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Facility Use Procedures

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Facility Use Procedures Facility Use Procedures This manual defines the scheduling and event planning procedures to host events on the Portland State University (PSU) campus. The Campus Events & Student Union office (CESU) is the event planning and campus scheduling hub of PSU. CESU provides event planning support and campus scheduling services required for hosting events and programs serving the campus community and external constituencies. CESU manages an event venue portfolio of campus facilities that includes the following: ● Smith Memorial Student Union (SMSU) ● Hoffmann Hall ● Viking Pavilion Regional Event Center ● General pool classrooms ● Campus outdoor spaces & tabling Campus Events & Student Union 119 Smith Memorial Student Union 1825 SW Broadway Portland, Oregon 97201 Contact Information Phone: 503-725-2663 Fax: 503-725-8060 Email: [email protected] ​ Page 1 (revised November 25, 2020 P.S.- Approved CA) TABLE OF CONTENTS INTRODUCTION 4 CONTACT INFORMATION 5 SCHEDULING 6 UNFORESEEN CLOSURES 6 ​ ​ ​ CLIENTS 6 ​ MISREPRESENTATION 8 ​ WEEKEND EVENTS 8 ​ ​ ​ WEEKDAY EVENTS 8 ​ ​ ​ EVENT PLANNING 9 ACADEMIC CLASSES AND RELATED EVENTS 9 ​ ​ ​ ​ ​ ​ ​ ​ ​ CAMPAIGN EVENTS 9 ​ ​ ​ FOOD SERVICE 9 ​ ​ ​ FOOD CARTS 9 ​ ​ ​ FOOD WAIVERS 9 ​ ​ ​ BEVERAGE SERVICE 10 ​ ​ ​ FILM, PHOTOGRAPHY & VIDEOGRAPHY 11 LIVE MUSIC AND INDOOR SOUND 11 ​ ​ ​ ​ ​ ​ ​ ​ ​ PERMANENT FIXTURES 11 ​ ​ ​ TICKETING PROCEDURE 11 ​ ​ ​ EVENT SET-UP AND DECORATION 11 ​ ​ ​ ​ ​ ​ ​ ​ ​ EVENT-RELATED MACHINERY 12 ​ ​ ​ ​ ​ COMPUTER NETWORK ACCESS 12 ​ ​ ​ ​ ​ ADDITIONAL FURNITURE AND EQUIPMENT 12 ​ ​ ​ ​ ​ ​ ​ ADDITIONAL BUILDING HOURS REQUESTS 13 ​ ​ ​ ​ ​ ​ ​ SECURITY MEETINGS 13 ​ ​ ​ PRE-EVENT MEETINGS 12 ​ ​ ​ ​ ​ FEES 14 SECURITY AND LABOR FEES 14 ​ ​ ​ ​ ​ ​ ​ CANCELLATION PROCEDURE 14 ​ ​ ​ NO-SHOW PROCEDURE 14 ​ ​ ​ ​ ​ LATE CHANGES 15 ​ ​ ​ BILLING/INVOICE PROTOCOL 15 ​ ​ ​ ​ ​ EVENT RISK CRITERIA 16 PROCESS 16 ​ RISK MITIGATION CONTROLS 16 ​ ​ ​ ​ ​ EVENT RISK CATEGORIES 16 ​ ​ ​ ​ ​ ADDITIONAL INFORMATION 21 Page 2 (revised November 25, 2020 P.S.- Approved CA) AFTER-HOURS BUILDING ACCESS 21 ​ ​ ​ ​ ​ ​ ​ FIREARMS 21 ​ WEAPONS 21 ​ LOST AND FOUND PROCEDURE 21 ​ ​ ​ ​ ​ ​ ​ APPENDIX A: SMITH MEMORIAL STUDENT UNION & TABLING 23 APPENDIX B: VIKING PAVILION 28 APPENDIX C: HOFFMANN HALL 39 APPENDIX D: GENERAL POOL CLASSROOMS 40 APPENDIX E: CAMPUS OUTDOOR SPACES & TABLING 42 Page 3 (revised November 25, 2020 P.S.- Approved CA) INTRODUCTION Portland State University is committed to protecting the safety, health, and wellbeing of its students, faculty, staff, and guests. These procedures assist PSU in achieving its educational mission, in managing its resources, and in providing for the safe and orderly operation of events on campus. The Director of CESU, or their designee, has the authority to approve and/or deny requests for use of facilities within the CESU event venue portfolio and may impose conditions for use of event space consistent with these procedures. PSU is committed to making its event spaces accessible to persons with disabilities. PSU embraces diversity and does not discriminate in educational, employment, or other practices ​ against any person(s) on the basis of age, disability, national origin, race, color, marital status, veteran status, religion, sex, sexual orientation, gender identity and expression, genetic information, or any other basis protected by federal, state, or local law. Page 4 (revised November 25, 2020 P.S.- Approved CA) CONTACT INFORMATION Campus Events & Student Union office [email protected] (503) 725-2663 Campus Audio Visual Event Team [email protected] (503) 725-9126 Portland State Professional Sound [email protected] (503) 725-5661 PSU University Box Office and Info Hub [email protected] (503) 725-3307 PSU Eats [email protected] (503) 725-4339 PSU Transportation & Parking Services [email protected] (503) 725-3442 Page 5 (revised November 25, 2020 P.S.- Approved CA) SCHEDULING Requests to reserve space from CESU must meet the following requirements: ● Requests for meeting room space must be made through the Campus Events & Student Union office via the CESU Event Inquiry Form or EMS Web App. ​ ​ ​ ​ ● Completion of the event inquiry form for PSU student organizations and for PSU departments is required at least 20 business days prior to the scheduling of large events, outdoor events, and marquee event venues. ● Partnership space requests require at least 30 business days prior to the scheduling of large events, outdoor events, and marquee event venues. ● External user space requests require at least 30 business days prior to the scheduling of large events, outdoor events, and marquee event venues. Business days are defined as Monday through Friday from 8:00 a.m. to 5:00 