The Rhatigan Student Center Facility Policies and Procedures


Facilities and services of the Rhatigan Student Center are open to the University and general public, subject to Wichita State University and Rhatigan Student Center policies and procedures. Reservations are accepted between 7:30 AM-5 PM, Monday through Friday. A reservation may be made in person in the University Reservations Office, located on the first floor in the Rhatigan Student Center, by calling 316-978-3475 or by e-mailing the University Reservations Office at LetsMeet@wichita.edu. E-mail or telephone requests submitted on a holiday or a Saturday or Sunday, will not be processed until the next business day. Meeting room reservations should be made at least 48 hours in advance. More time should be allowed for catered events, preferably a minimum of two weeks prior to the date of the event. Requests are taken on a first come, first serve basis. Room assignments are made according to the size and function of the event.
The Facility Policies and Procedures are designed to give facility users a clear understanding of their responsibilities.


EVENT LOGISTICS

Access and Event Times Facility access and use must be within allotted confirmed times as noted on the Event Confirmation. Confirmed times must include event preparation, decorating, and/or rehearsal times as well as time after the event to remove decorations, user's equipment and other items. Events that have not removed all decorations, equipment and other items by the scheduled ending time for the event, will be assessed an After-Hours fee. The Rhatigan Student Center staff shall have the right to access and enter the event space for any reasonable purpose during the confirmed time.

Cancelation by Facility Permission to use the Rhatigan Student Center is granted subject to observance of regulations. The Rhatigan Student Center may revoke this permission immediately upon failure to timely comply with pre-event requirements/deadlines, for any violation of use conditions or regulations, or at any time for misrepresentation. The Rhatigan Student Center may terminate any part of this permission without notice in the event of an emergency situation that, in the opinion of the Rhatigan Student Center, would make the event unfeasible.

Cancelation by User Groups are responsible for all rental fees, when applicable, if their reservation in the Rhatigan Student Center is canceled less than 24 hours prior to the date of the event. For recurring events, the first time a group is a "no show", a warning will be made with the group's contact person. A second "no show" within the same semester will result in the group's scheduling privileges being suspended for the remainder of that semester. Cancelations for catered events (at 316-978-5863) are to be made no less than 5 business days prior to the event, in order to avoid incurring a cancellation charge. To receive a refund of a confirmation deposit, notice must be received in the University Reservations Office and acknowledged, no less than ten (10) working days prior to the date of the event.

Eligibility University departments and recognized student organizations receive priority when requesting space in the Rhatigan Student Center, subject to Wichita State University and Rhatigan Student Center policies and procedures. Student organizations who have not been recognized by the Student Government Association but are in the process of getting recognized, are entitled to two organizational meetings at no charge, prior to its recognition. The purpose of these organizational meetings is to announce the group's establishment to the University's student population in order to recruit new members.

Event Schedules Daily Event Schedules are posted at all entrances into the Rhatigan Student Center as well as outside of each meeting room.

Facilities Users of the Rhatigan Student Center shall observe all applicable Rhatigan Student Center and Wichita State University policies, as well as all local, state and federal laws, statutes, and ordinances. The user shall only have the use of the facilities as stated in the Event Confirmation. All alterations to the facility, building systems or equipment are subject to approval from the University Reservations Office. The user shall follow all reasonable directives from Rhatigan Student Center staff. At the end of the event, the facility should be left in a clean, safe condition.

Inclement Weather Sites Consideration should be given for events scheduled to take place outdoors, regarding an alternative indoor location to hold the event, in the case of inclement weather. Inclement weather sites will not be scheduled for events where control of room capacity and banned items (donated food, alcohol, etc.) cannot be maintained.

Insurance Depending on the nature and scope of the facility use, the user may be required to furnish a certificate of insurance naming the Rhatigan Student Center and various University entities as additionally insured. Required certificates must be received by the Rhatigan Student Center fourteen (14) days prior to the event date.

Liability Users of the Rhatigan Student Center agree to indemnify, protect, defend and hold harmless the Rhatigan Student Center, Wichita State University, its Board of Trustees, officers, employees, agents and students from and against any and all claims, demands, losses, costs, damages or liability of any nature or character arising out of or by reason of the execution or performance of the rights, duties and obligations arising out of or incidental to the use of the facility or equipment. The user agrees to abide and enforce the rules, regulations and policies governing the facility as set forth by the Rhatigan Student Center and Wichita State University. The user accepts all responsibility for any damages to premises, equipment or grounds resulting from use of the facility.

