Â鶹¾«Ñ¡

Academic Term – Fall semester’s first day through spring semester’s last exam day.

Event –â¶Ä¯Any activity using university facilities or grounds that requires registration.

Pending Status – vent under review; awaiting details or approvals.

Approval –â¶Ä¯Event space request officially authorized.

Registration – Formal facility or ground reservation process.

Event Registration Confirmation – formal document approving use of university facilities and/or grounds 

Registered Student Organizations –â¶Ä¯a student organization registered with the university 

University Departments –â¶Ä¯a department, center, school, college, or division of the university 

·¡³æ³Ù±ð°ù²Ô²¹±ô G³Ü±ð²õ³Ù â¶Ä“ members outside the university community including, but not limited to alumni, visitors, non-students, non-employees, and entities or organizations not registered through the Center for Student Involvement

Facility –â¶Ä¯any building, structure, or facility owned and operated by Â鶹¾«Ñ¡â€¯

³Ò°ù´Ç³Ü²Ô»å²õ â¶Ä“ any outdoor area on Â鶹¾«Ñ¡ property  

Large events (multi-room/multi-date or outdoor spaces for over 50 people):

• Cancellation 30 days or more before the event: 25% of charges.
• Cancellation within 2 weeks of the event: 50% of charges.
• Cancellation less than 2 weeks before the event: Full charge for the reserved space. 

This policy ensures accountability for event reservations and effective resource management. 

The Facility Usage Fee is an hourly pricing structure designed to account for the costs of event spaces and associated services. It varies based on the affiliation of the group using the facility. 

Key Details:

1. Applicable Groups:

• Registered Student Organizations
• University Departments
• External Groups 

2. What the Fee Covers:

• Use of the event space.
• Audio-visual equipment.
• Furniture setup and arrangement.
• Labor provided by Kent Student Center (KSC) and University Facilities Management (UFM). 

3. Additional Charges (not included in the hourly rate):

• Catering services.
• Parking permits.
• Specialty rentals or items not provided by the university.
• Event-specific labor needs.
• Late fees from service providers.
• Teleproductions (audio/visual production services). 

This pricing system ensures transparency by outlining all potential costs associated with hosting an event on campus. 

Estimated Fees

• Fees are calculated based on the specific facilities and services requested for an event.
• Events with special features may incur additional fees.
• All fees are subject to change based on university policies and pricing adjustments. 

Deposits

1. Registered Student Organizations

• No deposit is required.

2. University Departments

• No deposit is required.

3. External Groups

• A non-refundable deposit is required for all events:
• Upon signing the contract: 25% of estimated charges.
• 30 days before the event: An additional 25% of current charges.
• Final charges, including incidentals, are billed after the event. 

This structure ensures clarity and financial accountability for all groups hosting events on campus. 

1. Balances Past Due for 30 Days

Groups with outstanding balances that are overdue by 30 days or more will lose the ability to register additional space until the balance is fully paid.

2. Balances Past Due for 60 Days

If a balance remains unpaid for 60 days, all currently registered events for the group will be canceled.
The group must resubmit space registration requests after reconciling the outstanding balance.

3. Balances Past Due for 90 Days

Any balance overdue by 90 days will be referred to the Ohio Attorney General’s Office for collection. 

This policy emphasizes financial accountability and ensures equitable access to university facilities for compliant groups. 

Prohibited Actions:

Organization members are not permitted to move furniture in any campus building on their own.

2. Special Setup Needs:

All requests for special furniture setup must be submitted to UECS at least seven (7) days before the event.

3. Limitations on Arrangements:

Not all university facility spaces can accommodate alternate furniture arrangements.

4. Penalty for Unauthorized Furniture Movement:

If a group is found to have moved furniture without prior approval, a $100.00 fee will be charged to reset the space to its regular arrangement. 

This policy ensures the safety of facility spaces and efficient event management while maintaining order and preventing damage. 

1. Application of Indoor Event Policies:

All policies for registered indoor events also apply to outdoor events.

2. Prohibited Items and Activities:

• No open fires or charcoal grills are permitted in outdoor spaces
• Signs, banners, and other items may not be attached to furniture, trees, or light poles.