p.m., excluding state holidays. Advance notification is not required when facilities are used for educational programs, departmental meetings, or for those events that do not require security. Once an event request has been processed, a confirmation will be sent to the client. Event space is not secured until CESU generates an official event confirmation with a corresponding reservation number. Submitted requests do not constitute a confirmed reservation. Unforeseen Closures In the event of an unforeseen campus closure due to inclement weather, security emergencies, or other reasons, the University reserves the right to cancel scheduled events during this period. In the event of an unforeseen closure, the client will have the option to either reschedule the event to a later date or cancel the event without penalty for a full refund. All PSU support service costs associated with the event (e.g.,CPSO, media services/Campus Audio Visual Event Team (CAVET), PSU Eats Catering) are the sole responsibility of the client. The same provision applies to all third-party external vendor rentals and/or services. Clients Clients are classified and divided into four distinct groups, each with different privileges and expectations: SALP-recognized student organizations, SALP-affiliate and SALP-department sponsored student organizations, PSU departments, and external users. ● SALP-recognized student organizations are groups officially recognized by Student ​ Activities and Leadership Programs (SALP) as having met the formal requirements for being a student organization. SALP-recognized student organizations may use a number spaces and equipment in the Smith Memorial Student Union (SMSU) free of charge, though charges may be applied for extra labor costs associated with events. All events booked by student organizations must be approved by a SALP advisor or coordinator. ● SALP-affiliate and SALP-department sponsored student organizations are ​ non-student fee funded organizations recognized by SALP. SALP-affiliate and SALP-department sponsored student organizations will not be charged small room rental fees as described in the Meeting Room Reservation section of Appendix A. Page 6 (revised November 25, 2020 P.S.- Approved CA) ● PSU departments are officially recognized administrative or academic units of PSU. ​ Recognized PSU departments must have a current index code that will be used to charge all event-related expenses. ● External users are any individual(s) who, or organization(s) that are not recognized as ​ SALP student organizations or PSU departments. They must pay full rental rates for both SMSU space and equipment and are required to sign a License Agreement prior to using any CESU space. This also includes non-profit organizations. The following criteria are used to determine a client’s event classification: Internal, Partnership, or External. Internal Events are events that are clearly a PSU department, SALP student group, or Campus ​ Rec student group event. In order for a reservation to be classified as an Internal Event, all of the following criteria must be met: 1. The event is fully funded by a PSU department including SEIU/AAUP Portland State Chapters, SALP recognized student group (includes SALP affiliate and SALP department-sponsored student groups), or Campus Rec student group via index code or foundation account. SALP and Campus Rec student groups require advisor approval. 2. The PSU department, SALP student group, or Campus Rec student group is responsible for all aspects of the event planning process, which includes attending pre-event meetings and being on-site throughout the duration of the event. 3. The event is free to attendees, or revenue generated from the event (i.e. vendors or admission) is fully allocated to the PSU department, SALP student group, or Campus Rec student group hosting the event. 4. The event is not co-hosted or co-sponsored with a non-PSU organization. Partnership Events are events that are co-sponsored or co-hosted between a PSU department ​ and an external entity. The PSU department must fund at least 25 percent of the space rental fee, ​ ​ none of which are passed to event attendees or an external entity and submit an Event Inquiry ​ ​ ​ form at least 30 business days prior to the event date. In order for a reservation to be classified as ​ a Partnership Event, one of the following criteria must be met: 1. A PSU department is a sponsor of the event. 2. PSU has a contract or agreement with the non-PSU organization to collaborate on work or other projects within the university. External events are those events that do meet the criteria for Internal or Partnership Events and ​ include non-profit organizations that do not fall into the Internal Events and Partnership Events categories above. Misrepresentation Page 7 (revised November
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