III. Fee Assessment:

Facility use fees, administrative fees and support services fees are not assessed for University Academic Activities, University-Sponsored Events, Official University Events, Student Events and related activities. Fees for University Related Events and University Co-Sponsored Events are listed above.

A. Facility Use Fees

1. University Related Events:

The following fees will be charged:

    1. Facility usage fees at the co-sponsored rate
    2. Support services at the regular hourly rate during normal business hours and time and a half rate after normal business hours.
    3. Administrative fee at the rate determined by the amount of services provided. (Refer to the tier structure on page 5).

All revenue and expenses for a University "related" event must come through the University Conference Services Account #2500-401.

2. University Co-Sponsored Events:

The following fees will be charged:

    1. Facility usage fees at the co-sponsored rate
    2. Support services at the time and a half rate
    3. Administrative fee at the pro-rated rate (see page 6)

All revenue and expenses for a co-sponsored event must come through the University Conference Services Account #2500-401.

3. Non-University/External Events

University fees will be based on the type of space, the length of usage, and competitive market rates for comparable square footage. Rates will be established by the Facility Advisory Board and presented for approval to the Administrative Budget Committee (ABC). Rates will be reviewed and adjusted annually prior to the start of the fiscal year by the Facilities Use Advisory Board, using the current Consumer Price Index (CPI). Revenue generated by the facilities will accrue to an account managed by the Facilities Division. (Excluding Sykes, as they maintain their own auxiliary budget/operation.) The primary purpose of this revenue is to refurbish and maintain the rented facilities. At the end of each fiscal year, the Advisory Board will recommend to the University Budget Committee appropriate use of the accrued fees. Additionally, 10% of the actual income received in rental fees will be set aside for future development of a conference center.

These groups will be charged usage fees at the full rate, (See Attachment B) based upon their status as a profit or non-profit organization. These events will also be charged for support services at the overtime rate outside of normal work hours as well as administrative fees as indicated below. Arrangements for such activities must be made through Conference Services.

The fees in attachment "B" represent usage fees for space only (excluding Sykes rental, which includes equipment and set-up). Usage fees are based on a full "building day" defined as standard building hours, seven days a week. Programs running for four hours or less are charged based on 70% of the full rental rate. If a space is being used for a period of less than four hours but is technically "on-hold" by the group during their program, the full day rate will apply. If a space is on hold as a rain location but not actually used, the group will still be assessed half the usage and full support fees.

4. Athletic Fundraising Events

Facility usage fees and well as insurance requirements will be waived for these events. If the event is co-sponsored with an outside organization, appropriate facility usage fees and a certificate of insurance will be required.

B. Administrative Fee for University Related and Co-Sponsored Events:

**This fee does not include direct costs such as food, postage, or rental.**

 

Tier 1
5% of Gross Revenue
(minimum amount $75)

Tier 3
15% of Gross Revenue
(minimum amount $225)
All of the above plus the following:

1. Assist in determining the goals and objectives for the program.

1. Assist with brochure development.

2. Provide price analysis for budget preparation.

2. Negotiate hotel contracts and confirm room blocks.

3. Identify location for event and schedule appropriate room(s)

3. Provide room location signage for program.

4. Arrange for special accommodations and accessibility needs.

4. Coordinate the printing of name badges, name tents, speaker materials, maps and travel (directional) information.

5. Liaison with food service representatives

5. Coordinate all copying needs.

6. Coordinate logistical arrangements with Public Safety, Custodial Support, Logistical Services and audiovisual.

6. Coordinate awarding of CEU’s and certificates of completion.

7. Liaison between program coordinator and all support areas.

7. Correspond with speakers regarding materials preparation, technology needs, audiovisual needs, and other special arrangements.

8. Process contract and payment of speaker fees and honoraria.

Tier 2
10% of Gross Revenue
(minimum amount $150)
All of the above plus the following:

Tier 4
 20% of Gross Revenue
(minimum amount $300)
All of the above plus the following:

1. Assist in identifying and acquiring mailing lists.

1. Provide on-site registration and staffing

2. Coordinate material preparation & mailings (i.e., flyers, and brochures).

2. Coordinate on- site transportation

3. Receive and process written, fax, phone and e-mail registrations.

3. Coordinate off-site transportation and shuttle services (to and from airport/train station, to and from local hotels).

