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WELCOME MORGAN UNIVERSITY CENTER

 

WELCOME

MORGAN UNIVERSITY CENTER POLICY MANUAL

The staff and students of the Morgan University Center are pleased you have chosen us to assist with your events. Our mission is to provide facilities, services and programs that bring together all member of the Austin Peay State University community to encourage personal growth and community development. It is our goal to make every event the best it can be.

This publication is to assist you in the reservation process as well as with the guidelines on use.

 

Sincerely,

 

Andy Kean

Director

 

University Facilities Office

Morgan University Center

Room 207

P.O. Box 4516

Clarksville, TN 37044

931-221-6617

Fax: 931-221-7980

 

Glen Pafford, Building Manager

Manya Hemmings, Building Activities Supervisor

Lois Briones, Secretary

 

Reservations and Events general procedures, room descriptions and request forms are available on the Morgan University Center website:

www.apsu.edu/mtg

Available Spaces

 

  • Morgan University Center, includes

Meeting Rooms

Plaza

Ballroom

Lobby Table

 

  • Memorial Health Building (Red Barn and Foy Fitness Center), includes

Gym

Pool

Beach Area

Intramural Field

 

  • Clement Auditorium
  •  Dunn Center
  • Music/Mass Comm Concert Hall

 

General Reservations Procedures

Morgan University Center

 

The Morgan University Center (hereafter referred to as MUC) has been funded by student fees and designed to support the programs, events, meetings and conferences of the students, faculty, staff, alumni and guests of Austin Peay State University.

 

A completed Reservation Request, submitted on-line is required to start the reservation process. The Facilities Office will process the request and provide the requestor with a written confirmation of space. This confirmation serves as part of the contract for any and all facilities, equipment, labor and fees required for the event. Sponsors are encouraged to read the reservation confirmation carefully to ensure that all information is correct and all services needed are listed on the confirmation. All costs on the confirmation form are based on the information provided. If an event requires changes to rooms, equipment or labor, the final charges will be adjusted accordingly.

 

The Facilities Office requests a minimum of five (5) business days to complete the reservation process. Requests for reservations that are made less than three (3) business days in advance MAY be granted if time and space allow. If a request is made for an event six months out, that request may not be processed immediately.  Especially if the requests are for classrooms.

 

MUC Staff reserves the right to deny space usage for a group or event if it is physically or operationally impossible to accommodate or if the group or event is in conflict with university policies or regulations.  MUC staff will assign each reservation to the most appropriate space(s) available. Requests for specific rooms or space will be honored when possible.

 

Event requests, a reservation request that meets the following criteria: Meal function, personnel required, (technical assistance, security, custodial), multiple bookings/facilities use, conference, special set up, may require a meeting with a member of the MUC staff to review planning and arrangements. Space reservations will not be confirmed until program plans have been reviewed and all necessary arrangements completed.

 

The Facilities Office should be notified of space cancellations 24 hours prior to the scheduled event time. Three “no shows” without notification can result in denial of space requests and/or cancellation of space already reserved for the remainder of the semester.

Users who misrepresent an event of affiliation in order to avoid fees and charges  may incur additional charges and may have their reservation privileges suspended. The Director or designee makes these determinations.

 

Sponsors responsible for damages to the facilities or equipment or for inadequate clean-up will be charged for repair, replacement or cleaning.

 

Requests for exceptions to these procedures should be forward to the Director of the Morgan University Center.

GENERAL INFORMATION

 

Audio/Visual Equipment

Events with special audio/visual and/or lighting needs including bands, DJs, and live performers require a meeting with the MUC Staff.

 

Any music or amplified sound must be approved prior to the event to ensure other events in adjacent areas are not disturbed. A maximum decibel level will be set prior to the event.

The piano may be used by special permission only.

 

Building Hours  Academic Year

 

During Fall Semester and Spring Semester, when classes are in session the building is open during the following time periods:

Monday                                   7am-10pm

Tuesday                                  7am-10pm

Wednesday                             7am-10pm

Thursday                                7am-10pm

Friday                                     7am-10pm

Saturday                                 9am-10 pm

Sunday                                    11 am-10pm

Not all offices and services are open during the hours listed above. Please check the specific operating hours for an office or service you may be planning to use.

 

Other times

During the summer, the Winter Holidays between semesters, and Spring Break, building hours are reduced significantly. Please check the current operating schedule if your event is planned during one of these times.

Decorations/Posting

No materials or signs of any kind may be affixed to walls, ceilings, equipment or other areas of the facility without written approval from an authorized MUC staff person.  Tape is not permitted at any time, use of poster putty is allowed.

