Policies & Best Practices

Campus Reservations and Events will not hold a space if the necessary documents/forms are not received in the appropriate time-frame outlined below:

• For reservation requests placed three-weeks to one-year in advance of the event date, a signed reservation request form, related set-up diagrams (if needed) and any signatures are required 15-business days before the event date to avoid the cancellation of your reservation request.
• In the event that the Campus Reservations and Events’ staff can accommodate and approve an event within 15-business days, a signed reservation request form, related set-up diagrams (if applicable) and any signatures are due immediately upon approval in order for the reservation to take place.

Items to Note:

• Incomplete reservation request forms will not be processed and returned via email to the email listed on the form.
• Student groups not in Recognized Student Organizations (RSOs) are limited to reserving pre-set spaces only up to 10 business days in advance, and a minimum of 2-business days prior to the event date.
• Student organizations whose recognition is undergoing review for any reason, will be considered a non-affiliated client until the formal recognition or re-recognition is complete.

Submitting a Reservation Request May Be Completed By:

• Using one of our online reservation forms

The following items are prohibited unless written authorization is provided:

• Outside food and beverages for events, alcohol, glass containers, coolers, illegal drugs, fireworks, explosives, aerosol cans, glitter, and candles.
• The use of video, recording equipment, and cameras are permitted at the discretion of the client.
• No doorway or exit blocked for any reason.
• Sprinkler heads cannot be covered.
• No animals are allowed inside the venue(s) except for service animals permitted through the Americans with Disabilities Act or if through a separate request. If animals are integral to the nature of your event, please notify your Campus Reservations and Events event coordinator who will assist you in obtaining necessary approvals.
• No open flame is allowed without CU Fire Department approval.
• Stickers, tape and adhesive backed decals are not to be used or distributed.
• No tape or wires of any kind is/are to be used on walls, columns, posts, or doors.
• There shall be no anchoring devices placed in the asphalt/cement/wall surfaces anywhere around the facility.
• Tent stakes on the lawn will be permitted upon approval.
• Nothing is to be attached in any way to the building.
• Any banners, posters, fliers, and/or signage must be approved by Campus Reservations and Events management.
• Please note that Campus Reservations and Events’ spaces are monitored by video surveillance.
• Clemson University is a Tobacco Free environment.

Campus Reservations and Events reserves the right to evaluate reservations and designate them as a major event. This may apply to reservations that are complex, have contracted speakers/performers, have bands with multiple instrument/vocal needs, require extensive or specialized staffing, require specialty equipment, and/or for safety and security reasons.

Items to Note:

• Major Events that require more than the basic event services stated above will be billed according the standard billing rates for additional equipment and staffing.
• Reservations confirmed within 10-business days of the reservation date or requiring extensive changes within 10-business days of the reservation date may be designated as a major event as they require altering set inventory and staff schedules.
• Major events that include campus approvals, work orders, security, or have complex technical needs require a reservation request form be submitted at a minimum of 15-business days. 

Recognized Student Organizations who have reoccurring meetings may request block bookings (subject to availability) each academic year by submitting a Block Booking Reservation Request as follows:

• Beginning on November 1st for bookings in the Fall Semester (July - December) of the next academic year.
• Beginning on March 1st for bookings in the Spring Semester (January - June) of the next academic year.

Tabling spaces for the use of Clemson University students are available at several locations on campus:

• Hendrix Student Center Atrium (six spaces available)
• Hendrix Breezeway (four spaces available)
• North Green
• Carillon Gardens
• Near Daniel Hall (three spaces available)
• Near Rhodes (two spaces available)
• Vickery/Horseshoe

Please note that Bowman Field is not an approved tabling location.

Equipment Rentals

To better serve our on-campus clients, Campus Reservations and Events has designated a limited number of tables and chairs from our current inventory as rental equipment that can be reserved by Registered Student Organizations (RSO) and/or Clemson University Departments. Please note that rental equipment must be picked up and returned by the reserving Organization or Department.

Campus Reservations and Events can assist with loading and unloading equipment as needed, but will not deliver or set up any of the rental equipment as those services are provided under the Campus Reservations and Events outdoor event services. Once the inventory designated by Campus Reservations and Events is exhausted, standard Outdoor Event Services policies and charges will apply.

Available Rental Items:

• 6ft. or 8ft. Tables
• Outdoor Folding Chairs

Please note that once the inventory designated by Campus Reservations and Events is exhausted, standard outdoor event services policies and charges will apply.

To reserve a tabling location/rental equipment or to receive additional information, please contact our Reservations and Guest Services team or visit our HUB desk located on the second floor of the Hendrix Student Center.

All University advertising and postings must meet the guidelines of the Clemson University Facility Use Policy before they can be posted. The policy includes important information on posting locations as well as size and content requirements.

More information for Bullentin Boards and Other Postings can be found in Section 5.0 of the Facility Use Policy which also contains Appendix E: General Posting/Publicity Locations.

Banner and Flyer Review

• Discuss your banner or flyer design with us before you incur costs for design and printing. You may email your design, and we will be happy to discuss your materials. Final approval will be made by stamping your printed materials.
• Flyers must be presented at the Campus Reservations and Event Services Desk during regular business hours to be finalized and stamped.

