Policies

All reservations must be made on the online reservation form and submitted a minimum of 48 hours prior to the event. Any request taken by telephone will remain tentative pending receipt of the reservation request. A reservation is not considered confirmed until an e-mail confirmation has been received by the individual or group reserving the facility.

• All special arrangements or equipment needs must be stated on the application form.
• All cancellations must be made in writing a minimum of 24 hours prior to the scheduled event.
• The Facilities Scheduling Office reserves the right to move a group from the originally scheduled room to another suitable room if necessary.

Any group or organization that wishes to use the facility after closing hours must comply with the following:

• One week notice must be given.
• The event must be in progress one hour before the building closes.*
• The event must be over by  1:00 A.M, including tear down by group, band, dj, etc.*
• A building overtime fee may occur for hours after building operations.

Depending on the nature of the event, Marshall Police officers may be required to work the entire event. Organizations sponsoring dances or events with alcohol are required to hire one (1) Marshall University Police officer.  Other events may require an officer, at the discretion of the Director of Public Safety.

There will be an hourly charge for any function held before or after normal operating hours. Charges are available at the Facilities Scheduling Office. Building operation hours are approved by the Memorial Student Center Governing Board.

• No nails, staples, tacks, glue, or adhesives shall be used to attach materials to the building.
• Any organization or group will be held responsible for any damages or improprieties that might occur to the facility, equipment, or furniture during the scheduled event.
• University policy prohibits smoking anywhere on campus.

PARKING

Guests may park in the garage on Fifth Avenue across from the Memorial Student Center.  Parking is $.50 per hour.

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Facility rental does not include permission to use any trademark, logo, phrase or image belonging to or referring to Marshall University. Use of the University name is limited to listing the event location only. All other usages are prohibited.

For facilities outside the Memorial Student Center, including the Stadium Big Green Room and the Fine and Performing Arts Center, contact the Facilities Scheduling Office for availability and reservation requirements. Information and rates are available in the Facilities Scheduling Office.

Sodexo is the exclusive caterer for Marshall University.  Off campus caterers are not permitted.  Student organizations may use their Shoestring Menu here.

All room reservations must be made through the Facilities Scheduling Office before confirming arrangements for food and/or beverages with Food Service.

Requests to bring in donated food or beverage items in conjunction with an event must be submitted in writing to the Facilities Scheduling Manager at least ten (10) working days prior to the event.  All requests will be forwarded to the Senior Vice President of Operations for approval.  No food or beverage items can be brought into the Memorial Student Center without written approval.

Cookouts

In order to comply with Cabell-Huntington Health Department food safety policy, a grill cook must be hired in advance through Sodexo for all cookouts.  All proper food handling requirements will be handled by Sodexo.

Bake Sales

Per policy of State of WV Department of Health and Human Resources (from Environmental Health Procedures Manual, Memorandum  F-61), the sponsor of any bake sale is required to register with the local health department for each sale.

Food items for bake sale must be limited to foods that do  not normally support the  rapid growth of microorganisms, such as cakes, cookies, fruit pies, candies, yeast breads, and nut and fruit breads.  The sale of potentially hazardous food is prohibited (for example – cream-filled products; cream, custard, or meringue pies).

Foods are to be individually wrapped in the portions that will be offered for sale to the public.  Slicing, wrapping, or exposing foods at sale or distribution site is prohibited.

Food Donations

Requests to bring in donated food or beverage items in conjunction with an event must be submitted in writing on letterhead from the donating party to the Facilities Scheduling Manager at least ten (10) working days prior to the event.  The letter from the company donating food items must specify exactly what product and amount is being donated.  All requests will be forwarded to the Senior Vice President of Operations for approval.

All procedures, in accordance with Cabell-Huntington Health Department regulations, must be followed.  For more information, you may read “Proper Food Handling“, part of the food handler training course, here.

• The organization shall assume all responsibility for the repair or replacement of damaged University property.
• Marshall University Police officers are required and will enforce all University regulations and state laws. Payment for officers is the responsibility of the reserving party.
• All food and/or beverages must be provided by Sodexo Catering Service.
• Officers, advisers, and members of the sponsoring organization will be held responsible for the conduct of all persons attending. Any damages that might occur will be assessed to the sponsoring group.
• Under no circumstances may beer or any alcoholic beverage be taken into the room.
• It is the group’s responsibility to enforce University rules and regulations. They are responsible for confronting individual violators of University policies (with the assistance of Marshall University Police officers) and asking the violators to leave if necessary.
• There will be an extra charge levied to the sponsoring organization when an excessive amount of cleaning is required to return the area used to a condition adequate for further use.
• If there is an admission charge, and/or the sponsored event is closed to the University community, the specific applicable room rate is charged.

An organization’s failure to comply with these policies will result in the loss of the organization’s scheduling privileges in the Memorial Student Center.

The stairway may be decorated. Decorations may be affixed to the stairway with string or zip ties.  You may not use tape, staples, or tacks.  The use of glitter or confetti is not permitted. Decorations may not be hung from the ceiling without prior approval and assistance from the Facilities Scheduling Office. At the conclusion of your event, your group is responsible for the removal of all decorations, string, lights, wire, etc. Tape, glue, thumbtacks and push pins are not permitted.  Cleanup of the room or band/DJ breakdown must be completed by the end time of the event.  Failure to depart from the premises by building closing time will result in an after-hours charge being invoiced. All groups are responsible for removing all decorations including boxes, paper, table cloths, and leftover food (except those provided by Sodexo) at the end of their event.