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General Policies
Iowa State University Alumni Association (ISUAA)
Alumni Center Rental Policies and Procedures
Wedding/Wedding Reception Policy
1. ELIGIBILITY FOR USE (Return to top) -- REVISED 9/2/08
Everyone is eligible and welcome to rent space in the ISU Alumni Center.
Room rental rates are based on three levels of pricing: public/business, university (for university-related business), and registered student organizations.
Members of the ISU Alumni Association (ISUAA) and Student Alumni Association (SAA), as a member benefit, will receive a discount off the public/business room rental rate.
For room rates, please to go /reserve.
Student Organizations: University-sanctioned student organizations are welcome and encouraged to utilize space within the ISU Alumni Center for organization meetings, group projects, events, etc. (subject to availability). Student organization rates have been established and reflect a 50% reduction in price from the public rate. Student organizations are expected to follow all facility guidelines and policies.
2. HOURS (Return to top)
The office hours of the ISU Alumni Association will be Monday through Friday, 8:00 a.m. to 5:00 p.m. The ISUAA will generally follow the university's Flexible Hours Policy 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. Summer hours (7:30 a.m. to 4:00 p.m.) will begin the week following Alumni Days. Winter break office hours will be announced in early December.
Events scheduled in the building may begin no earlier than 7:00 a.m. on any day of the week and must end by 10:00 p.m., Sunday through Thursday. Friday and Saturday events must end by 12:00 a.m. 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 Manager.
3. RESERVATION PROCEDURES (Return to top)
Use of meeting rooms and public areas must be scheduled in advance through the Events Manager. Inquires can be made toll-free at 1-877-478-2586, locally at 515-294-6525, or via e-mail at alumnicenter@iastate.edu.
Following an inquiry and booking, an agreement with quoted costs will be forwarded for signature. 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. Reservations are guaranteed one year prior to the event date. Reservations made before the guaranteed date will be considered tentative.
Deposit: For an individual who is reserving the ISU Alumni Center for a non-university purpose to confirm a reservation, a deposit in the amount of half of the room 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. The reservation will be canceled and the room will be available to other groups after this time period if deposit is not received.
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
- A member of the ISU Alumni Association or Student Alumni Association
Proof of liability insurance may be required.
Clean-up: All clients are responsible for leaving the ISU Alumni Center facilities orderly after use and are responsible for any damages incurred. An additional clean-up charge may be assessed for meeting rooms/reception areas not left in a satisfactory condition, as determined by the Events Manager and addressed in the rental contract.
Set-up and Staffing Policy: The Events Manager will verify that there is adequate time and staffing to set up the requested event before it is confirmed and contracted.
- The ISU Alumni Center staff will ensure that the contracted areas are set up to the client’s specifications prior to the event at the time specified on the Rental Contract.
- An ISU Alumni Center staff person will be onsite for all events contracted outside of normal business hours. No additional cost for staff time will be incurred by the client.
- Setup requests must be made in advance with the Events Manager and must be finalized at least two weeks prior to the event date.
- Additional fees may be charged for changing layout or equipment needs less than 24 hours prior to an event.
Restrictions: Some restrictions not listed may apply at the discretion of the Events Manager, but will be discussed beforehand with the client.
4. PAYMENTS & BILLING (Return to top)
Acceptable forms of payment are credit card (Visa, Master Card, Discover, and American Express), checks, or cash. If paying by check, make payable to “Iowa State University Alumni Association.”
For non-university clients, 90 percent of the total bill is due five working days prior to the event. The remaining balance is due upon receipt of the final invoice following the event. Unpaid balances remaining after 30 days from the balance due date shall be subject to a late charge. Late charge is 1.5% per month. The ISUAA reserves the right to require additional deposits and credit references for clients using the ISU Alumni Center.