Premises The Rhatigan Student Center may use any part of the premises that is not confirmed to a user at any time, providing that such does not interfere with the user's use of confirmed space.

Priority University departments as well as registered/recognized student organizations are given priority for usage of the Rhatigan Student Center. Off-campus groups and individuals have scheduling privileges of the facilities after campus needs are met.

Reassignment of Facilities Should space in the Rhatigan Student Center become unavailable due to an emergency, the Rhatigan Student Center reserves the right to reassign the user to another space within the facility or reschedule for another date. The University Reservations Office will notify the user as soon as the need arises for a reassignment of facilities.

Reoccurring Events Weekly meetings may be scheduled one semester at a time, beginning in July or December. Monthly or quarterly meetings may be scheduled for the upcoming academic year, beginning in July. The University Reservations Office reserves the right to make room changes in order to accommodate special events.

Responsible Party(s)/Event Coordination Deadline The person(s) who schedules the facility shall be the responsible party. If the person coordinating the event is not planning to be in attendance the day of the event, a designated representative will be communicated to the University Reservations Office. This representative shall take all reasonable actions to assure event safety, to prevent damage to the facility and equipment, and to see that these conditions and other policies and regulations outlined in the Facility Policies and Procedures are met.

Special Requirements Special requirements, such as overnight storage of equipment, activation of data/phone lines or signals, access for news/media, or other such requirements must be coordinated in advance with the respective University departments. Charges for such services could apply.


FEES, PAYMENTS AND TAXES

After-Hours Fees University departments, individuals and off-campus users desiring use of the Rhatigan Student Center at times other than during its regular hours of operation, may be charged an after-hours fee. Current after-hours fees may be verified with the University Reservations Office.

Deposits/Payment If applicable, a deposit may be required in order to confirm a reservation. Facilities will not be held beyond ten (10) working days without receipt of this deposit. If the requested date is more than three (3) months in advance, a 50% deposit of the estimated costs is required to confirm the reservation. The balance of the estimated costs is due ten (10) working days in advance of the scheduled date. If the requested date is less than ten (10) working days in advance, the total of the estimated costs is required to confirm the reservation. After final payment has been received, any charges incurred due to last minute changes, must be paid at the time the changes are requested.

Outstanding Balances The University Reservations Office invoices weekly. All invoices must be paid within thirty (30) days of the event date. Accounts must be paid in full in order for a University department or student organization to be allowed to maintain scheduling privileges.

Permits and Taxes The scheduling organization is responsible for obtaining permits or licenses as required by law. A copy of such permits or licenses must be provided to the University Reservations Office five (5) working days prior to the scheduled event date.


EQUIPMENT AND PROPERTY

Abandoned Property Any property not removed from the Rhatigan Student Center that has not been claimed within forty-eight (48) hours following the conclusion of the scheduled event will be considered abandoned by the user and/or its exhibitors. The Rhatigan Student Center may take possession of it and treat it as its own or dispose of such property without liability. The user may be liable for the costs incurred in disposing of the abandoned property.

Damage to Facility/Damage Deposits Users of the Rhatigan Student Center are responsible for the condition of the facility for the duration of their scheduled event. The Rhatigan Student Center shall inspect the facility to determine if any damage was sustained as a result of the user's occupancy. Repairs for significant damages will be charged to the user. Some events/organizations may require refundable damage deposits.

Decorations/Signs The University Reservations Office must approve any decorations, banners or signs. Rhatigan Student Center signage cannot be covered or otherwise obstructed. Nothing may be affixed to the drapes, vinyl coverings, ceilings, wood surfaces, painted walls or floors. All decorations must be flame retardant. All decorations, props and outdoor/indoor directional and promotional signage must be removed by the user immediately following the event or they will be disposed of by the Rhatigan Student Center staff. Rice, birdseed, glitter, confetti or substances that stain or become imbedded into the carpet are not allowed in the Rhatigan Student Center.

Equipment All Rhatigan Student Center equipment (i.e. tables, chairs, staging, flip charts, etc.) will be set up by the Rhatigan Student Center staff. The user will be responsible for all Rhatigan Student Center owned equipment and will be held liable for the equipment if lost, stolen, damaged or misplaced.

Special Equipment Users of the Rhatigan Student Center intending to bring any equipment into the Rhatigan Student Center that requires access to facility water, high voltage electrical, satellite signals or such systems must receive advance authorization and approval from the University Reservations Office.