Keep In Mind...

• We may request that you leave your flyers with us for review and stamping, and we will be happy to contact you when they are ready for pick-up.
• For banner or flyer review, we will require contact/organization information, and you will need to be a member of the respective University organization.
• Please note that all reservations within our department’s facilities must be a finalized, confirmed event before advertising will be reviewed. 

Hanging Flyers and Banners

After flyers are stamped and reviewed, they will be returned to you so that you can hang them on designated bulletin boards.

There are two types of banners:

• The smaller, 30" x 42" horizontal banners are placed by our staff on the 2nd floor of Hendrix Student Center after they are reviewed and placed on a first come, first serve basis.
• The larger, vinyl banners that you see periodically in front of the Hendrix Student Center or displayed on Bowman Field must be scheduled on a first come, first serve basis through our office. Our banner request form including your department's account number will be required upon applying for a large banner, and installation will be scheduled through us with University Facilities.

All questions should be directed to the Campus Reservations and Events Reservations and Guest Services Desk located on the second floor of the Hendrix Student Center.

Only free standing decorations or table decorations are allowed. Hanging or taping materials from ceiling, posts or walls is prohibited. All props or decor must be removed from the area immediately after the event. Any items left at the facility must have advance approval from the facility manager. Proper disposal into trash containers behind the facility loading dock is required.

Items to Note:

• Helium balloons are prohibited in all indoor Campus Reservations and Events spaces due to the many open areas where helium baloons may escape in the facilities. Latex balloons are also prohibited due to allergies.
• Flyers, posters and handbills must be reviewed and stamped before posting and may not be taped to any surface of the venue.
• Banners and approved signage may be hung by Campus Reservations and Events staff.
• Open flames, candles, glitter and/or confetti are not allowed.

All clients who are hosting an outdoor event are encouraged to plan an alternate date and/or alternate venue in case inclement weather impacts the preferred date/location. Clients should work with an event coordinator or reservation specialist regarding the inclement weather plan specific to their event.

Rain Plans:

• If a rain location in an alternate CRE venue is selected, a $50 non-refundable fee will apply and will be due at the time the reservation request is placed.
• A rain location request will not be accepted without a diagram for the location.
• If a rain date in a CRE venue is selected, no late cancellation fee will be incurred for the original requested date.
• Third-party vendor equipment and staffing may be invoiced at the discretion of the vendor.

Items to Note:

• Campus Reservations and Events staff reserves the right to change/cancel any equipment that could potentially be harmed by rain, or that can harm a landscaped surface (grass) after a period of rain.
• Best efforts will be made to ensure that reservations/events moved indoors are successful, in accordance with safety regulations.
• Changes may be made to the event by CRE due to occupancy, inventory and staffing limitations.

If you disagree with any information outlined on your invoice, you must respond via email to discuss with a business manager within two-business days from the date of the invoice email. Changes to the invoice after this time may not be able to be honored.

Items to Note:

• A 50% deposit may be required in order to secure inventory from event partners or third-party vendors.
• Invoice payments will be due within 30-days of the invoice date. Any deposit/payment will be applied and the financially responsible party will receive an invoice for the balance due following the event.
• Recognized Student Organizations (RSOs) can pay via IDO, non-University credit card, or personal checks. Payments are to be sent or delivered (during business hours) to:

• If you have any questions about your invoice or how to make a payment, please email our invoicing team.
• Credit card payments can be made online or by following the link on your invoice.
• Groups who have a past due balance will lose their reservation privileges until all fees are paid.

Campus Reservations and Events reserves the right to not process a request or cancel a reservation in the event there is a facility, health, or safety issue.

Campus Reservations and Events reserves the right to make necessary changes in room/area locations as needed to accommodate the needs of the operation. Every effort will be made to give ample notice of any changes.

A reservation eliminates the opportunity for other groups to use the facility; therefore, penalties will be enforced for groups who do not adhere to this policy.

Campus Reservations and Events recognizes there are circumstances where cancellation becomes necessary through no fault of the organizing party.

Cancelling An Event:

• A reservation request must be canceled in writing or via email at least 10-business days prior to the event date unless specified in writing by a Campus Reservations and Events event coordinator. Any cancellations within 10-business days will be charged a late cancellation fee. The fee that applies varies by location; see our billing rates for more information. Repeat occurrences may lead to the requesting organization being put on reservations alert which can lead to losing future reservation privileges.
• In order to maintain an adequate level of inventory and serve as many students as possible, we ask that requested equipment be canceled in writing or via email at least one-week before the event date unless specified by a Campus Reservations and Events event coordinator.

Reservation No Shows:

• Organizations/groups who fail to show up for their reservation will be charged a no show fee and any additional costs incurred by the facility to set/strike the event. The no show fee that applies varies by location; see our billing rates for more information. Repeat occurrences may result in the requesting organization being put on reservations alert which can lead to losing future reservation privileges.

All trash should be left in approved receptacles. Approved supplies and equipment brought to the venue by the client must be removed at the completion of the event.