5. CANCELLATION POLICY (Return to top)
Cancellations will be accepted provided that notification is given in writing to the Events Manager. The ISUAA reserves the right to charge the client for any costs incurred prior to cancellation and the following rental fees:
- Reservations cancelled at least 90 days before scheduled date(s) will incur a $25 handling fee.*
- Reservations cancelled fewer than 90 days before scheduled date(s) will be charged 50% of room costs.
- Reservations cancelled fewer than 30 days before scheduled date(s) will be charged 100% of room costs.
* If reserving the Reiman Family Alumni Ballroom there is a 25% cancellation fee 9-11 months out, 50% 6-8 months out, and 100% if less than six months.
Exceptions will not be made to the cancellation policy.
6. LIABILITY (Return to top)
Each client shall indemnify and hold harmless the ISUAA, Iowa State University, Board of Regents, State of Iowa and its agents and employees against any and all damages, claims, liability due to loss of the property of others, or any other liability arising out of its use of the ISU Alumni Center.
Liability Insurance: In such instances that it is required by the ISUAA, organizations or individuals shall provide and maintain comprehensive general, liability, and personal injury liability insurance against any loss or liability from damages that may result from activities at or associated with the ISU Alumni Center. The required insurance certificate must be furnished to the ISUAA five days prior to the start of the event. The insurance companies must be authorized to do business in the State of Iowa and have a minimum AM Best Rating of A-VII.
7. PARKING (Return to top)
Parking is available in the Iowa State Center parking lot east of the ISU Alumni Center and will be discussed with the client during the rental process. If events are being held at the Iowa State Center (Hilton Coliseum, Scheman Building, Stephens Auditorium, Fisher Theater, Jack Trice Stadium, and/or other entities occupying the parking lot for events), parking will be available on a first-come basis. Parking will not be available on football gamedays.
Handicap-accessible parking spots are available on both the east and west sides of the ISU Alumni Center.
Transportation: When possible, alumni planning to visit campus are encouraged to make the ISU Alumni Center their first stop. Transportation is available by utilizing CyRide to access campus. Please refer to the CyRide Web site (www.cyride.com) for additional information about transportation from the commuter parking lot (Ann Campbell Transit Station, just southeast of the ISU Alumni Center) to various locations on campus.
8. EQUIPMENT/AUDIO-VIDEO (Return to top)
Audio-visual equipment is available throughout the ISU Alumni Center. Arrangements for these needs must be made in advance, preferably at the time of the reservation with the Events Manager. Audio-visual equipment from an outside vendor cannot be used without advance approval from the Events Manager. Specific capabilities and a list of prices are available upon request. ISUAA staff will be responsible for basic equipment setup. If needed, a technician can be provided for an additional fee. All equipment in the ISU Alumni Center is the responsibility of the client, who will be held responsible for damages incurred.
9. FOOD & BEVERAGE (Return to top)
All food and beverages brought into the ISU Alumni Center must be contracted through an approved ISU Alumni Center caterer. No food may be brought into the building from any other source, which includes personal baked/cooked items.
ISU Alumni Center caterers will be responsible for all personnel, materials, and supplies required for the preparation and service of food and beverages. A 10 percent service fee will be added to all food and beverage costs.
For information about wedding cakes, refer to the wedding policy at the end of this document.
10. ALCOHOL (Return to top)
Before serving alcohol, approval must be obtained from the Events Manager. A request for alcoholic beverage service must be completed and submitted to the Events Manager. The ISUAA strongly adheres to the laws and regulations of the State of Iowa pertaining to alcohol and the consumption of alcohol. If the event is approved for service of alcoholic beverages, the following requirements will govern the event:
- All alcohol must be arranged through an approved ISU Alumni Center caterer.
- No alcoholic beverages may be brought into the facility by a party other than the approved caterer.
- Only persons of legal drinking age may possess, be served, or be permitted to consume alcoholic beverages. Signs stating this will be posted by the ISU Alumni Center staff at the event.
- When alcoholic beverages are served, non-alcoholic beverages and food must also be made available to guests.
