Student Center & Other VenuesStudent Center & Other Venues

Scheduling Office

Who may make a reservation and when can a reservation be made?

To insure the most effective and appropriate use of facilities for meetings, conferences, and other functions of university life, requests for reservations and assignment of space will be on a first-come, first-served basis, with the understanding that the request will be evaluated according to the group's status as outlined below, in order of priority.

Categories

  • Category A
    Registered or ASUPS recognized clubs and organizations, university committees, departments, offices, and official alumni activities.
  • Category B
    University related organizations--This group/program must be sponsored/hosted by a university department, staff or faculty member.  In order to qualify for this designation, the program/group must be in alignment or closely aligned with the mission of the University of Puget Sound and all arrangements must be made by the university sponsor/host.
  • Category C
    Non-University related organizations

In addition to the status of the organization, the nature and purpose of the event will be considered. In the event of a scheduling conflict, an attempt will be made to accommodate the requesting groups or organizations in appropriate space within the Center, or referral will be made to another university meeting space.

Making a Tentative Reservation

A tentative reservation can be made over the phone with the information penciled into the scheduling book. A reservation remains tentative until the Facilities Request form is filled out, returned, and signed.

Obtaining a Confirmed Reservation

In order to reserve a room, a group must fill out a Student Center Facilities Request form. Tentative reservations may be placed by phone, but will not be confirmed until a completed Facilities Request form has been received.

Reservations should be made as far in advance as possible, but not before the following dates:

March 1
For Category A: Those groups may make room reservations for the following academic year for traditional UPS events only, such as Spring Weekend, Homecoming, Parents' Weekend, Mistletoast, Class Reunion, Foolish Pleasures, Trustees meetings, etc.

March 15
For Category A: Those groups may make room reservations for the following Fall semester.

October 1
For Category A: Those groups may make room reservations for the following Spring semester.

Note: For groups in Categories B and C, room reservations may not be made more than three months in advance.

For the following instances, advance reservations are necessary:

  • Two days notice (recommended)
    Special Room Setup, Coffee Service
  • Five days notice
    Catered meals or BBQ's
    Note: Make catering arrangements directly with Dining Services, 253.879.3262.
  • Seven days notice
    Audio/Visual equipment
    Note: Make A/V arrangements directly with AV, 253.879.3259 for large items or more than one microphone.
  • Two weeks notice
    Outdoor event request, Building hour extension

If facility use involves food or beverages, obtain Food and Beverage Guidelines from the Scheduling Office. Users must comply with these guidelines.

Charges/Overtime

Room charges are not made to groups in Categories A and B, unless setup arrangements require staff overtime or a damage/cleanup assessment is charged. Groups who fall into Category C will be charged for facility use, according to the current room charge fee structure.

Audio/visual or other special requests for equipment (e.g., phone hookups) are subject to appropriate charges for all categories.

The dance floor is available for use by university groups and departments. There is no fee, but setup should be arranged by the group individually. If Facilities Services Department is involved in setup and tear-down, a fee will be charged.

Keys

Room keys should be checked out from and returned following the event to the Information Center by leaving a piece of identification or office phone number. There will be a $25.00 charge for a lost or unreturned key. Special arrangements need to be made in advance if the room is to be used during times when the Information Center is closed.

Security

For certain activities/events, the Director of Student Programs may require uniformed security officers to be present at the sponsoring organization's expense. The officer(s)' name(s) and schedule(s) must be confirmed in writing to the Director of Student Programs at least 48 hours before the event. Noncompliance with security requirements will result in event of cancellation. In addition, Campus Security Services must be notified at least seven days prior to the event, or event will be cancelled!

Decorations

  • Must be flame retardant.
  • May not be attached to wood, metal, glass, or painted surfaces without prior approval
  • May be attached to brick only with masking tape.
  • Must be removed completely after the event.

Storage

Is not allowed in reserved space after the reservation has ended without permission of the Assistant Director for Student Services/Wheelock Student Center. The University of Puget Sound Wheelock Student Center is not responsible for lost, damaged, or stolen items.

Responsibility

The sponsoring group or individual will be responsible for following the policies and guidelines for facilities use. Rooms are to be returned to the same condition they were in before use. Damage to the room or failure to comply with the guidelines may result in the responsible party forfeiting any rights to future room use and/or being subject to a damage assessment.

Smoking Policy

Revised 11/'99
For consideration of the Union Board, as passed by the Facilities/Policies Subcommittee on 4/16/87.

Whereas, the Union Board has attempted to identify and designate a smoking area within the student center that does not infringe on the right of nonsmokers to breathe smoke-free air; And Whereas, the Union Board has not been able to identify a suitable area for smoking; Be it resolved, that the smoking policy for the Student Center read: The Student Center is a smoke-free building."

Addendum to smoking policy - 10/99 Passed - November 1999

Smoking is not allowed directly in front of any public doorway into or out of the Wheelock Student Center.

Smoking is allowed in the following areas:

  • West side of WSC - plaza area only
  • South side of WSC - 101 not near entrance to 101 or Marshall Hall, but near ashtray which is under covered area and at the top of the stairs by the Cellar entrance
  • North side of WSC - Cafe plaza - away from main entrance

Food and Beverages

Food and beverages are allowed in all rooms of the Wheelock Student Center. If food is being served by Dining Services, arrangements are the responsibility of the person or group using the room. When rooms are requiring a special setup for a banquet or meal, Dining Services is copied with the work order and setup time needs to be taken into consideration. The Dining Services Department needs approximately one and one-half hour lead-time for setups. Clean up is the responsibility of Dining Services, if they are doing the meal, and the responsibility of the user, if Dining Services is not involved.

If facility use involves food or beverages, users must obtain Food and Beverage Guidelines from the Scheduling Office. Users must comply with these guidelines.

Custodial Service

Facilities Services assigns custodians to the Center on a permanent basis. Without a work order, they are not responsible for doing any setups. Basically, they will empty trash, vacuum areas, and do cleaning. If the restrooms are in need of supplies, please contact Facilities Services at 253.879.3231, or mention the need to the custodian when you see him/her.

Groups are expected to leave the rooms in the same manner that they found them. It is not the responsibility of the custodial staff to be rearranging rooms when a group has left. Night time facility staff, as part of the new Wheelock Student Center management plan, will set rooms in the standard configurations when doing nightly rounds.