. must be scheduled with the TVUC prior to them taking place. The events may be held in private status in the scheduling system, but spaces must be reserved for these events and must not conflict with other scheduled activities or regular operations/safety protocols for the facility. Failure to reserve space may result in a fine or suspension of facility privileges, or both. Repeat violators may be subject to severe consequences.
23. External Events
Events scheduled outside or near TVUC, but intending to utilize the University Center for restroom facilities, dining, or other support-functions, must schedule the use through EMS, or contact the Info Desk for permission prior to the event. Adequate custodial support and scheduling must take place to avoid conflicting with already scheduled events or low-staffing periods. Failure to do so may result in a fine or suspension of facility privileges, or both. Repeat violators may be subject to severe consequences.
24. Indemnification By Non-University Licensees
Any non-University LICENSEE, 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 LICENSEE or its guests or patrons. If any action or proceeding is brought against UNIVERSITY by reason of any foregoing matters, LICENSEE shall upon notice defend the same at LICENSEE’S expense by counsel reasonably satisfactory to UNIVERSITY and UNIVERSITY shall cooperate with LICENSEE to such defenses. UNIVERSITY need not have first paid any such claim in order to be defended or indemnified.
25. Insurance for Commercial Use of Facility
All non-University LICENSEES, 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.
26. 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. Any purported outside representations or agreements have no force or effect upon the rights or duties of UNIVERSITY herein. No term, provision, or condition of this Agreement may be altered, amended, or added except upon the execution of a written amendment in the same manner as this Agreement.
27. Force Majeure
Neither UNIVERSITY nor LICENSEE shall be liable for any failure to perform its obligations where such failure is as a result of Acts of Nature (including fire, flood, earthquake, storm, hurricane or other natural disaster), war, invasion, act of foreign enemies, hostilities (whether war is declared or not), civil war, rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist activities, nationalization, government sanction, blockage, embargo, labor dispute, strike, lockout or interruption or failure of electricity [or telephone service], and no other Party will have a right to terminate this Agreement under Paragraph IV (Cancellations) in such circumstances.