• Registered Student Organizzations and groups may be charged for cleaning arrangements for an event. 
• Excessive trash that constitutes extra cleaning efforts to return facility to normal condition may incur an additional fee.
• Campus Reservations and Events will assess the need for additional cleaning and will invoice accordingly.

Customers are responsible for cost of repair of any damages incurred to the venue or Campus Reservations and Events’ equipment during the course of the reservation.

Events that include any type of painting may only be held in the following Campus Reservations and Events locations, must provide protection for the floor, furniture, etc., and must clean up immediately after the event:

• Outdoor, grassy CRE-managed spaces with approval from Landscape Services

U-NITES! is allowed to hold painting events inside the Barnes Center, but they must provide protection for the floor, furniture, etc., and must clean up immediately after the event.

All groups are required to pay for after-hours staff charges for events that require set-up or breakdown outside of our normal operational hours.

• Staff charges may also apply if the event requires professional technicians, stage hands, and/or special services. Special services may include parking attendants, police, EMS, or guest service representatives.
• Campus Reservations and Events reserves the right to adjust staffing levels to ensure the safety of all patrons and provide for excellent guest services.

Clemson University Police Department (CUPD) will be notified of all events scheduled through Campus Reservations and Events. Campus Reservations and Events and CUPD will determine the security staffing needs. CUPD or a third-party security company may be required for large events, events open to public, events featuring celebrity speakers, or performers, or events after hours. Customer is required to pay the cost associated with providing security and appropriate event staffing.

• If applicable, Campus Reservations and Events management will determine the number of trained event and technical staff needed. 
• Campus Reservations and Events management will determine the need for EMS/Fire staffing based on the event. Any cost associated with required Fire/EMS staffing will be the responsibility of the client.
• Campus Reservations and Events management may require wanding, metal detectors and/or bag checks at point of entry.

The Clemson University Facility Use Policy is an administrative policy that provides information and protocol for use of Clemson University facilities including but not limited to various uses and required processes for both affiliated and non-affiliated individuals and groups.

Groups may use any space in accordance with the Facility Use Policy.

In accordance Campus Reservations and Events reserves the right to enforce the Facility Use Policy, collect damage fees, or ask a group without a reservation to leave the facility if an event is in conflict with another reservation group. Non-affiliated groups using any area without a confirmed reservation may be subject to eviction, fines, and referral to the appropriate disciplinary body.

Noise restrictions are in effect Monday through Thursday until 9 p.m. and until Friday at 4:30 p.m. accross campus. There are no restrictions on Saturday and Sunday. More information can be found in the Facility Use Policy.

Any use of amplified sound for any event at any time needs to be approved so that we can make sure all reservations are compatible.

In accordance to the Facility Use Policy, Campus Reservations and Events management reserves the right to ask clients to reduce the volume of any event that could conflict with nearby events and/or University activities.

The event contact listed on page 1 of the reservation form is considered the responsible party for the reservation who must plan and be present at the event. A student organization or other student group may not “front” for another group for the purpose of gaining access to a space, and/or receiving free or reduced fees.

For Example:

A Recognized Student Organization (RSO) or other student group may not reserve a space or equipment on behalf of a non-affiliated entity or University department. If a reservation or event is determined to be a front for a CU Department or outside entity, the Recognized Student Organization (RSO) will be charged billing rates accordingly and will lose reservation privileges.

RSOs collaborating with CU Departments and/or outside entities may be reviewed by a Campus Reservations and Events Reservations manager before a reservation request will be confirmed.

Groups featuring non-affiliated speakers, performers, artists, etc. will need to ask for proof of liability insurance to the satisfaction of the university risk management based on the nature of the event and to name Clemson University as additionally insured.

University departments and recognized student organizations (RSOs) are covered by the university’s general policy. Any additional insurance required will be at the client's expense.

The University has contracted with Aramark Corporation Campus Services to be the University's exclusive food services provider. The scope of this contract includes the procurement, preparation, and service of all food, food products, and beverages on campus and also specifically includes on-campus catering. Clemson Catering provides full-service catering options as well as basic linen service as requested.

All events serving food and/or beverages must be approved by Campus Reservations and Events and Clemson Catering before food and/or beverages can be served, sold, or handed out. In the event that food items are donated to a group or organization for an event, Campus Reservations and Events and Clemson Catering must still approve all items to make sure it is in compliance with DHEC and University policies.

More information for events with catering can be found here.

All requests related to providing alcohol at your event should be directed to the Clemson Catering (Aramark) Sales Office. Clemson Catering is the exclusive provider and server of alcohol for Clemson University.

Request for alcohol requires a separate form that must be approved by the requesting group’s Advisor and VP, the VP of Student Affairs, and CUPD.

More information for events with alcohol can be found here.

United States Copyright Laws apply to any movie being shown during a reservation. You will need to purchase the appropriate license to show any film on campus. Please note, checking out a movie at the library does not constitute the purchase of a movie license.

Use of Facilities for Speech and Assembly can be found in Section 3.0 of the Facility Use Policy. Please contact Pam Davis, Interim Assistant Vice President for Student Engagement for more information regarding space availability and reservations.