Forms

These forms may be submitted to RSC Event Services via email, fax or in person. If you have questions or concerns please call (316) 978-3475

Email: letsmeet@wichita.edu
Fax: (316) 978-3054
Address: 1845 Fairmount Box 56
Wichita, KS 67260

Office: Rhatigan Student Center Room 234

Approved Caterer Application — Submit this application to become a RSC approved caterer.
Sponsorship Agreement — Submit this form to provide WSU departmental sponsorship of a non-WSU group usage of facilities.

Policies

RENTAL FEES

Any room charges must be paid 2 weeks in advance. If no payment is made, the event will be cancelled.

EVENT TIMES

All reservations made through the Event Services office include additional set up time before and after an event. Please note, that if additional time (over those set by Event Services) is needed there may be an added charge.

EVENT DETAILS / SET UPS

Set-up notes for room reservations in the RSC or CAC Theater must be provided to the Event Services staff 2 weeks in advance of your events. Receiving your set up notes in a timely manner will allow us the opportunity to coordinate our services in preparation for your event. Note: Last-minute changes to your set-up (on the day of your event) may result in an additional charge of up to $100.

CANCELLATIONS / NO SHOWS

Guests who fail to cancel their reserved space and do not show up for their event will receive a warning letter and may be billed for set-up charges. Student organizations will have warning letters sent to Student Engagement and Belonging (SEB) and the organization’s advisor. If this occurs more than 2 times in a semester the group will lose its privilege to use Rhatigan Student Center facilities for the remainder of the semester. The Rhatigan Student Center reserves the right to change and/or cancel a reservation or alter the use of other assigned space with the understanding that, at all times, every effort shall be made to provide comparable facilities.

PARKING

Parking for events held at the RSC is available on the 2nd and 3rd floor of the parking garage located directly beside the RSC. Parking in the Parking Garage is $1.50 per hour. Parking lots on the perimeter of the campus can be reserved for large events that require additional space. Contact your Event Coordinator to request reserved parking. Validation codes for parking are available on request. Contact your Event Coordinator for additional information.

DAMAGES

In the event that damage to RSC property or equipment occurs by an RSC guest, its employees, agents, patrons or additional guests, the cost of repair and replacing the damaged property may be charged to the guest.

FACILITY SERVICES TABLES AND CHAIRS

Outdoor tables that originate and are delivered by WSU Facility Services must be returned to the original delivery location. Facility Services may charge customers for damages or cleaning. If not needed table and chair orders must be cancelled, through your Event Coordinator, 24 hours in advance.

RSC CLEANING FEES

RSC guests are responsible for returning space to its original condition when their event is completed. Any equipment, props or decorations belonging to RSC guests must be removed promptly following the event. Event space requiring additional cleaning maintenance may be billed at the rate of $75.00 per hour. The RSC does not allow the following inside building spaces: use of open flame decorations, paint, glitter or confetti.

AUDIO / VISUAL EQUIPMENT

For your convenience, RSC meeting rooms are equipped with large screen televisions or projectors. All rooms are set up with A/V inputs. Occasionally, cables are needed. The RSC Building Managers (978-3028) have a limited number of HDMI and Mac Adapters. To make certain that the appropriate cable is available guests should provide their own. Microphones are available for the Beggs Ballroom and Santa Fe Trail meeting room. Guests requesting the use of microphones should arrive a minimum of 30 minutes in advance to test microphones levels for their presentation. Audio/visual equipment provided by the RSC should be left in the room and will be picked up by a Building Manager following your event.

AUDIO / VISUAL EQUIPMENT – LARGE EVENTS

Events with complex audio/visual needs may require additional assistance. Customers needing complicated or advanced audio/visual assistance should notify their Event Coordinator in advance. RSC Event Coordinators may recommend contacting WSU Media Resources at 978-3588 no less than 1 week in advance for support.

CAC THEATER – PERFORMANCE FACILITIES

Events held in the Campus Activities Center (CAC) Theater that necessitate stage lighting and sound may require the assistance of Performance Facilities. Your Event Coordinator will advise you if you need to contact Performance Facilities at 978-3587 for your event.

TELECOMMUNICATIONS

If your meeting involves a conference call, broadcast or internet access, please email the Telecommunications Office at telecomservices@wichita.edu

CATERING / DINING SERVICES

WSU Dining (Chartwells) is the on-campus provider of dining service needs. WSU Dining can be reached at 978-3477. Rhatigan Student Center has a flexible catering policy that allows approved off-campus food providers to cater events. A list of RSC approved caterers can be found at: https://www.wichita.edu/services/rsc/eventservices/Catering.php.

