Rules and Guidelines

Rules and Guidelines

Definitions

The MSU opens its facilities to many groups across the University. During break periods, space may be available to external groups if space and resources are available. The rules, guidelines, and other information provided in this document are put in place to ensure the safety and success of the groups that choose to use our spaces.

The following terms may be used throughout this document and other MRO materials, including the MSU Reservations website.

Terms Relating to Groups

• Internal Group: Recognized WVU student organizations and WVU departments

• External Group: Any group that is not affiliated with the University

• State Group: West Virginia state agencies.

• One-Time User: An individual not representing or represented by a defined group.

Terms Relating to Billing

• Charges: Any item to be billed to the responsible party

• Fees: Fees include all pre-determined charges. This includes facility and equipment rental fees, service fees, and additional fees for damages. Fees are calculated according to group rates.

• Damages:  Damages are charges specifically relevant to reimbursing the MSU for costs related to repairs or impacted revenue. This includes damage to facilities and equipment, replacement of missing or stolen items, and labor related to repairs.

• Group Rates: All fees are calculated according to group rates and applied therein.

Rules

The rules and provisions outlined in this document may not be construed to preclude use of facilities based on political philosophy, race, religion, creed, or sponsor.

The following rules and information are considered generally applicable to activities and events occurring in the MSU:

1. Safety and Noise –  In the interest of the safety of guests, students, and staff, the MRO requires groups that use MSU facilities to adhere to the following rules:

1.1. The nature of the activities to be conducted on the campus shall not be illegal under the Constitution or laws of the State of West Virginia or the United States.

1.2. The nature of activities shall not be potentially physically disruptive to the campus. Local noise ordinances must be obeyed.

1.3. The MSU reserves the right to limit noise/volume levels and/or to curtail all activities. Further, there shall be no loud noise or any activities that disrupt the events held by other users.

1.4. Groups are responsible for the behavior of their guests. Persons conducting themselves inappropriately or in a manner that is a safety concern may be asked to leave the area.

1.5. Groups using MSU Facilities must follow the setup guidelines below: 

• The normal seating capacity must not be exceeded.
• All aisles leading to exit doors must be kept clear and unobstructed.
• Exit doors must not be fastened or obstructed to prevent doors from being opened readily from the inside.

1.6. In the event of inclement weather, outdoor events may be canceled at the discretion of the MRO. Due to limited space, MSU facilities may not be reserved as a rain back-up location unless otherwise authorized by the MRO. 

1.7 Some events may require a University Police Department officer to be present before, during, and/or after a scheduled event.

2.   Prohibited Activities   – The MSU also prohibits certain activities to protect its facilities and staff.

2.1. Personal Transportation Devices (skateboards, bikes, “Heelys,” etc.) are prohibited, with the exception of Mobility Devices.

2.2. Animals are prohibited in the MSU. Service animals are permitted.

2.3. Chalk drawing on University property, including sidewalks, is prohibited.

2.4. Cooking appliances, campfire stoves, and other equipment that produce significant heat or a flame are prohibited in the MSU, unless being used by WVU Hospitality Group and approved by the MRO. 

2.5. Illegal drugs and gambling in any form are prohibited in the MSU.

2.6. Children under the age of 12 must be accompanied by an adult.

2.7. Equipment and furnishings may not be removed from any room in the MSU unless otherwise authorized by the MRO. Only authorized staff are approved to move equipment and furnishings.

2.8. Film and Photography of the MSU for commercial purposes is strictly prohibited.

3. Groups  – The use of MSU facilities and equipment, and the charges therein, are subject to the following:

3.1. Groups using MSU facilities must provide and confirm up-to-date contact information prior to the start of their event. Contact information will only be used to:

• Confirm event details.
• Bill clients for relevant charges
• Alert groups of any changes to their bookings prior to the start of the event.
• Contact group in the event of an emergency.

3.2. Student organizations that wish to schedule space in the MSU must be currently recognized by the University and in good standing according to Student Engagement and Leadership. 

3.3. MSU facilities shall not be used for academic classes[AG6.1]. Deviation from this practice requires approval of the dean of the college or school concerned, the Executive Director for Student Union and Operations[AG7.1], and the Facilities Planning and Management Office.

3.4. Items and property left behind at an event are considered abandoned 48 hours after the event. Unclaimed items may be turned into lost-and-found or disposed of.

3.5. The MSU does not assume responsibility for damage to, or loss of any materials or equipment left in the building on display or in storage. All items will be given the same care and protection given to MSU property. If an item was lost in the MSU, please refer to the information center on the first floor for lost and found.

4. Billing – Groups may be billed to use MSU equipment and facilities according to the rules below. 

4.1. All charges for facilities, equipment, and services must be reasonable, charged equally to all similar groups, and must be published in advance. 

4.2. Groups using campus facilities may charge admission, but only for the purpose of covering the direct and indirect costs of the sponsored activities. All surplus revenue derived from the conduct of an event will accrue to the benefit of the institution, except for public and nonprofit groups for which this provision may be waived. 

• An exception to the surplus revenue may be granted for certain programs offered during the summer months, where the activity generates significant revenues to the Housing and Dining accounts of the institutions. 
• Groups charging for admission must inform the MRO of their intention to do so at least ten (10) business days before their event.

4.3. All charges for services provided and/or damages are the responsibility of the group hosting the event. 

4.4. Extended hours and early openings will result in a $75.00 charge per hour outside of normal operating hours. 

4.5. A full breakdown of fees can be found in the Schedule of Fees

5. Damages – The following outlines the billing procedure for various damages. 

5.1. Damage to MSU facilities will incur a charge equal to the total cost of repairs (labor + materials) plus (+) a fee of 10% of the total cost of repairs.

5.2. Damage to MSU equipment will incur a charge equal to the total cost of repair or replacement of the damaged equipment plus (+) a fee of 10% of the total cost of repair or replacement of the damaged equipment.

5.3. Missing or stolen MSU equipment or furnishings will incur a charge equal to the total cost of replacement, plus (+) a fee of 10% of the total cost of replacement of the missing or stolen equipment or furnishings. 

5.4. Excessive clean-up will incur a fee of $100.00/hr.

5.5. Disposing of abandoned property will incur a charge equal to the cost of disposal if applicable.

5.6. Failing to cancel an event prior to the start time will result in fees or the inability to schedule future events. For more information, see Failure to Cancel (No-Show) 

5.7. Other damages may be listed in their relevant categories with their appropriate formulas for billing.