- Alcoholic beverages are not allowed beyond ISU Alumni Center grounds.
11. SMOKING (Return to top)
The ISU Alumni Center and its grounds are smoke-free.
12. SECURITY (Return to top)
Certain events may require the services of certified Department of Public Safety (DPS) officers. The fee for this service will be incorporated into the rental fees as per the contract. Some events may be allowed to use student campus security assistants or police aides. Security must be provided one-half hour prior to the scheduled event start time and must be in place until everyone vacates the building. This will be arranged by the Events Manager. Security/Mary Greeley Hospital Emergency will be contacted by ISUAA staff in case of a medical emergency.
13. DECORATIONS (Return to top)
All decorations and furniture rearrangements must be approved and coordinated in advance with the Events Manager.
- Decorations may not be affixed to the walls, ceilings, banisters, doors, or stairways of the Alumni Center unless approved in advance by the Events Manager.
- Nails, hooks, tacks, screws, and bolts may not be used on any surface, wall, floor, or furnishing in the ISU Alumni Center. Painters’ tape and Post-It flip chart pages are the only items that may be affixed to the wall.
- All types of confetti are prohibited in the ISU Alumni Center.
- Flowers, confetti, petals, rice, birdseed, wheat, and other similar materials may not be tossed as you exit the room or the building.
- No posters or banners will be permitted on the ISU Alumni Center building exterior or grounds without the consent of the Events Manager.
- Certain decorations may be available for rent from the ISU Alumni Center, (i.e. votives, mirrors, single flower bud vases) by contacting the Events Manager.
- Use of candles is restricted to enclosed flames (e.g. votive or hurricane lamp). The flame must be at least one inch from the top of the container or floating in water.
- All decorations must be removed and cleaned up at the conclusion of the event.
14. DELIVERIES (Return to top)
All deliveries must be coordinated through the Events Manager. The ISUAA cannot assume any responsibility for items left by the caterer, rental company, or client.
15. DANCING (Return to top)
If dancing is to be a part of the event, clients may rent the ISUAA dance floor through the Events Manager.
16. ENTERTAINMENT (Return to top)
The use of live music, as well as sound amplification systems inside or outside the ISU Alumni Center, is subject to the approval of the ISUAA and must be cleared through the Events Manager.
17. ADVERTISING AND PROMOTIONS (Return to top)
All advertising material is subject to the approval of the ISUAA prior to the placement of such advertising. All advertising space on the premises is the exclusive property of the ISUAA. If a client or organization advertises, promotes, or sells an event to the general public, said individual or group agrees to clearly identify himself/herself/itself as the promoter, producer, presenter, or organizer in all advertising, promotions, and sales and will advertise the event as being held at the “Iowa State University Alumni Center.”
18. AUTHORIZED AREAS (Return to top)
Clients will have access to authorized areas only as specified in the Rental Contract.
- The client, members, supporters, and participants will not have access to office spaces throughout the building, including the front desk reception areas during the contracted event. Computers, telephones, and other equipment in these offices and at the front desk are not available for event and/or participant use.
- The client is responsible for keeping its various members, supporters, and participants within the authorized contracted areas.
- The client or responsible party identified in the contract must be present for the specified time in the contract and will accept full responsibility for any damage and/or missing property.
- The client is responsible for informing guests, volunteers, and participants, as well as all others involved with the event about the ISU Alumni Center policies and procedures.
19. GROUNDS (Return to top)
Use of the ISU Alumni Center grounds is restricted to groups that have reserved the space through the ISUAA. All guidelines pertaining to use of the interior rooms of the ISU Alumni Center are also in effect for the outside grounds. Tents and other external needs must be arranged by the Events Manager.
The following rules must be followed:
- No smoking on the grounds.
- Sound systems may not be used outside the ISU Alumni Center without approval by the Events Manager.
- Alcoholic beverages are not allowed beyond the ISU Alumni Center grounds.
- Damages to the grounds will result in additional costs to the user.
