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University Policy Office

Shelly G. Gonzalez, Policy Officer
Administration 208
Warrensburg, MO 64093
Phone: 660.543.4730
Fax: 660.543.8022
sgonzalez@ucmo.edu





UNION GENERAL, OFFICE OF MEETING AND CONFERENCE SERVICES
General Charge Procedures

Approval: Approved by the President on April 3, 2003

Authority: Board of Governors Policy 1.2.040

Responsibility: Vice Provost for Student Experience and Engagement

PROCEDURE

The University of Central Missouri provides services to support the UCM mission, as defined in this document, free of charge for Type A Events (defined below). Fund-raising, recruitment and community service events (Type B Events, defined below) may be partially subsidized if they meet the criteria specified in this document. Type C Events (defined below) will be charged for the use of campus services, facilities and resources. Revenue from these charged events helps offset the costs of Type B Events. This document is intended for use with Facilities Rates sheet available through the Office of Meeting and Conference Services.

On Campus Events:

The Office of Meeting and Conference Services is pleased to assist you with coordinating campus events by providing planning and scheduling, receiving requests for setups, security, audio-visual and other needs for on-campus events. Working with the event coordinator to plan your event will allow you to have a useful estimate of the cost of the event ahead of time.

Off Campus Events:

Assistance from the Office of Meeting and Conference Services may be available for events taking place off the UCM campus. When support is supplied, charges will be assessed. Some potential costs are mileage, personnel, overtime and equipment.

Event Categories:

There are three basic event categories that will be used to describe the use of university facilities and services. Events will fall into one of these three categories:

  • Type A Events
  • Type B Events
  • Type C Events

Type A Events:

  1. Recognized student organization events
  2. Departmental events
  3. Administrative events
  4. Athletic calendar events
  5. Alumni events
  6. Presidential events

Type A Events that involve admission fees or costs to participants may be reclassified as Type B Events. The campus host will be notified before an event is reclassified whenever possible to insure that accurate information is available to everyone involved. Working with the event coordinator to plan your event will allow you to have a useful estimate of the cost of the event ahead of time.

Type A Events ARE NOT CHARGED for:

  1. space rental fees
  2. support services related to general event planning and scheduling assistance
  3. other basic support service fees such as routine setups and audio-visual support

Type A Events ARE CHARGED applicable fees for events that involve:

  1. food services
  2. housing
  3. parking passes if required
  4. security above routine staffing levels or overtime security
  5. overtime for special staffing or operators for sound/lighting/technical equipment
  6. non-standard equipment (black curtains at the MPB, tents, forklifts, generators, complex audio-visual requirements, etc.)
  7. costs associated with vandalism or damage
  8. last minute changes (less than 48 hours notice) that impact upon service center staffing
  9. failure to notify the Office of Meeting and Conference Services when an event is canceled (The group is charged $25.00 for failure to cancel an event)

Type B Events:

  1. Fundraising events (including alumni and foundation events)
  2. Recruitment events
  3. Community service events
  4. Camps and conferences

Type B Events ARE NOT CHARGED for:

  1. space rental fees in general classroom spaces
  2. support services related to general event planning and scheduling assistance

Type B Events ARE CHARGED A DISCOUNTED RATE for:

  1. space rental for auditoriums, gyms, fields, union rooms and other meeting space
  2. support services involving setups and equipment
  3. support services involving audio-visual setups and equipment
  4. event fees related to extended camp and conference events
  5. food services
  6. housing

Type B Events ARE CHARGED normal or overtime fees for events that involve:

  1. parking passes if required
  2. security if required
  3. overtime such as special staffing or operators for sound/lighting/technical equipment
  4. non-standard equipment (black curtains at the MPB, tents, forklifts, generators, complex audio-visual requirements, etc.)
  5. costs associated with vandalism or damage
  6. last minute changes (less than 48 hours notice) that impact upon service center staffing
  7. failure to notify the Office of Meeting and Conference Services when an event is canceled. (The group is charged $25.00 for failure to cancel an event due to wasted labor and services)

Frequently asked questions about Type B Events:

Why are fund raising and break-even events charged?

