General Policies
By signing the Alumni Center Reservation Form, the sponsoring
individual or organization agrees to abide by the policies set forth by
the Alumni Association concerning use of the Alumni Center.
These policies include those previously mentioned, in addition to:
- The Alumni Center cannot be utilized for partisan political
activity, political or special interest fund-raisers or any event
resulting in financial gain for the sponsoring organization or
individual, unless approved in writing by the executive director of the
Alumni Association.
- All materials brought into the Alumni Center must be removed at the conclusion of your event (food, decorations, etc.).
- Notice of at least 60 days is requested to schedule an event. If shorter notice is given, we will do our best to accommodate.
- A minimum of one security person is required at all functions on
weekdays after 4 p.m., weekends, or on holidays, to be provided by the
Alumni Association as part of the rental fee. At the discretion of the
Alumni Association, additional security personnel may be required due
to the size of the group or type of function. Additional security will
be at the user’s expense of $25/hour per additional person.
- Hourly fees are based upon the entire time the center will be in
use and includes arrival time of “host person,” caterer set-up and
clean-up time or if applicable, security arrival and departure time.
- The Alumni Association reserves the right to make or change space
assignments as necessary. Under no circumstances are empty rooms to be
used without prior approval by the Alumni Center Manager.
- The sponsoring group is responsible for any and all damages and will be required to post a security deposit.
- Lost or misplaced items are not the responsibility of the Alumni Association.
- No notices shall be posted in the building.
- Nothing is to be affixed to the walls, stairways or hung from the ceiling, support beams or columns.
- When available, the Alumni Center can provide a lectern and
microphone for use at no charge. If additional audiovisual equipment is
needed that cannot be supplied by the Alumni Association, the
sponsoring organization must have permission to provide their own
equipment and extension cords.
- The Alumni Association does not provide access to copiers, fax
machines, computers/printers, telephones or any other supplies that
have not already been listed.
- Any entertainment or decoration setups must be discussed with the
Alumni Center Manager, and are the responsibility of the sponsoring
individual or organization.
- The Alumni Association will provide chairs and tables as available.
Additional needs/rentals are the responsibility of the sponsoring
individual or organization.
- The sponsor will be held accountable for any damages to the Alumni Center or grounds.
Food & Beverage Policy
- All food and beverages required for meetings and events are the responsibility of the reserving department.
- The caterer selected must be pre-approved by the Alumni Center
Manager. You may wish to discuss your caterer selection at the time you
reserve the Alumni House.
- The Alumni Center has a catering-style kitchen available. Please
notify the Alumni Center Manager if you or your caterer will need
access to the kitchen.
- All food/beverages and trash must be removed at the conclusion of
the event. Otherwise, a fee of $100 will be charged for follow up
custodial care.
- All caterers must provide the Alumni Center Manager with the following at least five (5) working days prior to the event:
- Proof of liability coverage, naming the University of Connecticut Alumni Association on the policy, directly from the insurer.
- A copy of the food service license from the local health department
and a Temporary Food Service Application (must be submitted to and
approved by the University of Connecticut Environmental Health and
Safety Department.)
- For non-University caterers, an agreement in writing to indemnify
and hold harmless the University of Connecticut Alumni Association.
- Failure to provide this information may result in the cancellation of the event.
Alcohol Service Policy
The reserving department must notify the Alumni Center Manager that
alcoholic beverages will be served. Alcohol may only be served at
private, invitation-only events. Alcoholic beverages may only be
provided and served by a caterer holding a state liquor license/permit
that allows them to serve alcoholic beverages at the Alumni House.
The caterer must provide the Alumni Center Manager with the following at least five working days prior to the event:
- A copy of the liquor permit.
- Proof of liquor liability coverage, naming the University of
Connecticut Alumni Association on the policy, directly from the
insurer.
- For non-University caterers, an agreement in writing to indemnify
and hold harmless the University of Connecticut Alumni Association for
any losses, including legal fees, resulting from the use of alcoholic
beverages at the sponsored event.
It is also recommended that the sponsoring department have host
liability insurance coverage. Consumption of alcoholic beverages is
limited to persons 21 years of age or older.
Alternate nonalcoholic beverages must also be provided. No cash sales of alcohol are allowed.
Billing
All invoices are prepared by and are payable to the University of
Connecticut Alumni Association. Invoices are to be paid upon receipt by
check. Invoices not paid within 30 days jeopardize the reserving
department’s future use of the Alumni Center.
Cancellation
Events cancelled by the sponsor with less than 48 hours notice will
result in the sponsor forfeiting their security deposit. Such
cancellations will also jeopardize future Alumni Center use by the
sponsor.
In the unlikely event of an emergency that forces cancellation of an
event by the Alumni Association with less than 48 hours notice, the
Alumni Center Manager will make every effort to help obtain a suitable
replacement facility and the security deposit will be refunded.
Termination Policy
A rental agreement may be terminated for the following incident(s):
- Failure to adhere to above-mentioned policies.
- Failure to pay rental fees within thirty days of your event will prohibit future rentals at the Alumni Center.
- Inappropriate behavior that results in the need for police involvement.
- Excessive damage to Alumni Association Property.
- Misuse and or mistreatment of the Alumni Center and or Alumni Center staff.
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