20. EAST TERRACE (Return to top)
Use of the East Terrace is restricted to groups that have reserved the space through the ISUAA. All guidelines pertaining to use of the interior rooms of the ISU Alumni Center are also in effect for the East Terrace. Alcoholic beverages are not allowed beyond the East Terrace. Refer to the Grounds Policy (19) for additional information.
21. FIREPLACES (Return to top)
The fireplaces are available for use. Prior arrangements must be made through the Events Manager.
22. CHILDREN (Return to top)
Children are welcome at the ISU Alumni Center. If the child is under 16 years of age, he/she must be under the supervision of a responsible adult (16 years or older) at all times. All event attendees, including children, must limit their access to the building to the designated area for the event and associated hallways and restrooms unless special arrangements have been made.
23. ANIMALS (Return to top)
Animals are not allowed in the ISU Alumni Center and on its grounds, except for those licensed to assist persons with disabilities.
24. COMPLIANCE (Return to top)
The ISUAA reserves the right to deny use or future use of its facilities to any person or organization not complying with the ISUAA’s policies and procedures.
POLICIES FOR WEDDINGS/WEDDING RECEPTIONS (Return to top)
Availability
The rental fee includes access to the building from 8 a.m.-midnight.
Requests to enter the facility for decorating the prior evening is subject to approval by the Events Manager and will incur additional costs.
All events must be concluded no later than midnight. The building must be vacated by 12:30 a.m.
Catering
- All food and beverages brought into the ISU Alumni Center must be contracted through an ISU Alumni Center approved caterer.
- The Events Manager will provide a list of approved caterers.
Wedding Cakes
- Wedding cakes and mints may be provided by outside vendors.
- The vendor need not be one of the approved ISU Alumni Center caterers.
Alcohol
Before serving alcohol approval must be obtained from the Events Manager. A request for alcoholic beverage service must be completed and submitted to the Events Manager. The ISUAA strongly adheres to the laws and regulations of the State of Iowa pertaining to alcohol and the consumption of alcohol. If the event is approved for service of alcoholic beverages, the following requirements will govern the event:
- Alcohol may be served at wedding receptions.
- All alcohol must be arranged through an approved ISU Alumni Center caterer.
- No alcoholic beverages may be brought into the facility by a party other than the approved caterer.
- Only persons of legal drinking age may possess, be served, or be permitted to consume alcoholic beverages. Signs stating this will be posted by the ISU Alumni Center staff stating this at the event.
- When alcoholic beverages are served, non-alcoholic beverages and food must also be made available to guests.
- Alcoholic beverages are not allowed beyond the ISU Alumni Center grounds.
Decorations
All decorations and furniture rearrangements must be approved and coordinated in advance with the Events Manager. Final furniture arrangement must be confirmed two weeks prior to wedding.
- Decorations may not be affixed to the walls, ceilings, banisters, doors, or stairways of the ISU Alumni Center unless approved in advance by the Events Manager.
- Nails, hooks, tacks, screws, and bolts may not be used on any surface, wall, floor, or furnishing in the ISU Alumni Center. Painters’ tape and Post-It flip chart pages are the only items that may be affixed to the wall.
- All types of confetti are prohibited in the ISU Alumni Center.
- Flowers, confetti, petals, rice, birdseed, wheat, and other similar materials may not be tossed as you exit the room or the building.
- No posters or banners will be permitted on the ISU Alumni Center building exterior or grounds without the consent of the Events Manager.
- Certain decorations may be available for rent from the ISU Alumni Center (i.e. votives, mirrors, single flower bud vases) by contacting the Events Manager.
- Use of candles is restricted to enclosed flames (e.g. votive or hurricane lamp). The flame must be at least one inch from the top of the container or floating in water.
- All decorations must be removed and cleaned up at the conclusion of the event.
Dancing
If dancing is to be a part of the reception, clients may rent the ISUAA dance floor through the Events Manager.
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