User's Property Users of the Rhatigan Student Center assume full responsibility to safeguard all materials, goods or property owned or used by the user or any of its exhibitors or guests. Users hereby waive any claims against the Rhatigan Student Center and its employees for damages to, theft or loss of property.


SAFETY ISSUES

Capacities The Rhatigan Student Center will not permit its facilities to be occupied greater than the listed capacities.

Emergency Medical Service The Rhatigan Student Center reserves the right to require emergency medical services be present, if deemed necessary, based on the type of event scheduled.

Flames/Fire Open flames and the burning of any materials, including incense, is prohibited. Use of candles must receive advance approval from the University Reservations Office and meet fire code regulations.

Fire Regulations Users, exhibitors and their guests of the Rhatigan Student Center must comply with all Federal, State and local fire and building codes that apply to spaces of public assembly. Facility fire fighting and emergency equipment may not be hidden or obstructed. All emergency exits, hallways and aisles leading from the Rhatigan Student Center must be kept clear and unobstructed.

Recreational Devices Bicycles, skates and other such recreational devices are not allowed to be operated in or around the Rhatigan Student Center.

Security - The Rhatigan Student Center staff and/or the WSU Police shall solely determine and control security arrangements including but not limited to the type and number of security personnel and placement and use of security personnel. The Rhatigan Student Center staff and/or the WSU Police reserve the right to require police at events where alcohol beverages are served. Only WSU Police or their designees may be hired to act as security for events scheduled in the Rhatigan Student Center. Only licensed law enforcement officers may carry firearms in the facility.

Smoking - The Rhatigan Student Center is a non-smoking facility.

Special Effects Fog machines, dry ice or smoke machines that may trigger the fire protection system to be activated or impede an evacuation from the facility, are not permitted in the Rhatigan Student Center.

Weapons/Firearms All weapons and firearms are strictly prohibited in the Rhatigan Student Center.


MISCELLANEOUS

Alcohol Service Users of the Rhatigan Student Center agree to abide by and to enforce the University policies regarding the consumption of alcoholic beverages. All alcoholic beverage service arrangements for events in the Rhatigan Student Center must be coordinated through WSU Dining Services.

Animals Animals are prohibited in the Rhatigan Student Center with the exception of service animals assisting persons with special needs.

Conduct Users and guests of the Rhatigan Student Center shall not interfere with the regular use of the Rhatigan Student Center by the public or other facility guests. Excessive noise or other disruptive behavior is prohibited. The Rhatigan Student Center may remove any person whom they believe is disrupting or obstructing the daily operation and management of the facility. Users who abuse their usage of the facility will be denied future scheduling privileges.

Food and Beverage Service WSU Dining Services is the exclusive vendor of all food and beverage services in the Rhatigan Student Center. Copies of the Food Guidelines-University Departments and Food Guidelines-Student Organizations may be obtained from the University Reservations Office for reference.

Gambling Users of the Rhatigan Student Center agree to abide by and enforce the University policies regarding gambling in the facility.

Publicity The Rhatigan Student Center reserves the right to approve, in advance, all forms of advertising or publicity for any activity scheduled in its facility. Users shall not advertise any event until a confirmed reservation has been made.

Vehicle Parking/Unloading Users and guests of the Rhatigan Student Center must abide by all University parking/traffic requirements, including but not limited to passenger and equipment loading/unloading regulations, observance of authorized parking locations, payment of fees, and display of vehicle parking permits. Access to the loading docks must be coordinated with the University Reservations Office prior to the event. Parking in the loading docks is prohibited and violators will be ticketed and/or towed at the owner's expense.


ADDITIONAL POLICIES

Additional policies for the Rhatigan Student Center may be found in their entirety, on the Rhatigan Student Center's website at www.wichita.edu/rsc. They are listed under Policies and Procedures:

  • Banner Hanging
  • Credit Card Solicitation
  • Food & Beverage Service
  • Guidelines for Student Organizations to Sell/Dispense Food on Campus
  • Guidelines for University Departments, Faculty, Unclassified Professionals and Classified Staff to Dispense Food on Campus
  • Lost & Found
  • Patio Usage
  • Plastic Table Tents
  • Posting of Notices
  • Serving Cereal Malt Beverage/Alcohol
  • Student Organization Events Scheduled on the East Patio, RSC Ballroom or Room #223
  • Student Organization Events Scheduled in the CAC Theater
  • Table Usage/Merchandise Sales
  • Tent Usage
  • Usage of Facility Beyond Scheduled Building Hours