Note To Approved Caterers- the Rhatigan Student Center charges caterers 10% of food sales for events catered in the Rhatigan Student Center.

NOTE: Customers choosing an off-campus caterer for their event must remove all food service containers and disposable items immediately following their event. Failure to clean up after the event will result in a service charge for cleaning. For additional information contact your Event Coordinator 978-3475.

SECURE WIRELESS ACCESS

WSU can provide secured hard-wired internet connections by request. For a secure WIFI connection, contact your Event Coordinator at 978-3475 a minimum of 3 weeks in advance.

ALCOHOL SERVICE

Requests for alcohol service must be approved by the WSU General Counsel prior to the date of the event. The service of alcohol without prior approval is prohibited.

Approval is obtained by completing the following 2-3 weeks in advance:

Notify your Event Coordinator of your request
Complete an Alcohol Request form available at www.wichita.edu/ESpolicies
Off-campus guests must provide proof of liability insurance at time the request is submitted.
Guests will receive written notification of approval from the WSU General Counsel.

NOTE: Alcohol service requires a licensed bartender and that bartender must be present throughout the event.

A list of approved caterers offering alcohol service is available at: https://www.wichita.edu/services/rsc/eventservices/Approved_Alcohol_Service_Providers.php

DONATED FOOD REQUEST

On-campus groups wishing to serve donated food should refer to the Wichita State University Food Service Policy 20.16 https://www.wichita.edu/about/policy/ch_20/ch20_16.php

RECOGNIZED STUDENT ORGANIZATIONS

Recognized Student Organizations are required to meet guidelines established by the Student Engagement and Belonging Office. Additional information is available at: https://www.wichita.edu/student_life/seal/student_organizations/forms_policies.php

INFORMATION TABLES

The RSC provides table space on the first and second floor for use by student organizations and guests.

Table space is available to individual students, student organizations, WSU departments and off-campus guests.
Reservations for table space are required and must be made, in advance, either on-line or at the Event Services office.
Off-campus guests will be charged a daily rate for use of Information Tables.
Information Table space may be used to promote an organization and/or activity.
Individuals or groups, utilizing Information Tables, must remain behind their tables when talking to RSC guests. “Hawking” (actively or aggressively pursuing students to sell or promote) is not allowed.

DONATION BOXES

The RSC can provide Donation boxes for fundraising efforts. The boxes area available for a 2 week period. Reservations can be made by contacting the RSC Event Services office. Users must provide identification for the outside of the boxes. The RSC is not responsible for items that have been lost or stolen.

GRACE MEMORIAL CHAPEL

This interfaith prayer space is open on a first come, first serve basis to anyone wishing to use it for private events.

The building is open Monday through Friday from 6 am to 8 pm and Saturday/Sunday by reservation.

It is the responsibility of the guest to set up the space as needed and return it to its condition. Food and beverages are prohibited. The RSC and Wichita State University will not assume responsibility for items left in the Chapel following events.

LOST / STOLEN ITEMS

The Rhatigan Student Center is not responsible for items lost, stolen or damaged during an event held in our facilities.

Guests looking for a lost item in the RSC should contact the RSC Event Services office at 978-3475.

FREEDOM OF EXPRESSION

Wichita State University and the Rhatigan Student Center are committed to preserving and supporting freedom of thought, speech, and expression on our campuses.

Visit https://www.wichita.edu/about/policy/ch_11/ch11_12.php for more information.

You can also view the Kansas Board of Regents Statement on Free Expression here. https://www.kansasregents.org/resources/PDF/Students/Boards_Statement_on_Free_ Expression_031721.pdf

Catering Guidelines

Application and Approval

The Rhatigan Student Center allows flexible catering options for campus events.

For additional information contact the RSC Event Services office at 316-978-3475 or letsmeet@wichita.edu

Applications are available on the Rhatigan Student Center Event Services web page at http://www.wichita.edu/ESpolicies and can be filled out online or mailed in.
Include a Certificate of Liability insurance naming Wichita State University Union Corporation as additional named insured.
When we have received your application, it will be reviewed and within approximately 10 days you will receive email notification as to whether it has been approved.
Wichita State University and the Rhatigan Student Center have an exclusive beverage contract with Coca Cola. All drinks served must be Coca Cola products.

