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Benson Reservation Policies

Requesting Space

All reservation requests must be made online 3 business days in advance. All changes/cancellations must be made 2 business days prior to the event. Failure to cancel reservation two business days in advance may result in cancellation fees and/or set up charges.

Your reservation is not final until you receive email confirmation from the CP&S Administrative Office.

CP&S will HOLD a room for a period of two weeks maximum. It is the responsibility of the user to confirm. Otherwise the hold will be released without notice.

Cancellation Policy

Reservations must be cancelled through DeaconSpace two business days in advance.

Effective January 1, 2012, failure to cancel in writing at least 2 business days in advance may result in cancellation fees and/or setup charges for all groups and organizations, whether internal or external. Penalties will range from $50 – $250 and are based on the size of the room and type of setup, if any.

Room Rental Charges

Reynolda Campus Departments/Organizations and Chartered Student Groups are able to reserve space at no cost, but still may incur “failure-to-cancel” fees. For other groups, please contact us to learn more about rental rates.

A “half-day” reservation must last no more than four hours.

Student Social Events

All student social events must be registered through the group’s organization page at The Link. Questions? Call 336-758-7168 or email engagement@nullwfu.edu.

Cleaning Charges

All departments, organizations, individuals and outside user groups will incur charges as necessary for cleaning. Departments and organizations will need to provide their account number when making a room reservation. User groups without a university account number will be billed directly. Work orders for cleaning will be submitted by CP&S.

Early/Late/Unscheduled Openings

A fee of $50/hour will be charged for early/late/unscheduled openings during the academic year and both summer sessions. On holidays and during breaks, such openings are subject to approval by CP&S Administrative Office.

When You Leave Your Room

Please vacate your room promptly at the end of your meeting time, be sure the room is locked, and return the room key to the Information Desk.

For security reasons, room keys may not be taken out of the building. Doing so will jeopardize future reservations.

Pianos

A Baldwin Grand Piano is located in the 4th floor Reece Gallery, and may be used for events in that area only. A Boston Upright Piano is also available for a rental fee.

Room Transfers

CP&S reserves the right to reassign rooms when circumstances necessitate such a change. Every effort will be made to honor all reservations as requested or confirmed.

Decorating

Decorations are permitted; however, they must be freestanding and may not be attached to walls, partitions, floors, ceilings, windows, blinds, rods, light fixtures, or any other part of the building, furniture, or equipment. This policy has been established to maintain the aesthetic quality of the facilities and to keep maintenance costs and costs to the users of the facility to a minimum. Registered social functions must comply with University’s safety standards as well as with all OSHA, EPA, and fire code regulations. Approval for an event may be rescinded if standards are violated at any time. Candles are a violation of fire code and are not permitted. Decorations must be removed immediately following the event. Users of the facility will be charged for any repairs or cleanup charges resulting from decorations.

Benson Center tables, chairs and equipment are for use in the Benson Center only. They may not be borrowed, rented or moved to outdoor areas.

Building soft furnishings and lounge tables & chairs are to remain in place and are not available for relocation.

Dining Services

Food and beverage arrangements must be made with Campus Dining (758-5610). Outside caterers are not permitted in the Benson University Center. Campus Dining holds the liquor license for the Benson University Center and has sole responsibility for the servicing and dispensing of alcoholic beverages.

Personal Property Liability Policy

THE BENSON UNIVERSITY CENTER AND CAMPUS PROGRAMS & SERVICES DO NOT ASSUME RESPONSIBILITY FOR ANY DAMAGE OR LOSS TO PERSONAL PROPERTY OR EQUIPMENT. WE CAUTION YOU NOT TO LEAVE PERSONAL PROPERTY OR EQUIPMENT UNATTENDED OR OVERNIGHT IN THE BENSON UNIVERSITY CENTER.