BOARD POLICIES – ISU ALUMNI CENTER CONTINUED RENTAL POLICIES & PROCEDURES
3. Reservation procedures
1. Eligibility for use
Reservations at the ISU Alumni Center must be scheduled in advance through the events staff. Inquiries can be made via phone to 515-294-4625, or via e-mail at alumnicenter@iastate.edu.
Everyone is eligible and welcome to rent space in the ISU Alumni Center. Rental rates are based on three levels of pricing: public/ business, University (for University-related entities), and registered student organizations. Members of the ISU Alumni Association (ISUAA) and Future Alumni Network (FAN; formerly known as Student Alumni Association), as a member benefit, will receive a 10 percent discount off the public/business rental rate. Business members of the ISU Alumni Association, as a business member benefit, receive a 10 percent discount off the public/business rental rate for business use. Student Organizations: University-sanctioned student organizations are welcome and encouraged to utilize space at the ISU Alumni Center for organization meetings, group projects, events, etc. (subject to availability). Student organization rates have been established and reflect a discounted and affordable rate. Student organizations are expected to follow all facility guidelines and policies.
2. Hours The office hours of the ISU Alumni Association are Monday through Friday, 8:00 a.m. t o 5:00 p.m. The ISUAA generally follows the university’s flexible hours for spring break, summer, Thanksgiving, and winter break. Spring break week and Thanksgiving week will have office hours of 7:30 a.m. to 4:00 p.m. The summer schedule (7:30 a.m. to 4:00 p.m.) will generally begin the second week after spring graduation. Winter break office hours will be announced in early December.
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Events scheduled at the building may begin no earlier than 7:00 a.m. on any day of the week and must end by midnight. The building must be vacated by 12:30 a.m. The ISU Alumni Center will be locked during all non-business hours except for one-half hour prior to a scheduled event and continuing until the conclusion of that event. Exceptions to set hours will be approved by the events staff.
Following an inquiry and booking, an agreement with quoted costs will be forwarded for signature. Deposits are required for public events. All reservations will be made on a first-come basis and will be based on availability of space and compliance with the guidelines of this policy. Client understands the ISUAA will evaluate all fall reservation dates by January 31 of the year in which the event is scheduled to occur, and monthly thereafter as needed, to determine whether client reservation date conflicts with ISUAA Cyclone Central Football Tailgate or Homecoming schedules. Should a conflict arise once the fall football schedule is published and the official dates have been announced or are modified, the ISUAA reserves the right to change the client reservation to a mutually agreed alternate date where the client event will not be in conflict with the ISUAA Cyclone Central Football Tailgate or Homecoming schedules. Date changes will be based on availability, and the ISUAA may not be able to accommodate the requested date change. In the event the ISUAA changes a reservation date or is unable to accommodate a requested change, client will not be held liable for cancellation fees. Deposit: To confirm a reservation for a non-university purpose, a deposit in the amount of half of the rental fee and a signed rental agreement are required. Deposits and signed rental agreements for non-university events must be received within two weeks of the date on which the reservation was made. If a deposit and rental agreement are not received within two weeks of booking, the reservation will be canceled and the space will be available to other groups. Each meeting or scheduled event must have a contact person who will be: • Present at the event from beginning to end • Responsible for the behavior and demeanor of the guests • The spokesperson for the group • Responsible for any damages and/or property loss incurred during the event Proof of liability insurance may be required.
