Please read the Winthrop University Assembly Policy.
All Space Requests approved online (except late requests) will automatically generate a message to the Winthrop University Police Department which will state the details provided by the originator for each event. It is necessary to be specific when requesting services. The Winthrop University Police Department will not automatically unlock and/or lock a facility without a specific request to do so. This service is especially important after office hours and on weekends when buildings are normally locked. If no officer service is required, note on form "N/A" (not applicable) and no service will be provided. If the space request is late and a "late request form" is used, it is up to the requester to notify the Winthrop University Police Department for related needs.
If a scheduled event is cancelled, a copy of the Space Request Confirmation e-mail
received by the originator must be submitted to the Space Use Manager and the Campus
Space Reservation System Coordinator. Please follow the steps outlined in the Event Cancellation Policy found on the Campus Space Reservation System Web site.
Student groups failing to cancel reserved facilities 48 hours before fund raising
activities will be charged 50% of the usual fee for the facility. Events canceled
less than 24 hours in advance will be charged the full fee and any costs that were
incurred.
Set-Ups, Moves, & Surplus Property
All Space Requests approved online (except late requests) will automatically generate a message to Facilities Management which will state the details provided by the originator for each event. It is necessary to be specific when requesting services. If no set-up is required, note on form "N/A" (not applicable) and no service will be provided. If the space request is late and a "late request form" is used, it is up to the requester to notify Facilities Management for related needs.
It shall be the policy of Winthrop University to provide space free of charge for memorial services at the request of the family of current employees, students, or members of the Board of Trustees upon their death. For all other memorial services, the procedures and cost reflected in Section VIII., External Groups—Facility Rental Charges will apply.
Reserving more than one space and date for the same event is not permitted, excluding rain locations and/or dates for outdoor events. Block booking of space for weekly or monthly meetings must be approved by the Space Use Manager of the desired building and the Campus Space Reservation System Coordinator.
One aspect of University Events is to serve external community groups, businesses, and individuals who plan events or meetings in university facilities. The office coordinates all necessary elements of an event-meeting space, set-up, food service, audio-visual, and overnight accommodations. University Events is responsible for the Little Chapel, McBryde Hall, Tuttle Dining Room, and The Olde Stone House.
All university departments, programs, and student organizations are required to use the free-standing Winthrop event frames should they wish to have signs for their events. Requests for use of event frames should be made to the Winthrop University Police Department through the on-line space request system. The requestor is responsible for placing and removing all signs within the free-standing frames.
Printed signs for the event frames must be purchased from Printing Services using the printing services request forms. Signs will include a garnet and gold "WU" header and a white background. All lettering will be garnet. Appropriate group graphics may be applied to signs at an additional cost. Printing Services requires approximately one week to produce signs. Event Frames and signs are standard and cannot be altered or added to in any way.
Signs not produced by Printing Services, balloons, other attachments, and signs that do not follow these Event Signage Guidelines, will be removed by the Winthrop University Police Department.
The Winthrop University Police Department will be responsible for the placement and removal of event frames on campus prior to and after the event. Requests for event frames and signage are handled on a first come, first serve basis. For a fee, external groups renting campus space can request event frames and signs from the Office of University Events.
All online Space Request forms must be filed at least ten (10) days in advance of student events and for faculty/staff events. Space approval cannot be guaranteed unless all specifications are met.
Winthrop University division and departmental groups have the privilege of using a variety of campus facilities for their programs and meetings. No charges for the space or for the use of special university-owned equipment utilized as part of the program will be rendered.
Recognized student organizations have the privilege of using a variety of campus facilities for their programs and activities. Students may reserve space for their organizations on a first-come, first-serve basis, and are responsible for following correct procedures in applying for and using space and for paying any support costs incurred. No charges for the space or for the use of special university-owned equipment utilized as part of the program will be rendered. A rental charge and a charge for costs will be made when an admission charge, donation, or other fee for attendance at or participation in a program is required. (See Section IV for list of fees and charges).
