UnionPolicies

Warren, Taylor, and Grafton-Stovall Facilities

Memorial Hall events supported by Madison Union Operations

General Regulations

  1. All facilities must be properly reserved before use. Large venues such as, Grafton-Stovall Theatre, Transitions and Memorial hall Auditorium must have all confirming paper work turned in two weeks prior to event date. Hillside Field must have confirming paper turned in four weeks prior to event date.
  2. Cancellations not made at least 24 hours prior to the event will incur a $25 non-cancellation fee.
  3. All events must end at such a time as to accommodate closing of the facility at the conclusion of normal operating hours. Clean-up and tear-down of equipment must be complete by this time. Failure to vacate the facility by closing time will incur a $50 fine and a $25 per hour fee for any portion of the event outside of normal hours of operation. Non-compliance to this regulation may prevent future use of the facility. No events may be scheduled later than 2:00am.
  4. Aramark Inc. has exclusive rights to provide food and beverages on campus. Arrangements associated with food and beverages for any events must be coordinated through the Special Events Catering office (540-568-6637).
  5. Open flames, including candles of any type, are prohibited in these facilities. Incense is also prohibited.
  6. Smoking is prohibited in these facilities.
  7. The possession and consumption of alcohol is prohibited in these facilities.
  8. The use of duct tape is not allowed. Clear packing tape is allowed on wallpaper or concrete walls. No tape of any kind is allowed on floors, painted walls, windows, or door glass.
  9. Door windows are not to be covered. There should be nothing placed on any window.
  10. Exits are to be open and clear at ALL times. No tables are to be set across doorways for any reason. The aisles of Grafton-Stovall are to remain open at all times (no sitting in the aisles).
  11. A reserved space is to be returned to its original condition before leaving.
  12. Damages to any facility or equipment contained in the facility during an event will be charged to the sponsoring organization and could affect future reservation privileges.
  13. The sponsoring organization of an event is responsible for the actions of all guests and participants, as well as ensuring that the maximum room occupancy is not exceeded at any time. (Capacities are posted in all areas).
  14. The sponsoring organization is responsible for contacting campus police (540-568-6913) two weeks prior to the event in order for cadets to be scheduled if the event is a concert, dance, performance, or is expected to reach a maximum capacity crowd.
  15. Any problems or incidents encountered during the event should be reported immediately to the Madison Union Operations desk located on the second floor of Warren (540-568-5555).
  16. Common areas of these facilities are to remain open to the public.
  17. In the event that damages are sustained or policies are not followed, the function may be terminated immediately and future requests for reservations of facilities may be denied.
  18. Any excess trash is to be picked up and bagged and disposed of in the facility dumpster. Spills must be cleaned up immediately. Any facility area requiring more than normal time to clean after an event will be billed to the sponsoring organization at a rate of $40 per hour. (Normal cleaning time for Grafton-Stovall, Transitions & Memorial Auditorium is 2 hours. All other areas are normally cleaned in 1 hour).
  19. Memorial Hall Auditorium will require professional housekeeping services following events scheduled on Friday night, Saturday or Sunday. This charge will be billed to the reserving organization.
  20. Facility fees are assessed in accordance with the fee schedule.
  21. Madison Union Scheduling Office will not be responsible for the theft or damage to any items left in these facilities.
  22. Violations of University Policy, Facility Policy, State and/or Federal law may result in loss of reservation privileges.
  23. If the University is closed for any reason, ALL scheduled events will be cancelled.

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