Fund raising events are encouraged, but all events must cover overhead costs that impact on the budgets of other departments (such as overtime fees, some equipment fees and setup fees). All services have real costs associated with them (including replacement of equipment, heating and air-conditioning, etc.) that are not already covered by the university in its service contracts. These overhead costs must be met by the department or group generating the expense. Otherwise, one department or area is generating revenue at the expense of another department or service center.

What constitutes a recruitment event?

  1. The event must be targeted at students or teachers.

  2. The event must be sponsored by a recognized student organization, department, or administrative unit, and not by an individual. The sponsoring group is responsible for the event and will work with the Office of Meeting and Conference Services to coordinate the event. All such events must have the written approval of the student organization president and the organization's faculty or staff advisor, campus center manager or department/unit head before rooms will be reserved. Academic events should be sanctioned by the provost’s office. An on-campus representative must be the primary contact and planner - designated as the “campus host” - in order for an event to be subsidized by the university. This designated "campus host" will serve as liaison between the Office of Meeting and Conference Services and the off-campus entity and the campus host, or designee, must be present during the entire duration of the event.

Type C Events:

Type C Events include off campus users. These events are charged routine rates for all event related space rental fees, event fees and support service fees.

General Practices:

Event categories:

The Office of Meeting and Conference Services is responsible for determining event categories, fee and charge schedules, and to assess adequate fees and other charges to clients as needed in order to best serve the interests of the university. These cost decisions will be binding upon the service centers (setups, audio-visual/sound, public safety, housing, etc.).

Users who misrepresent an event or affiliation in order to avoid fees and charges will be charged appropriately, may incur additional financial penalties and may have reservation privileges suspended.

Cancellations:

For Type A Events – The Office of Meeting and Conference Services will require a cancellation notice 48 hours in advance for any scheduled events. If no cancellation is made, a written warning will be given to the organization/department notifying them of their "no-show". A second "no-show" will result in a $25.00 fee. A third "no-show" will result in a $25.00 fee and a loss of scheduling privileges for a minimum of one semester.

For Type B and C Events - A cancellation notice given with 7 days or less notice will result in partial charges for any labor or resources already expended on the scheduled event. If a group gives less than 48 hours notice, the group may be assessed up to 50 percent of fee charges. Off campus groups will be asked to make a deposit of 50 percent of the event related fees when the event is scheduled.

Last minute changes:

Last minute changes (less than 48 hours prior to an event or during an event) and excessive revision of service needs (more than five contract revisions for the same event) may result in service charges to the organization, center or department responsible for the event.

Use of the University Union by classes:

The University Union is designated as student and event space and is funded by student fees. Classes (including extended campus and grant funded coursework) may not be scheduled in the University Union. Exemptions may be granted by the Office of Meeting and Conference Servicess when no other spaces are available; however all such events will be charged for use of University Union space.

Event fee:

Due to the complexity, overtime and labor associated with some large events, event fees associated with multi-day and complex events will be charged to camps and conferences that last for more than one day. This fee will be used to help offset costs for other campus events throughout the year, pay salaries, pay service centers, and to purchase event related equipment and audio-visual supplies.

Insurance:

The university is self-insured. As a state institution, UCM does not provide insurance coverage for individuals or groups participating in activities on this campus. The Office of Meeting and Conference Services will determine whether a particular Type B or Type C event will require insurance. The decision will be based on an assessment of risk and the purpose of the event, among other factors. This decision will be discussed as part of the event planning process.

The use of all campus facilities and equipment for event purposes must be coordinated through the Office of Meeting and Conference Services. Unauthorized use of space and equipment by non-sanctioned groups will not be supported by university services and may result in penalties and fines.

Charges for facilities in excess of the estimate may be reviewed by the Facilities Charges and Chargeback Committee. For a review, submit a written description of the issue to the committee in care of the Office of the President.