University of Pittsburgh Student Unions’ Policies and Procedures Handbook The policies and procedures found within this document are an extension of Building Management’s confirmation for events and are designed to give event hosts a clear understanding of their responsibilities. Users/Clients of the facility shall observe all applicable student union and University of Pittsburgh policies, as well as all local, state and federal laws, statutes, and ordinances. The client shall only have the use of the facilities as stated in their event confirmation. All alterations to the facility, building systems, room setups or equipment are subject to approval from Building Management staff and are subject to applicable fees. Clients must follow all reasonable directives from Building Management staff in order to uphold all policies and procedures as stated in this document. At the end of every event, the facility should be left in a clean, safe condition. Building Management reserves the right to alter and/or amend the Policies and Procedures Handbook as necessary. Any matter not expressly covered within this document will be reviewed and decided by William Pitt Union or O’Hara Student Center Building Managers. For the purposes of this document, the William Pitt Union may be referred to as WPU, and the O’Hara Student Center may be referred to as OSC. Jump to Table of Contents 2020-2021 PREFACE: The policies and procedures listed in this handbook are subject to change due to the COVID-19 guidelines and the University’s COVID-19 posture. The list below provides some, but not all, changes that have been made to our handbook due to COVID-19. COVID-19 CHANGES: 1. Adjusted WPU & OSC hours of operation can be found at williampittunion.pitt.edu. Our current hours are: Mon-Fri: 7am-11pm Sat: 7am-4pm Sun: Closed 1. The WPU pianos are not reservable until after classes conclude on the main floor 2. Nordy’s Place is closed for Fall 2020 and we are not accepting Nordy’s Snack Package requests this semester 3. The WPU Ticket Office is operating remotely for the Fall 2020 semester. All ticket office services are being provided at the WPU Information Desk. 4. The WPU and OSC Reservations Offices are operating remotely this semester. Please email or call for assistance. 5. When reserving space in EMS please note our booking rules have changed. All meeting rooms, dance studio space, and Quad tabling will require submission at least 7 days in advance in EMS. 6. When you fill out an EMS reservation you will see new questions asking for additional details regarding the in-person need for your event/meeting. Please be as detailed as possible to ensure your event can be reviewed. 7. The WPU multipurpose rooms, WPU tabling, OSC rooms, and the University Classrooms are not reservable in EMS for the Fall 2020 semester 8. Schenley Quad #’s 1 & 3 is not reservable for the Fall 2020 semester 9. Reservations in spaces outside of EMS are subject to the guidelines of their overseeing departments and may differ from the WPU 10. Cathedral Lawn #2 is not reservable for the Fall 2020 semester 11. If interested in serving food at your event or meeting, please note that we are no longer approving buffet style snacks such as veggie trays and shared bowls of chips under our snack approval form. All food must be individually wrapped and packaged from a store. Catering policies should be reviewed with Campus Catering and should follow the new Food Services guidelines. 12. No homemade bake sales will be approved this semester. 13. Vendor requests are not be accepted for Fall 2020 To review COVID-19 guidelines outlined by the University of Pittsburgh as well as review the current posture of the university and it’s branch campuses, visit https://www.coronavirus.pitt.edu/. 2 | Last updated 9 / 23/ 2 0 Jump to Table of Contents TABLE OF CONTENTS BUILDING OPERATIONS A. Contact Information B. Hours of Operation C. Building Services a. Access b. Deliveries c. Fitness Center d. Information Desk Rentals e. Loading & Unloading f. Lost and Found g. Nordy’s Place h. Pianos i. Reflection Room j. Ticket Office k. Will Call RESERVATIONS A. EMS Access B. Glossary of Spaces C. Booking Rules D. EMS Statuses E. Policy Violations F. Event Pricing G. Custodial/Tradesperson Pricing H. Furniture Requests a. Room Set Ups b. Stage Builds c. Special Event Furniture Rentals I. Event Storage a. Lockers and Storage Units b. Office Space J. Technical Services EVENT POLICIES AND PROCEDURES A. Alcohol B. Alcohol Simulations C. Assumption of Risk D. Bikes E. Bingo F. Blood Drives G. Chalking H. Contracts a. Contract Waiver b. Live Performances c. Instructor Services/Training I. Dances J. Decorations K. Drones L. Drugs and Tobacco M. Events with Minors 3 | Last updated 9 / 23/ 2 0 Jump to Table of Contents N. Food Policies a. Snack Approval b. Campus Catering i. Catering Drop Off (No Wait Staff) ii. Catering