3. Tents and Lawn Penetration:

• Tents requiring staking or any items causing lawn penetration must receive prior approval from the University Facilities Management Grounds Department.
• Tents may not cover grass for more than three (3) days.
• Some tents may require a permit, which must be secured by the client through the State of Ohio, along with any associated costs.

4. Furniture and Setup:

Existing outdoor furniture setups may not be moved without prior approval from UECS.

5. Inclement Weather:

• UECS does not provide alternate indoor facilities unless previously requested and approved.
• Outdoor space or equipment cancellations must be made 48 hours before the event setup time to avoid charges.
• Decisions to move indoors must also be made within 48 hours of the event setup time.
• UECS reserves the right to delay, postpone, relocate, or cancel events due to inclement weather.

6. Ground and Space Use Considerations:

• The nature of the event, including foot or vehicular traffic, supplies, and equipment, may impact the use of grass or pavers.
• Based on event traffic patterns, further modifications such as the requirement for ground coverings may be necessary.

This policy ensures the responsible use of outdoor spaces while considering environmental impacts and logistical needs. 

1. General Use of Facilities:

• University facilities are a gathering place for students, faculty, staff, alumni, clients, and guests.
• Users and their guests must not interfere with the regular use of the facility by others.
• Excessive noise or other disruptive behavior is prohibited.

2. Building Hours:

• Academic Spaces: Open 7:00 a.m. – 10:00 p.m. Monday – Friday, closed Saturday and Sunday (hours may vary).
• KSC, Student Recreation and Wellness Center, Ice Arena, and University Library: Refer to their departmental websites for specific hours.

3. Facility Use within Registered Time:

• Facility access and use must align with the registered event times noted on the Event Registration Confirmation.
• Registered times must include:
• Preparation, decorating, rehearsal, and event time.
• Time after the event to remove decorations, client equipment, and other items.
• Decorations, equipment, and other items must be removed by the facility’s closing time.

4. Extended Facility Hours:

• Clients/users who fail to vacate and remove items by closing time will incur an extended facility hours charge of $125.00 per hour or part thereof.
• Requests to extend use of the Kent Student Center beyond facility hours must:
• Be submitted at least 21 business days in advance.
• Be approved and assessed an extended facility hours charge of $125.00 per hour or part thereof in addition to the regular hourly charge.

5. University Staff Access:

University staff retain the right to access and enter event spaces for any reasonable purpose during registered event times. 

This policy ensures equitable access to university spaces while maintaining order and adherence to operational schedules. 

Pre-Event Safety Assessment: 

The University Events and Conference Services (UECS) conducts a safety assessment for every scheduled event to ensure appropriate security measures. The following factors are evaluated:

• Event Type: Concert, sporting event, festival, speaker engagement, sales, etc.
• Alcohol Service: Will alcohol be served?
• Attendance: Estimated number of attendees.
• Venue: Location and its specific safety needs.
• Access Level: Public, ticketed, or invite-only.
• Cash Handling: Will cash transactions occur at the event?
• Event History: Prior incidents or issues with similar events.
• University Staff Presence: Number of university staff assigned to the event.
• Concurrent Events: Other activities happening on campus at the same time.
• Health and Safety Concerns: Identifiable risks to attendees or staff.
• Campus Impact: Potential disruption to normal operations or the university’s academic mission. 

Once the required level of security is determined, UECS coordinates with appropriate resources to implement the necessary safety measures. 

University Security Policy:

The university retains the right to establish security requirements to ensure all events are safe for participants and comply with institutional policies.
Security measures will vary based on the factors assessed above. 

Prohibited Items: 

The following items are strictly prohibited in all Â鶹¾«Ñ¡ facilities:

• Deadly Weapons: As defined in Section 2923.11 of the Ohio Revised Code, including firearms, explosive devices, and other dangerous ordinances.
• Groups disregarding this policy will face:
  • Immediate event cancellation by Â鶹¾«Ñ¡.
  • Loss of deposit, if applicable.
  • Revocation of future Event Registration privileges. 

This assessment and enforcement ensure the safety and well-being of all campus members, guests, and university property. 

To ensure the safety of all event participants and compliance with university regulations, the following policies apply to the use of fire and open flames during events: 

Prohibited Items Without Prior Approval:

1. Inside University Facilities:

• Open flames (e.g., candles, lighters, torches).

• Combustible vegetation (e.g., hay, straw, evergreen trees).

• Pyrotechnic devices (e.g., fireworks).