HOW TO REQUEST SPACE ON CAMPUS
Users desiring space should first check the Campus Space Reservation System for availability.
Step One: Get Organized
Your first step to requesting space is planning. You will want to set a tentative date, time, and location as well as have alternative times and dates. Keep in mind that space requests are usually first come first serve, but there are additional criteria to be considered. Your goal should be to plan far enough in advance and be flexible with your event's timeframe. For a comprehensive event planning guide visit University Events Resource webpage.
You will also want to check the University Events Calendar to verify that your event does not conflict with other major university events. Remember all space requests require a 10-day notice prior to the event for student organizations and an 8-day notice for campus departments or the system will not accept the request.
Step Two: Check Dates
After choosing your desired location, users desiring space should first check the Campus Space Reservation System to see if the space is available.
Step Three: Contact the Space Use Manager
Each building has a Space Use Manager assigned to manage all perspective venues with regard to space availability on campus. This step is in place to help you double check on the space you are trying to request and discuss specific guidelines for the facility.
Step Four: Submit Request
Things to remember while you are filling out your space request on the space request system:
Step Five: Wait for a Response
The final step is the easiest, just wait. Your request for space and activity will be considered by all approving parties.
You may check on the status of your requests on the Campus Space Reservation System homepage with the usage of your assigned event number.
GENERAL INFORMATION
All Space Requests approved on-line will automatically generate a message to the Facilities Management Department and will state the details provided by the originator for each event. It is necessary to be specific when requesting set-up services, housekeeping, and greenhouse & grounds services. If setup is required but actual details are not available, the originator must state on the form that a diagram will be provided no less than two weeks from date of event. If no services are required, note on the form "N/A" (not applicable) and no services will be provided.
Notice: During heavy set-up periods, set-up requests not received by Facilities Management
two weeks prior to the event cannot be guaranteed. Also, resources such as chairs,
tables, stages, plants, etc. may not be available during times of high demand such
as early May, late August, and mid December. Requests will be honored according to
the date and the order set-up forms are received. Groups may rent tables, chairs,
etc. from an off-campus source at their own expense if such items are not available.
External Groups are unable to use the online request system. An external group desiring space at the Winthrop Coliseum or adjacent playing fields should contact the Assistant Athletic Director for Facilities and Operations. An external group desiring space at the West Center should contact the West Center Director. For all other rentable campus spaces, external groups should contact the Office of University Events.
It is the policy of Winthrop University that organized activities such as Homecoming,
Family Weekend, Commencement, Convocation, Admissions Open Houses, Alumni Weekend,
academic classes, and athletic events are not open to staged solicitations by political
candidates, sectarian promoters, or non-Winthrop sales agencies other than those authorized
by contractual agreement. The president of the university must approve any exceptions
to this policy.
Winthrop University will approve the participation of any external group, non-profit,
or for-profit in a university sponsored event.
Political rallies, sectarian activities and other similar functions which are open
to the public must be sponsored by a Winthrop club or other department organization.
Winthrop University does not endorse political or sectarian activities. Rallies and
similar activities will not be staged in the vicinity of Homecoming, Family Weekend,
Commencement, Convocation, Admissions Open Houses, Alumni Weekend, academic classes
and athletic events even if sponsored by a Winthrop club or organization.
Exceptions to the above are made for declared United States Presidential candidates
and authorized through the Office of the President.
Tailgating prior to any intercollegiate athletic event is allowed in designated areas only. Individual tailgating is limited to directly behind your parked vehicle in the designated areas. Roadways cannot be blocked for any reason. All South Carolina alcohol laws will be strictly enforced.
Little Chapel, McBryde Hall, Tuttle Dining Room, and the Shack at the Winthrop Farm are approved spaces available for wedding and commitment receptions. A fee will be charged for the use of these spaces. (See Section IV).
