Business and Finance
Title: Room Rental Guidelines for
Olmsted Center and Levitt Hall
Created: 12/2008     Updated:3/10/2010

Purpose: To provide process guidelines to use when reserving and/or renting a room in Olmsted Center and Levitt Hall. 

Definitions:

On-Campus Groups: 

There is no charge to the groups using rooms that are directly a part of Student Groups, Drake Classes, approved Student Activities, on-campus groups of faculty and staff conducting Drake business events directly a part of Drake.

Drake Sponsored Group:

A “Drake Sponsored Group” is defined as an off-campus (non-Drake) group that is invited or sponsored to conduct an event on campus by an officially recognized student organization (not an individual student) or a faculty/staff member or Drake department for the purpose of indirectly benefiting Drake University and its students.

The “Drake Sponsor” is the student leader of the student organization, or the faculty or staff person who invited the group to campus. The Drake sponsor will be the primary point of contact with the appropriate events people at Drake in planning and executing the event and will act as liaison with the Sponsored Group.  The Drake sponsor will be in attendance at the event to monitor the group.

Fees will be charged at the Drake sponsored rate to cover basic expenses incurred by Drake for the set-up, tear down and clean up of the event.  The Sponsored Group will also be held responsible for any extraneous expenses incurred by the University and will be financially liable for any damage or theft of furnishings and/or equipment, excessive clean – up or last minute changes to setups, etc., where extra labor would need to be called in on short notice.

The Sponsored Group may be asked for a Certificate of Insurance for their event and/or must be willing to sign a waiver that relieves the University of any liability for illness or injury of the groups participants while on the Drake property.

A sponsored Group does not include groups of, personal nature for a Drake Employee such as a church group, another school activity, social activity, weddings, showers, anniversary party, birthday party, etc.  These events will be considered Public Events.

Public Events

Public Events are classified as events that are not a part of Drake University but are held on Drake property.  The client is an individual or business that is using the building for their own purpose, example Church group, wedding, party etc.  Drake reserves the right to approve or deny any such event.       

The Group may be asked for a Certificate of Insurance for their event and/or must be willing to sign a waiver that relieves the University of any liability for illness or injury of the groups participants while on the Drake property.     

Non-Refundable Deposit

Drake Sponsored Groups will be asked for a 25% non-refundable deposit to be paid at the time the event is booked, unless the fees are being charged to a Drake account number.  The final amount will be billed after the event has taken place.

Public Groups will be asked for a 25% non-refundable deposit to be paid at the time the event is booked.  The final amount will be due no later than two weeks beforethe event.

Agreement of Room Charges

Upon the initial booking of the event that involves room charges, Meeting Services will inform the group of what the estimated charges will be.  A Room Charge Report reflecting this estimate will be sent to the person booking the event for approval and signature and must be returned to Meeting Services within 7 days in order to reserve the date. 

In the event of a concern or dispute regarding room fees/rates which cannot be resolved between Meeting Services and the event coordinator, a final decision will be made by the University Controller or the Vice President of Business and Finance in her absence.

Cancellation of Rooms

On campus groups and Drake sponsored groups will be charged the sponsored rate of the room they have reserved if the event is canceled or rescheduled 30 days or less before their original date.

Send Guideline Comments to: Web Administrator
Responsibility for Administration: Olmsted Center Reservations Department
Department Policy Resides in: Business and Finance and Sodexo Food Services

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October 29, 2014
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