• Smoke, fog, or haze machines.

• Dry ice.

2. Outdoor Spaces:

• Fires, grills, or any open flames. 

Approval Process:

Advance Approval Required: Any use of fire or open flame must receive prior approval from the Fire Prevention Office.

Staff Attendance: Approved events involving fire or open flames require the presence of Fire Prevention Office staff during the event. 

Consequences for Non-Compliance: 

Groups or individuals that disregard these policies will face:

• Event Cancellation: Immediate termination of the event by Â鶹¾«Ñ¡.

• Loss of Future Privileges: Revocation of future Event Registration privileges.

• Referral for Student Organizations: Registered Student Organizations in violation will be referred to the Office of Student Conduct for further disciplinary action. 

These measures are in place to prioritize safety and ensure adherence to fire prevention and safety standards. 

To maintain safety, facility integrity, and ease of operations, the following guidelines must be observed when decorating spaces for events on the Kent Campus: 

Approval Requirements:

• Decorations, banners, balloons, or signs (both indoor and outdoor) must receive prior approval from UECS staff.
• Prohibited Obstructions:
• University signage must remain visible and unobstructed.
• Emergency and safety equipment, such as exit doors, lights, fire sprinkler heads, fire alarm pulls, and fire extinguishers, must remain free of obstacles. 
   

Decorating Rules:

• Attachment Restrictions: Decorations may not be affixed using tape, nails, tacks, staples, or adhesives to ceilings, walls, doors, windows, painted surfaces, or columns.
• Fire Safety Compliance: All decorations must be flame retardant.
• Banner Installation: Large banners may only be hung with assistance from 

University maintenance staff and prior approval.

Prohibited Items:

• Straw or dry plant materials.
• Smoke, fog machines, sparklers, or other special effects equipment.
• Sand weights, confetti, glitter, rice, dance wax, powder, or similar materials.
• Adhesive-backed decals or stickers.
• Paint, chemicals, or liquids that could damage the facility. 
   

Post-Event Responsibilities:

• Decorations must be removed immediately following the event each day.
• Any removal costs incurred by UECS will be charged to the client/user. 

Liabilities and Damages:

• Groups are responsible for:
  • Repair costs for damage caused by decorations or related activities.
  • Additional cleaning costs arising from improper decoration use.
• UECS assumes no responsibility for materials, displays, gifts, favors, or other items left behind after the event. 
   

Special Requests:

Needs for decorations or displays outside these guidelines require prior approval from UECS and the Office of the University Architect. 

Adherence to these policies ensures compliance with university safety and maintenance standards while allowing for creative and effective event setups. 

To maintain campus aesthetics and ensure compliance with facility guidelines, the following rules apply to signage for events on the Kent Campus: 
 

General Rules for Posting Signage:

1. Interior and Exterior Restrictions:

• Clients/users are not permitted to hang signs advertising their events throughout the interior or exterior of campus facilities.
• Event signage may only be posted on approved campus bulletin boards in designated spaces.

2. Day-of-Event Signage:

• Signage may only be displayed on the day of the event within the Kent Student Center (KSC).
• Signs must be placed on easels or other provided sign holders—taping, hanging, or attaching signs to walls, windows, or other surfaces is not allowed.

3. Responsibility for Setup and Removal:

• Clients/users are responsible for setting up and removing all signs at the end of each day.
• Signs left behind after the event will be disposed of by KSC Facility Operations staff.

4. Signage Limits in the KSC:

• A maximum of one (1) sign per floor is allowed on the day of the event. 
   

Promotional Advertising Options:

To promote upcoming events, clients/users may utilize Digital Advertising with KSCtv by visiting the designated link for submission. 

These rules ensure a clean and organized campus environment while allowing effective event communication on the day of the event. 

General Parking Information:

Parking is available in the visitor parking lot located adjacent to the Kent Student Center. 
 

Parking Rates:

Current vehicle parking rates can be found at:
Visitor Parking Rates - Â鶹¾«Ñ¡
Alternatively, rates are posted at the entrance to the Kent Student Center parking lot. 
 

Special Parking Arrangements:

For events requiring special parking arrangements, clients/users should contact University Events and Conference Services (UECS) to coordinate. 

These guidelines ensure convenient parking options are available for event attendees while accommodating special requirements as needed.