General Guidelines

Visit here to view the University's Food & Beverage Policies
Catering must be provided by an approved caterer.
All catering requests should accompany an existing space reservation.
If your client has not already made a space reservation, please encourage them to contact their event coordinator or department office as soon as possible.
At the Rhatigan Student Center, caterers may unload at either the west dock located off Isley Lane or the south dock located near the parking garage.
A service elevator is available near each loading dock to access meeting spaces on the second and third floor.
Caterers may set up 2 hours in advance of the event start time. If you need additional time please contact your Event Coordinator.
You must clean up immediately following your event. The Rhatigan Student Center may charge a $25 clean-up fee if facilities are not left in their original condition.
The Rhatigan Student Center offers a prep kitchen on the third floor. Please note, we do not have kitchen facilities for cooking. All food must be prepared in advance.
The Rhatigan Student Center will supply table and chairs, however, caterers must supply all tablecloths, napkins, glassware, serving ware and any items needed for catering your event.

The Rhatigan Student Center will charge caterers a 10 percent commission on food sales at the Rhatigan Student Center. This commission is for food sales only and does not include beverages.

Alcohol Service Guidelines

Alcohol can be served in the Rhatigan Student Center by licensed providers. Caterers should be familiar with Wichita State University policy 11.07 available at http://webs.wichita.edu/inaudit/ch11_07.htm
Please notify us if you are licensed to serve alcohol in the state of Kansas. There is an approval process.
Your client must complete an alcohol request form and submit it 10 business days in advance with a certificate of insurance naming Wichita State University Union Corporation as named insured.
All requests for alcohol service must be approved through the Wichita State University General Council’s office.

RSC Customers, Events and Spaces

RSC Customers

WSU Students and Recognized Student Organizations

Student organizations that are officially recognized through Student, Engagement and Belonging (SEB). RSOs are able to schedule meeting space in the Rhatigan Student Center, the surrounding outdoor areas and the CAC Theater, free of charge during normal business hours.
Events scheduled outside of normal operating hours may be subject to “after hours” charges.
All events scheduled by RSOs must be approved through ShockerSync prior to scheduling.

WSU Departments

Official, recognized administrative and academic departments.
WSU departments may schedule meeting rooms and spaces in the RSC, the surrounding outdoor areas and the CAC Theater, free of charge during normal business hours.
Events scheduled outside of normal operating hours may be subject to “after hours” charges.

Faculty and Staff

WSU employees with a current Shocker identification number.
Faculty and staff may schedule space in the Rhatigan Student Center, surrounding outdoor areas and the CAC Theater free of charge during normal business hours.
Events scheduled outside of normal operating hours may be subject to “after hours” charges.

WSU Campus Partners

All WSU Campus Partners, WSU departments located off-campus, and Innovation Campus partners will receive a discounted rate for events scheduled in the RSC during normal operating hours.
Events scheduled outside of normal operating hours may be subject to “after hours” charges

External Off Campus Users

Any individual or organization located off campus and not directly affiliated with WSU.
External Off Campus Users will be charged a retail rate for the rental of space within the RCS, surrounding outdoor spaces and the CAC Theater
Events scheduled outside of normal operating hours may be subject to “after hours” charges

Non-profit Organizations

Any organization holding official non-profit status with the government organizations.
Non-profit and government organizations will receive a discounted rental rate.
Events scheduled outside of normal operating hours may be subject to “after hours” charges

Event Classifications

Internal (on-campus) Events

Events that are hosted by a WSU department or RSO and meets the following criteria.
- The event is fully funded by a WSU department or WSU recognized student group via org/fund or foundation account.
- The WSU department or student organization is responsible for all aspects of the event including attending pre-event meetings and being on-site during the event.
- The event is free to attendees, or revenue generated from the event is fully allocated to the WSU department or student organization hosting the event.
- The event is not co-hosted or co-sponsored with a WSU department or organization.

External (Off-Campus) Events

Those events that do not meet the criteria for Internal or Sponsored Events.
The retail or non-profit/government, Campus Partners rental rate will be charged accordingly.

Misrepresentation

WSU student organizations and WSU departments may not reserve space for other organizations for the purpose of securing lower rental rates. The organization is, or individual(s) named on the reservation are, the client and remain solely responsible for communicating, initiating, planning, implementing, attending, and financing the event in coordination with WSU.

Space reserved by an organization or individual must be used for the sole intended purpose described on the Facility Use Agreement or EMS confirmation.

Clients may not give reserved space to another group.

WSU reserves the right to evaluate and make the final determination of all appropriate fees and rates applied to event requests.

Misrepresentation or violation of the conditions outlined herein will result in the client being charged the higher rate structure and result in the suspension of reservation privileges for the individual(s) and/or organization for whom the event was originally intended.