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NUMBER: 1350
SUBJECT: OAKLAND CENTER
AUTHORIZING BODY: PRESIDENT'S CABINET
RESPONSIBLE OFFICE: OAKLAND CENTER
DATE ISSUED: APRIL 1970
LAST UPDATE: APRIL 2003
RATIONALE: These policies and procedures for the Oakland Center are set forth to govern the use of the buildings facilities and services by a diverse range of building users. The pricing structure included establishes priority building use for on-campus clients, yet addresses the use of the building by off-campus agencies in order to generate the revenue necessary to operate this auxiliary service.
POLICY: The Oakland Center serves the entire University community inclusive of students, faculty, staff, institutional departments, and guests. The Oakland Center strives to enrich collegiate life and to fulfill the University's educational mission by offering a wide variety of out-of-classroom activities. Highlighted are social, recreational, cultural, leadership and personal development programs that enhance student learning. These activities are a catalyst for the Oakland Center, which provides an informational educational setting that promotes opportunities for student, faculty, and staff interaction and student involvement.
The Oakland Center houses the Office of Student Affairs, the Oakland Center Administration and Reservations Office, Student Congress and student organization offices, Center for Student Activities, Pioneer Court, coffee shop, Copy Stop, Etc., University Bookstore, Bumpers Game Room, WXOU-FM, the Oakland Post, social lounges, banquet spaces and a myriad of meeting rooms.
Though considered an auxiliary service, the Oakland Center is funded in part by student fees, hence student groups, to the extent possible, will have priority in scheduling the Center's facilities. Additionally, the Oakland Center generates operating revenue by renting space to off-campus groups and to university departments Oakland Center user groups are divided into three categories:
User Groups Definitions:
A. Recognized University Groups (Group A) include all university departments, and recognized student groups associated directly with Oakland University and engaged in official Oakland University business with university participants.
B. Recognized University Groups (Group B) which charge admission or registration fees, collect donations, generate funds in any manner or include participants from off-campus. This includes all regional and national conferences affiliated with university departments and/or student groups. It excludes major campus-wide events that are open to the entire university community (e.g., lectures sponsored by Student Program Board, dances sponsored by recognized student groups, WOCOU, etc.).
C. Non-Recognized Groups (Group C) include all off-campus profit and non-profit organizations, corporations, businesses, clubs and individuals.
Meeting Room Reservation Policies and Procedures: All reservations must be made by phoning or visiting the Administration and Reservations Office, 118 Oakland Center, during regular business hours and must be made by a member of the sponsoring group. Said member will be held responsible for the reservation. In an effort to meet the needs of our diverse customers, room assignments are at the sole discretion of the Oakland Center Administration and Reservations Office. All reservations are subject to change by the Administration and Reservations Office; every effort will be made to contact the affected parties in advance should changes occur.
Prior to the start of the Fall and Winter semesters there is a one-day priority booking window for recognized student groups. Student groups are notified in writing by the Administration and Reservations Office of the exact time and date. At such time, recognized student groups are given priority booking status and may reserve meeting rooms for the upcoming semester on a first-come, first-served basis. The priority status is for one day only, after which recognized student groups may continue to reserve space as it is available throughout the semester.
After the student group priority reservations day, university departments are allowed to reserve space. At times special consideration is given to a University department request if the event requires facility space confirmation prior to an off-campus mailing.
Priority reservations are given to Oakland Center and Student Program Board sponsored events, as well as major university wide events (e.g., WOCOU, Orientation, Career Fair, etc.).
Reservations should be made at least 24 hours in
advance of an event. Rooms in the Oakland Center may not be used without a
reservation.
Tentative reservations may be held until one week prior to the event. At this time, any unconfirmed reservations will be released. Should another organization wish to make a confirmed reservation for a tentatively held space, the group holding the space shall confirm the reservation with details or release the space.
The Oakland Center Administration and Reservations Office must be notified of any cancellations. Groups failing to release rooms for cancelled or unconfirmed events will be considered no shows. For on-campus A groups, 3 no-shows may result in the organization being assessed a facility room fee at the Group B rate. For groups in Category B or C, a no-show shall be handled according to the facility use contract signed by the Client.
Sales of memorabilia or merchandise sold in conjunction, with and directly related to, a scheduled program are allowed within the confines of the reserved space. These sales must have prior approval from the Oakland Center Administration and Reservations Office.
Client's shall not sell, assign, or sublet any portion of the rented facility without the prior written consent of the Director, Oakland Center. Should the Oakland Center determine during the course of an event that an on-campus A group hosted an off-campus organization, charged admission/registration, collected donations, generated funds in any manner or included participants from off-campus without properly notifying the Oakland Center Administration and Reservations Office, that group will be charged facility rental and food service fees at the Group C rate.
Decorations All arrangements for decorations, exhibits and displays must be made prior to the final event deadline. No taping, gluing, stapling, tacking, nailing, or adhering to any walls, windows, doors, drapes, furniture, lights, ceilings or floors will be allowed. Groups that cause damage to the facility and or furnishings will be charged to repair the damages. Glitter, sand and straw are not permitted; if used, a monetary fine will be assessed. Groups utilizing decorations that require ladder installation shall pay Oakland Center staff for decoration installation. Doorways, corridors, staircases and fire exits cannot be blocked or obstructed.