Directional and Informational Signs

If your group plans to use directional or informational signs, arrangements must be made with the Facilities Office. Taping signs to walls, columns, doors, windows, rails or furniture is PROHIBITED.

Furniture Setup

Only MUC Staff may move furniture and equipment in the MUC. If you need to alter your room setup, please contact the information desk staff.

Guests

An adult must accompany children at all times.

Proper attire, which includes, shirt and shoes must be worn at all times.

The sponsor and guests are responsible for adhering to all applicable University regulations and state and federal laws. It is the sponsor’s responsibility to arrange for any special parking or other associated requirements of the event with the MUC Staff. During periods of high security, name tags may be required of users.

Alcohol and Illegal Substances

At no time will alcohol or illegal drugs be tolerated. The sponsoring group is responsible for monitoring their guests for the abuse of these substances. Tolerance of such activity on the part of the event sponsors may be cause for immediate termination of the event and may result in limitations of future privileges for the organization.

Loading/Unloading for Events

Parking for loading or unloading is permitted for a short period of time. 

Trash and Recycling

A cleaning charge will be assessed for post-event cleaning if the facility is unusually dirty. This may include public areas near the event that can be proven to have been littered by guests or participants of the event. This also applies to damages to adjacent areas, including rest rooms, incurred by guests of the event.

MUC requests that sponsors make an effort to recycle all aluminum cans, paper and plastic in the recycling bins conveniently placed around the building.

Security

Some events may require a police presence for security purposes. Please refer to the Police Staffing Matrix

 

 

 

Reservations Guidelines for

Student Organization Use/University Sponsored Use

 

This section includes information for Student Organization and University Sponsored use of MUC managed facilities. Only organizations registered and in good standing with the university are eligible to reserve space under this section. Reservations may be submitted for space in the MUC managed facilities under the following guidelines:

Standard Events

Requests for use of facilities for Student Organization and University Sponsored meetings (Meetings-A reservation for a preset meeting room) may be booked on a semester basis only.

Reservations for registered Student Organizations and University Sponsored Events will be accepted up to one (1) year in advance.

 

Special Arrangements

 

Public Safety

APSU Police 221-7786

MUC Staff cannot act as security for events. Their presence may be required in another part of the building, therefore, events, likely to attract crowds of the established room capacity, or for other circumstances, will be required to hire APSU Police/Security staff to provide security and crowd control.

Parking

The APSU Police handles parking arrangements on all APSU lots and on-street parking.

Telephone

All meeting rooms in the MUC have phones in them.

Outgoing phone calls: Dial 8 to get an outside line.

Computing

Connections to the university’s computer network are available in the MUC meeting rooms. Arrangements must be made through the Facilities Office.

 

Fax Machines, Photocopiers and Other Office Equipment

There are no public area fax machines available for use in the MUC. Copy machines are available in the Felix Woodward Library. The library does offer copy cards that will users to make copies Printing Services, 221-7187, Library 124 can print large copy jobs.

 

If your event requires additional equipment, you may arrange for your own or leased machines to be installed temporarily in your meeting room. Some business equipment suppliers offer hourly and daily rates. 

 

Catering

 

Catering/Food

Customers have the option of using APSU Catering or an outside caterer of their choice. All Ballroom, Iris, and Cumberland reservations MUST use the university contract food service as their caterer. Kitchen facilities and serving equipment are not available to outside caterers. The sponsor and/or caterer is responsible for all clean up and removal of all waste from the premises.

APSU Catering- (221-7016)

APSU Catering can handle all your catering needs from banquets to refreshments to details like tablecloths, water service and floral arrangements.

 

Literature and Promotional Material Distribution for Events

Including Banners, Sandwich Boards, Information Tables and Handbills

 

Because of the limited space available for the distribution of informational materials in MUC managed areas, the following procedures have been established to manage all distribution areas. These procedures apply to the MUC, exterior walkways, to and from the MUC.

General Procedures

Registered student organizations and University departments may reserve banner and information table areas without charge.

Banner Display

Space is assigned on a first come first served basis. Space may be reserved for the duration of your event. The sponsoring organization is responsible for hanging and removing their banners/ posters at the designated location. Wire, tape or any other material that will damage surfaces cannot be used. String, rubber bands and zip ties are acceptable. Banners must be removed at the end of operating hours on the last day of the reservation. Banners and posters not removed will be discarded.

Information Tables

Any use of an information table to promote the use or purchase of a commercial product or service or for fund raising will be considered a sales or service solicitation table and must follow the procedures governing those practices.

Sponsors may reserve only one (1) table per day during regular MUC hours. Sponsors must occupy the table during all hours of the reservation period.