4. Provide confirmation letter, receipt of payment, campus map and directions and travel information to registrants.

4. Personalized name badges (speakers, staff, and exhibitors),

5. Process checks, credit card sales and participant refunds.

5. Coordinate all aspects of exhibits, including: create floor plan, arrangement of exhibit space and set-up and teardown of exhibits. Liaison with external exhibit company as well as coordination with auxiliary support areas.

6. Answer all telephone inquiries concerning the program, housing, travel and payments.

6. Liaison with Public Relations in promoting event.

7. Maintain mailing lists in individualized database files.

  

8. Process all expense documents, invoices APR’s and refunds.

  

9. Provide conference packets with local brochures.

  

10. Provide financial accounting of all program income and expenses.

  

11. Distribute residual dollars to appropriate department(s).

  

12. Accomplish all of the above while working within University guidelines. (Purchasing, Publications, Use of University name and logo, state and federal employee guidelines.

  

If a program fails to run, or runs at a loss, the home ORG, as indicated on the approved budget form will be charged for all direct expenses already processed as well as a minimum administrative fee. This fee will equal 10% of the projected gross revenue.

C. Administrative Fee (Non-University/External Events)

    A fee of ten percent (10%) or a minimum of $75, whichever is greater of invoiced fees including waived amounts, will be charged for all events requiring contracts and services by the Coordinator of Conference and Rental Services (services provided are the same as listed in Tier1 above). A sliding scale (below) on contracts over $10,000 will be in effect. The purpose of the fee is to cover the administrative and logistical arrangements for the contract and the financial support of this position.

Administrative Fee Structure

up to $10,000

10%

$10-15,000

9.5%

$15-20,000

9.0%

$20-25,000

8.5%

$25-35,000

8.0%

$35-45,000

7.5%

$45-55,000

7.0%

$55-65,000

6.5%

$65-75,000

6.0%

$75-85,000

5.5%

$85-100,000

5.0%

$100-115,000

4.5%

$115-135,000

4.0%

$130-145,000

3.5%

$145-160,000

3.0%

$160-175,000

2.5%

$175-200,000

2.0%

$200,000 +

1.5%

**Dollar amounts represent total invoiced amounts**

D. Support Service Fees

1. Support Services: Those non-direct services necessary to operate an event which may include: custodial support, grounds, public safety, logistical services, media services, telecommunications, piano tuning, and physical plant (i.e., electricians, carpenters, plumbers).

Non-University/External Groups will be charged at the per hour rate of the cost to perform the task, unless otherwise designated. Currently this fee is charged at time and a half rates. However, the advisory board is currently considering a set fee schedule for such tasks as lining fields, tarping gym floors etc. The determination of the level of service(s) needed will be made by the Coordinator of Conference Services (and other appropriate department heads such as Custodial Services, Public Safety, etc.)

It is the responsibility of the support service areas to submit their chargebacks to the Office of Conference Services within two weeks of the event. Failure to submit these charges within this time will jeopardize their receiving reimbursement for the services provided.

2. Site Supervisor: a fee of $10/hour will be assessed to external groups. The purpose of the site supervisor is to serve as a liaison to the external organization during the rental period. The site supervisor is responsible for verifying proper usage, reporting damages, and responding to emergency situations.

3. Certificate Fees: a fee of $10/certificate/person will be charged to University sponsored non-credit courses when Continuing Education Units/Credits are earned.

E. Presidential Waivers

Requests for facility use waivers for non-profit organizations will be submitted in writing through the Coordinator of Conference Services. The Coordinator will then submit his/her recommendation to the appropriate Vice President. (In the academic unit, the request will come from the Coordinator of Conference Services and be submitted through the dean(s) who will give recommendations to the Provost.) The Vice President will then approve or disapprove the request providing there has been prior consultation with the President. At any given time, the President may waive rental and/or administrative costs.

The Vice Presidents will use the following criteria to determine if a waiver is warranted:

1. Provide for an educational public forum
2. Provide visibility for prospective students
3. Provide professional development opportunities for faculty and/or staff
4. Provide internship opportunities for students.
5. Provide reciprocal waivers to the University

In the event a waiver is approved, the Vice President’s division who is granting the waiver will be responsible for 1/3 of the waiver costs exceeding $300. Waivers under $300 will be covered in full by the division granting the waiver.