Pick Up iii. Campus Catering Donated Food c. Catering Exemption d. Nordy’s Menu Package e. SORC Concessions f. Potlucks and Homemade Food g. Food Trucks O. Fronting/Co-Sponsorship P. Fundraising a. Crowd Funding b. Bake Sales c. Food Sales/Giveaways d. Merchandise e. Prohibited Sales Q. Games of Chance R. Movie Showing/Copyright S. Noise T. Open Flame U. Overnight Events V. Pets and Animals a. Service b. Therapy or Emotional Support W. Police Presence/Security X. Political Campaigns Y. Prizes Z. Protests AA. Solicitation BB. Special Events a. Building Structures b. Destructive Events c. Dunk Tanks d. Food Eating Competitions e. Pie Throwing f. Tents g. Tie-Dye CC. Vendors DD. Weddings, Religious Ceremonies, and Receptions EVENT PLANNING RESOURCES A. Event Planning Checklist B. Event Planning Meetings C. Accessibility D. Marketing E. Sustainability F. Additional Resources 4 | Last updated 9 / 23/ 2 0 Jump to Table of Contents BUILDING OPERATIONS A. Contact Information Administrative/Academic Madison WPU Reservations Departments & Student [email protected] Yanosky Coordinator Organization Events WPU Assistant Student Affairs Events Katy Tufts [email protected] Building Manager WPU Operations Nordy’s Place Events Eric Black [email protected] Coordinator O’Hara Student Center (OSC) OSC Building John Hoehn [email protected] Events Manager Technical Services for WPU & Technical Services Mike Tulak [email protected] OSC Events Manager EMS Activation and WPU Reservations Staff [email protected] Troubleshooting Reservations WPU General Event Planning Reservations Staff [email protected] Reservations WPU CCLD 630 Events Dedra Jones CCLD Receptionist [email protected] Coordinator of Recreation and Athletic Space Hunter England Competitive and [email protected] Recreational Sports B. Hours of Operation Academic Term Hours **Hours are adjusted during the summer term and during recesses/holidays** William Pitt Union General Building Hours Monday – Friday | 7am – 12am Saturday & Sunday | 8am – 12am Reservations Office Monday – Friday | 9am – 5pm Ticket Office Monday – Friday | 10am – 5pm Nordy’s Place Monday – Friday | 10am – 12am Saturday & Sunday | 4pm – 12am 5 | Last updated 9 / 23/ 2 0 Jump to Table of Contents O’Hara Student Center General Building Hours Sunday - Saturday | 8am – 12am Reservations Office Monday – Friday | 9am – 5pm C. Building Services a. Access: In order to gain after-hours swipe access to either of the Student Unions, please contact the Building Manager. This access will only be given out at the Building Manager’s discretion due to the safety and security of the facility. It is possible to open the Student Unions early for events in special circumstances. Please reach out to the Building Managers of the WPU or OSC to discuss opening outside of normal business hours. There is a cost associated with opening buildings beyond building hours, please see the Event Pricing section of this handbook. To receive a key to your office located within a Student Union, please contact the Building Manager who will order additional or replacement key’s from the University’s key shop for $5.00 per key. The university department or student organization will incur the cost of any key orders. For student organizations’ keys that are kept at a Student Union information desk, the organization representative must turn in an activity pass and their Pitt ID. To request an activity pass, please have the student organization president or advisor submit a request to the following link: Activity Pass Request Form. Activity passes are good for 1 academic year. All keys must be returned no later than 30 minutes before the building closes the same day as check out. b. Deliveries: Building Management will not accept deliveries or store items on behalf of events. The SORC accepts mail on behalf of all registered student organizations on Pitt’s campus. The Office of Fraternity and Sorority Life accepts mail on behalf of all three tri-councils on Pitt’s campus. All other deliveries should be addressed to the department in the William Pitt Union or O’Hara Student Center. c. Fitness Center: The Fitness Center located on the 3rd floor of the William Pitt Union consists almost entirely of cardio equipment. There is also an aerobic/dance room and studio cycling room used for calisthenics and group exercise classes. The space is maintained and staffed by the Department of Campus Recreation at Pitt. The rooms in the fitness center can only be reserved during weekend hours. The center’s hours vary based on the semester. The fitness center is for Pitt students only. A Pitt ID is required to check-in to use the equipment or attend a class. Information Desk Rentals: Miscellaneous items may be rented out from the William Pitt Union Information Desk. A Pitt ID is required to check out these items and will be kept until the item(s) is/are returned.