Information table areas include:

 

MUC Coffee House Lobby

MUC Café Lobby  

MUC Info Desk Lobby  

MUC Kiosk

MUC Plaza

 

SALES TABLES

 

The sales of commercial products, non-commercial materials and charity fundraising are permitted within areas managed by MUC in accordance with the guidelines below. All activity of this kind is referred to as “sales” in this section.

General Procedures

Sales must be conducted or sponsored by registered student organizations or university departments.

No product may be sold that duplicates or is similar to those sold by contracted vendors in MUC managed facilities. The Facilities Office must approve all products, materials or charitable organizations prior to sale.

Locations

Sales are permitted in the following locations:

MUC Coffee House Lobby (1)

MUC Info Desk Lobby (1)

MUC Café Lobby (1)

MUC Plaza

MUC Kiosk

Disclaimer

The following disclaimer must be clearly displayed on all sales tables:

“Austin Peay State University assumes no liability for the quality of the goods and services sold at tables on its premises. The presence of commercial vendor on APSU property does not constitute an endorsement of the vendor or its product by the University.”

These procedures cover the solicitation of any service including but not limited to: telephone service, wireless communication services, Internet service and other contracted services. (Credit Card solicitation is not allowed.) The Director of the MUC or representative shall determine if a request meets these criteria.

General Procedures

Non-University affiliated service solicitation vendors may be sponsored by a registered student organization or university department.

A representative of the sponsoring organization must handle reservation arrangements. The sponsor is responsible for providing the vendor with all pertinent information and regulations including parking restrictions, sign/display limitations, location directions, etc.

The sponsoring student organization or university department must pay the MUC a rental fee of $50.00 per day for the service solicitation table space. Organization and departments with University accounts can provide an account code as part of the reservation; all others must pre-pay by check or cash.

The sponsoring student organization or university department must negotiate the terms of the financial agreement with the service solicitation vendor. It is recommended that the agreement be in writing and guarantee a minimum percentage/amount greater than the $50.00 per day the sponsoring organization will be required to pay in rental fees.

Failure to cancel a service solicitation table reservation at least on day (24 hours) prior to the reservation date/time will result in a charge of $25.00 to the sponsoring organization or department.  A table period is defined as up to five consecutive days of solicitation, although a sponsor may choose to sell for fewer days.

 

 

Disclaimer

The disclaimer sign must be prominently displayed at all times. Additionally, vendors must provide customers with a telephone number and/or mailing address, when requested, where they can be contacted concerning questions and/or complaints about their products.

Amplified music and/or speech is not permitted.

No solicitation away from the table location or yelling to passers-by will be permitted.

 

Film/Video Showings

 

Event sponsors wising to use the MUC and/or its equipment to show any portion of a DVD or video will be required to meet with the University Facilities Office. The organization representative must show a public performance license or proof of permission from the copyright owner to show the work publicly.  Failure to show a public performance license or proof of permission will result in denial of the reservation request.

Please be reminded that ownership, rental or borrowing a film/video from a library does not necessarily constitute public performance rights.

Any attempt to deceive the Facilities office or members of the MUC staff to avoid obtaining a public performance license will result in even cancellation and may jeopardize the sponsoring organization’s ability to reserve space.

License Information

Pre-recorded videos and DVDs that are rented or sold by stores and suppliers throughout the United States are licensed by the copyright owner for home us only.

The U.S. Copyright Act states that the copyright owner has the right “to perform the copyrighted work publicly.” U.S. Code, Title 17, Section 106. This right remains with the copyright owner and is not transferred to the purchaser or lessee of a cassette.

Since many film/video titles are protected by the U.S. Copyright Act, permission from the copyright owner or a public performance license is required before the work can be performed (shown) publicly.

To perform or display a work “publicly” means:

To perform or display it at a place open to the public or at any place where a substantial number of persons outside of a normal circle of a family and its social acquaintances is gathered…U.S. Code, Title 17, Section 101.

“Performances in places such as clubs, lodges, factories, summer camps and schools are public performances subject to copyright control.” H.R. Rep. No. 94-1476, 94th Congress, 2nd Session (1976) pg. 64.

Anyone that violates the U.S. Copyright Act subjects him/herself to statutory damages, forfeiture of equipment and tapes, attorney’s fees and costs of litigation. The penalties for copyright infringement may also include substantial fines and imprisonment. *

Examples of Events that Require * a Public Performance License:

Showing cartoons or a movie to children at a nursery school or holiday social,

Broadcasting a DVD on a closed-circuit system, and having a “movie night” in a residence hall or common area.