Deposit Fee - A 50% down payment and a signed facility rental agreement are required at the time of room confirmation. Cancellation by a client less than 30 days prior to the date of booked event shall result in forfeiture of any rental deposit plus the obligation to pay Oakland University the cost of all expenditures attributable to preliminary arrangements for the event.
Set-up Fee - Facility set-up fees shall be imposed should the set-up require employee overtime or special considerations beyond a "normal" set-up. In addition, a clean-up fee will be imposed should the space reserved need maintenance beyond a normal clean-up (such as the removal of tape, decorations, glitter, confetti and other items left in the room following an event). Any damages to the space shall be charged to the responsible organization.
Open Flame - All open flames (such as candles) are prohibited in non-sprinkled areas of the building. In sprinkled areas table decorative candles enclosed in glass may be used. Violation of this policy will result in the immediate suspension of building use by the group or individuals.
Table Decorations Table centerpieces and decorations must be non-flammable or constructed of fire resistant materials.
Alcohol The sale, service, and consumption of alcoholic beverages is governed by Michigan Law, Oakland University Ordinance, and Oakland University Board of Trustees policy. Refer to Service and Sale of Alcoholic Beverages On Campus, policy # 400.
Noise Policy - Amplified and non-amplified sound in the Oakland Center must remain at a reasonable level, so as not to interfere with other building users and events. Users must notify the Administration and Reservations Office of the intent to use amplification in the Oakland Center at the time of reservation. Amplified sound includes any type of electronic amplification equipment (boom boxes, radios/stereos, speakers/amplifiers, musical instruments). Volume will be limited at the discretion of the manager on duty.
There is no amplification allowed in the lower level meeting rooms. Failure to cooperate with requests from University staff members to decrease sound level or failure to comply with this policy may result in loss of ability to reserve/utilize Oakland Center space.
Posting Event signs/posters may be displayed at designated entrance locations and at event locations. Poster holders may be reserved by contacting the Administration and Reservations Office. Posting on entrance doors, glass windows, walls and in restrooms is prohibited.
Animals Animals are not permitted in the Oakland Center with the exception of service animals, such as seeing eye dogs.
Pioneer Court is a public dining space, it is not intended to be reserved for the sole purpose of any individual or group. Any exception requires approval by the Director, Oakland Center.
Catering Services: Food Service Food service arrangements must be made after the appropriate facility has been scheduled. In order to assure proper food handling procedures all food and beverage served in the Oakland Center must be provided by the university food service provider.
Guarantee A guaranteed number of guests is required at least 3 business days (72 hours) prior to a function. If the guaranteed attendance is not received within 72 hours, the anticipated attendance will become the guarantee amount for billing purposes.
Rush Fees Any event that is booked less than 3 working days prior (excluding the day of the event), will incur a rush fee of $5.00; 2 working days prior (excluding the day of the event), will incur a rush fee of $10.00; 1 working day (excluding the day of the event), will incur a rush fee of $15.00. Any event booked the day of the event will incur a $25.00 rush fee.
Cancellation In the event that any portion or all of the food service is cancelled, unrecoverable and direct costs associated with the function will be charged to the sponsoring group, based on the following (excluding weekends and the day of the event):
Cancellation 72 hours or more prior All unrecoverable costs associated with the event
Cancellation 48-72 hours prior 50% of estimated function revenues
Cancellation 24-48 hours prior 75% of estimated function revenues
Cancellation made less than 24 hours prior 100% of estimated function revenues
For complete listing of policies, refer to Dining Services Catering Guide.
Information Tables: Information tables may be reserved by a recognized university group or department (Group A) at no cost for the purpose of providing information, publicity, surveys, and recruiting membership for recognized university groups. Group A organizations may not sponsor off-campus entities.
Off-campus commercial vendors are permitted to rent information tables for the sale of merchandise and goods not generally provided by the University.
The distribution of materials or exhibition of services, products or information by an individual or group from outside the university community shall be permitted only when space for this purpose has been rented from the Oakland Center.
All information tables are reserved in the Oakland Center Administration and Reservations Office on a first come, first-served basis.
Tables shall not be reserved in advance for more than eight days in any given month.
Tables shall not be moved from assigned space nor shall any table be added to the assigned table location.
All displays and equipment must be confined to an assigned 8' table space so as not to interfere with adjacent table space or pedestrian traffic.
Materials and displays are not to be left on display overnight.
Video and sound equipment may be used at tables. However, volume must be kept at a minimum. Loud music is prohibited, as well as any activity that disrupts normal activities. All groups must comply with Oakland Center staff regarding adjustment of sound levels.
Representatives, sales persons, or agents of any cause or organization utilizing information tables are prohibited from solicitation. To allow for the uninterrupted flow of traffic in the hallways, all transactions must be completed from behind the tables assigned to the group or organization.
Distribution and Solicitation: Distribution of materials and solicitation of information, goods, services and solicitation of survey respondents in Pioneer Court is strictly prohibited (Refer to Distribution and Solicitation on Campus, policy # 415).