Reception Policies and Procedures
The following are policies and procedures to follow when planning a reception at the Creative Arts Center.
Note: These rules govern all entities of the College of Creative Arts. Receptions by outside organizations will be limited and must coincide with an event sponsored by them.
- Events must have one designated contact person who will be responsible for making all arrangements for the reception with the Operations Office. This person will be responsible for the set up and clean up of the reception.
- Student Organization receptions are limited to recognized organizations in good standing with the University and must have a faculty sponsor and approval of the appropriate division chair.
- The Operations Office must officially schedule each reception and place it on the calendar of events. The receptions, when possible, should be scheduled at the beginning of the semester and no later than four (4) weeks before the event.
- The approved locations for receptions are in the Douglas O. Blaney Lobby and in the second floor lobby. The Operations Office will consider requests for receptions in other locations at the time of scheduling. The final decision to grant permission for a reception in another location will be at the discretion of the Operations Office. Individual student receptions may be held only in ground floor classrooms, as the schedule permits. A reception, for definition purposes, is a Major Event and the organizers will follow the “Rescheduling of Major Events” policies in the event of its cancellation.
- The Operations Office should receive requests for tables and chairs at least two weeks before the event, to facilitate acquiring equipment from Physical Plant, if necessary. The Operations Office cannot guarantee equipment for requests made within one week from the event.
- The Operations Office should receive requests for punch bowls, trays, and coffee urns at least two weeks before the reception. The sponsors of the reception must clean and return all borrowed items the day after the reception. This equipment is not available for student receptions.
- The sponsoring division, organization or student group is responsible for the cost of food, beverages, and paper products (tablecloths, cups, plates, napkins, and table service). If warranted by the size of the reception, these groups will also be responsible for any service costs for equipment delivery or additional custodial support.
- When an outside vendor caters the reception, the sponsors are responsible for having equipment and supplies picked up by the caterer after the reception.
- State Law prohibits the use of alcoholic beverages within the Creative Arts Center. The Operations Office may grant certain exceptions upon request.