All groups receiving a waiver will still be charged for support services at the time and a half rate. Groups will also be charged the pro-rated administrative fee as indicated in the table (on page 6) on the total invoiced amount (this includes the waived rental amounts). For auditing purposes a memorandum of record will be sent from the Vice-President to the Coordinator of Conference Services indicating approval of such fee waiver and justification.

If a waiver is granted for the Earl F. Sykes Student Union Building, support and staffing for set-up and tear down as well as audiovisual costs will be charged.

  1. Insurance Requirements

In providing activities that not only provide visibility for the University, but also reach out to the local community, the University recognizes the exposure to losses through liability. With this in mind, the following classification of events will be required to submit a certificate of insurance:

    1. University co-sponsored events
    2. External events
    3. Town/Gown programs
    4. Athletic fundraisers when co-sponsored with an outside organization

The external organization shall purchase and maintain, at its expense, the following types of insurance:

    1. Workers’ compensation insurance sufficient to cover all employees of the organization.
    2. Comprehensive commercial general liability insurance, property damage insurance, and automobile liability insurance in such amounts as the University shall deem sufficient but no less than $250,000 each person, $1,000,000 each occurrence for bodily injury and property damage. Policy/ies shall be on an occurrence basis only.
    3. Such policies shall name the University as an additional insured. The external organization must provide the University with a current certificate of insurance. These certificates shall contain provision that coverage’s afforded under the policies shall not be canceled or changed until at least 30 days’ prior written notice has been given the University.

G. Reservation Procedures

The scheduling of academic classes has priority on the use of space. Dates that remain open after the Spring/Fall calendar process may be requested by University Co-Sponsored, University Related and Non-University/External groups on a first come first serve basis. Under no circumstances will external requests bump any previously scheduled academic programs; however, if space has already been confirmed and a contract initiated with an external constituent, a request to move or cancel the rental to accommodate a class that was not appropriately scheduled will not be considered unless appropriate alternate space exists.

Reservation procedures are dependent upon the type of activity and the requester. All reservations are done in conjunction with the appropriate office i.e.: Space Management and Calendar, Sykes Union, and Conference and Rental Services.

H. Responsibilities:

It is the responsibility of the Coordinator of Conference and Rental Services to determine and recommend whether activities, for which facilities are requested, are University related and appropriate for the institution. This decision process may include consultation with the directors of Sykes Union, Space Management and Calendar, appropriate internal constituents and the cabinet as needed. The Coordinator will base his/her decision on the following:

1. The purpose for which the space is requested.
2. The relationship of the organizer/sponsor to the University
3. The relationship of the participants to the University
4. Financial solidity of group

In addition, the Coordinator will:

1. Act as liaison between the group and the University by

- Arranging all auxiliary services
- Scheduling site supervisors
- Contracting with hotels for room blocks
- Issuing contracts and verifying insurance certificates
- Following-up with clients

2. Assume the Financial Responsibility of:

- Collecting money
- Invoicing
- Depositing funds
- Transferring funds to appropriate areas
- Monitoring budgets
- Seeing that all expenses get paid in a timely manner
- Tracking income
- Being informed of updated fiscal policies/procedures for all of the above

3. Perform Marketing Tasks such as

- Being a liaison between University and community contacts to promote space
- Being a liaison with the Office of Admissions to have a representative welcome
  student groups to campus
- Being a liaison with the Alumni Office to promote alumni returning to campus to use
  the facilities

APPROVED:

 


___________________________
 _______________
Madeleine Wing Adler, President Date

This policy supersedes the following policies:

University Event Management policy, dated October 25, 1993
Policy on Facilities Priorities, dated May 17, 1993
Facility Usage Policy for External Groups/Organizations, dated July 1, 1992
Workshop Policy and Procedures, revised date 12/87

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| Facility Policy |
| Purpose | Philosophy | Definitions | Fee Assessment |
| Advisory Board Charter | Conference Agreement | Conference Agreement Form | Budget Form |
| Entire Policy |