Event Spaces Policy

This policy governs the use of Union University event spaces, including the Carl Grant Events Center (Banquet Hall, Glover, and Chapman), Harvey Auditorium, Savage Chapel, and individual classrooms, used by the University community and non-University organizations.

Use of Event Spaces Fees and Rentals Guidelines for Events

Use of Event Spaces

The physical facilities of Union University exist primarily for the support of educational and academic support programs. In scheduling facilities, priority is given to those programs and events relating to official University functions.
The use of the event spaces for the purpose of for-profit or commercial operations is prohibited. Event spaces may only be used for programs that may be defined as educational, religious, benevolent, or service-oriented. Event spaces may not be used for weddings, receptions, or showers.
Scheduling of the event spaces must be arranged, in writing, through the Special Events Manager. Commitments relating to the promotion of events should not be completed until such arrangements are finalized (including submission of contract) and recorded on the University's Master Calendar. External, non-University groups may not reserve the Grant Center more than six months in advance (unless a signed waiver is provided by the Vice President of Business Affairs permitting early commitment of space). The University reserves the right to shift groups to alternative space (rather than the space originally reserved) should it be necessary in order to accommodate pressing University needs.
The event spaces may not be used by any organization or group which excludes persons from participation on the basis of race, color, or national origin.
The organization agrees to disclose all religious content of the planned program and verifies that all religious content will concur with the Union University Statement of Faith and that no aspects of the planned program will conflict with the University Community Value Statements. This includes the University's statements related to a biblical view of marriage and human sexuality.
Event spaces may not be used by non-University organizations for any fundraising activities unless special permission is obtained from the Special Events Manager. Promotion of any event may not state or imply the University is a sponsor of the event, unless a Union college/school or department is an official sponsor, in which case it should be specifically stated as such.
Any activity being held in a University event space, including the Grant Center, must be concluded no later than 10:00 p.m. unless special permission is granted by the Special Events Manager. All parties should exit the space by 10:00 p.m. Regulations relating to parking, traffic control, and security are to be observed by all groups.
Applicant agrees to indemnify the institution and hold it harmless from all liabilities arising out of the applicant's use of University property and facilities, including but not limited to personal injury, property damage, court costs, or attorney's fees (see attached release statement). The applicant affirms it has appropriate liability insurance coverage and will supply a certificate of insurance upon request by the University. Liability insurance and all applicable taxes are the responsibility of the applicant.
Non-University organizations must ensure the disclaimer "This is not an official function of Union University" be included in any advertising that uses the name Union University. A copy of all advertisements, programs, and materials must be sent to the Special Events Manager for review and approval.

Fees and Rentals

See the current list of Event Spaces, Services, and Pricing for costs associated with renting spaces.
Rental fees are due prior to the event. Catering, technology, and linens will be billed following the event. All fees charged to external customers are subject to sales tax unless a tax-exempt form is provided.
Rental fees are nonrefundable. Rentals canceled due to an emergency or severe weather (e.g., tornado warning, ice advisory) will receive a full refund or credit for a rescheduled date. Any cancellation within 48 hours, with the exception of the threat of severe weather, will still incur all catering charges.
Beverage Service (water and coffee service minimum) is required for meetings of two or more hours in the Grant Events Center.

Guidelines for Events

Decorations — No decorations are to be installed without first securing approval from the Special Events Manager. Decorations must be contained in the rental area. The driving of nails, tacks, or other metal articles into walls or posting of papers, signs, and the like, or otherwise marring the property, is absolutely prohibited. Nothing can be tacked, pinned, taped, screwed, or otherwise affixed to or placed on walls, ceilings, windows, doors, molding, and furniture within the Grant Events Center and other event spaces. Repair costs will be charged to the organization that is renting the space.

Prohibited Activities — The following activities are restricted on the University's campus. Any questions about how these apply to your event, please contact the Special Events Manager.

Eating and drinking are permitted only in areas designated for that purpose. The distribution, serving, and consumption of alcoholic beverages and illegal controlled substances is prohibited on the University's campus.
The University is a tobacco-free campus, including chewing tobacco products. Prohibited smoking materials include, but are not limited to, lighted cigarettes, pipes, or other tobacco products. Smoking materials also include electronic smoking devices, whether manufactured, distributed, marketed, or sold as an e-cigarette, e-cigar, e-pipe, e-hookah, vape pen, or under any other product name or descriptor.
Dancing is not allowed in the Grant Events Center and other campus venues. Performance dance must be cleared with the Special Events Manager.
Weapons are not allowed on the University Campus. Guests should follow all applicable laws regarding securing a weapon in a vehicle if they have it on them when they arrive. The University will not secure weapons and will not take responsibility for any weapons left in vehicles.

Excluded Items — Any use of rice, birdseed, confetti, silly string, flower pedals, soap bubbles, glitter, or like material inside or outside of the Grant Events Center or other event spaces is not permitted.

Room Setup and Event Furniture — Each event space has a standard setup based on the type of activity. Changes to the standard setup must be submitted to the Special Events Manager at least 14 days prior to the event. Grant Events Center staff will arrange the furniture included in the rental package. The room will be set up prior to the start of the rental time. Additionally, Carl Grant Event staff will tear down or remove the provided furniture upon the conclusion of the event. Clients and event attendees are asked not to move any furniture without prior authorization from the Special Events Manager. Setup plans received or changed less than five days prior to the event will be charged an additional fee (see pricing list).

Rented/Borrowed Items — Items rented or borrowed from the Grant Events Center must be returned at the conclusion of the event. A replacement charge will billed for items not returned in original condition. This does not include trash cans and catering materials.

Candles — Any use of flammable materials, such as candles, needs to be regulated to ensure compliance with local fire codes. There should be no open flames of any kind. Candles must be placed on a non-combustible surface. Candles used in a centerpiece surrounded by combustible materials must be contained in a glass votive or similar container. Candles must be extinguished at the table. Wax must harden and cool before candles are moved from the table.

Clean-up — All decorations and large trash (such as boxes) must be removed at the conclusion of the event. Dumpsters are located near the north entrance to the Grant Events Center.

Children and Animals — Minors must be accompanied by adult supervision. No animals are allowed inside except those used to assist individuals with disabilities.