 

Commonly Asked Questions * About Film/Video Showings

“Do we need a license if we are not charging admission?”

Yes, the copyright laws apply whether or not admission is charged.

“What about tapes that I own?”

The purchase or rental of a DVD from a local video store or rental outlet is for home use only and does not carry with it the right to show the work in a public or semi-public place. Also, ownership of a DVD that contains an unlawfully copied movie is a violation of copyright laws.

“Isn’t my residence hall my home?”

An individual’s room where he/she sleeps and studies can be considered “home”. However, public and semi-public areas within a residence hall, such as a lounge or recreation room are subject to copyright restrictions.

“Can I tape a television program at home and show it at my organization’s meeting or event?”

Each station network has different procedures and policies. Check with the Reservations and Events office.

*Borrowed from Public Performance Videocassette Programming with Swank Motion Pictures, Inc.

 

Detailed Procedures

Event/Event Advising

 

In an effort to ensure the longevity of these facilities and a safe, enjoyable event for all in attendance, the procedures listed shall govern the use of all MUC managed facilities. Events classified as “all-campus” cannot duplicate the programs planned by other campus departments or organizations. Private events are not bound by this restriction, but must adhere to all appropriate facility, University and State policies and laws. Private events are defined as those open only to sponsoring group members and the guests by invitation.

Event Admission

If tickets are used or some method of counting attendance is required because the event is expected to draw a near-capacity crowd, the Facilities Office will discuss these issues with the group representative. If applicable, the following options will be discussed.

 

a) Two (2) people at the main entrance to collect admission and count the number of people entering the event

b) At least four (4) people to secure doors inside the facility and hallways leading to the facility.

 

Security

Groups sponsoring events which are likely to attract crowds near or in excess of the established room or space capacity may be required to hire APSU Police/Security Officers to provide security and crowd control. See Police Staffing Matrix.

Cancellations or Changes

Any changes or cancellations to an event must be reported to the Facilities Office prior to the event or charges may be incurred.

Equipment

The MUC Staff will provide equipment such as tables, chairs, etc. MUC staff will attempt to accommodate late and last minute requests, but equipment availability is not guaranteed.

 

Hours

All entertainment must end no later than 10:00 PM Monday-Thursday and Sundays and 1:00 AM Fridays and Saturdays. The area should be cleared within 15 minutes following the end of the event. If entertainment personnel or guests who attend the event are in the MUC at closing time, the sponsoring organization will be charged every 15 minutes that the MUC staff are required to stay until the building has been cleared. A minimum will be charged for any overtime occurrence.

AV Tech

If a projectionist or AV Technician is needed, these needs should be included on the Reservation Request Form. For more information see Audio/Visual under Special Arrangements.

Safety

No doors are to be blocked off in any manner, as this constitutes a fire escape hazard.

Signage

No materials or signs of any kind may be affixed to walls, ceilings, equipment or other areas of t he facility without written approval from the Facilities Office. 

Candles/Open Flames

Open flames and candles are prohibited in all university facilities. The only exception will be floating candles in Hurricane globes enclosed as decorations in the middle of banquet tables.

 

Available Equipment

 

Fixed Equipment

Equipment should be requested as part of your reservation.

All Meeting Rooms

Telephone, data and video connections to university networks are possible through prior arrangements.  An additional charge may be incurred.

Portable Equipment

Equipment should be requested as part of your reservation. Some may require an additional charge.

Dry erase boards

Easels (paper not provided)

Flip Charts

Microphones

Microphone stands

Piano

Podiums

Portable sounds system, amplifier and speakers*

Portable projection screen

Projectors

Staging

Table skirting

VCR

*May require the service of an AV Technician (Labor rates as specified on the Space Rental Rate Schedule). Events requiring an AV Technician may also require a meeting with the Facilities Office.

Reservation Status

 

Wait- A request for a room that has a tentative or confirmed status. This status will allow the requestor to be in line to book the room should it become available.

Confirmed- All details of the booking are final. If an off-campus request, a contract will be processed.

Non-published-A booking that is not to show up on the events calendar. Bookings still will appear on set-up sheets and internal communication.

Class-A request for space to hold a class. This will not show up on the events calendar.

Cancelled-A booking that is cancelled.

No-Show-A requestor who failed to use the requested space. The reservation office only enters this status.

Student Organization- APSU student organizations that are currently registered with the University. Student organizations must have at least one (1) student who has attended a Reservations Workshop to be eligible to reserve space. Only students who have attended the Reservations Workshops may submit requests or sign reservation contracts.

Departmental-Academic and administrative departments of the University.

Non-University-Organizations, agencies or individuals that are not part of the University.