Student Center Guidelines for External Users

AUDIO-VISUAL REQUESTS

You will need to contact our office with any audiovisual equipment needs at least three business days prior to your event.  There is limited equipment available and will be reserved on a first come basis. We do not provide a technician to run the equipment.  If a technician is needed we can assist you in making arrangements. If you require any other Audio Visual Services that we are unable to provide, we can assist in coordinating services with an outside vendor.

BILLING

At the conclusion of your event, all charges will be compiled and an itemized invoice will be sent to you through our Bursar's Office. Invoices must be paid by check. A late charge of 1.5% or $5.00 per month, whichever is greater, will be assessed on all balances that are past due more than 30 days.   Payment should be returned to the Bursar’s Office.  Special events and weddings will require a down payment as described in the Student Center Facilities External Agreement.

STAFFING

Please note that two building supervisors are scheduled for coverage of each event based on the specific event needs with a minimum of one-half hour prior to event's start and ends one-half hour after the event concludes. There is a $36 charge per hour for the academic year of 2011-2012 and $38 per hour for 2012-2013.  Most events will result in a minimum charge of three hours.

DINING SERVICES

You will need to contact Lehigh Dining Services at 610-758-4512 with your food service needs a minimum of thirty days prior to your event. Please note that in addition to menu prices there is a 12.5% service charge added to Dining Services bill in addition to 6% sales tax. After you have placed your order with Food Services, you will receive a Food Service confirmation. You will need to sign this confirmation and return to the Lehigh Dining Services 10 business days prior to the event. Any food service requests received within seven business days of the event will be considered based on availability of food product and staffing. Cancellations of food requirements must be received by Lehigh Dining Services and acknowledged at least three working days prior to the event.

You will need to contact Lehigh Dining Services with your guaranteed number of participants at least five business days prior to your event. Your guaranteed number will determine both the amount of food prepared and staffing requirements. Your guaranteed number will be used as the final count and cannot be changed within three business days of the event. If there are fewer participants that attend than the guaranteed count given, the guaranteed count will be charged. If unexpected participants attend the event, Dining Services cannot guarantee the additional participants will be served the same menu as was ordered. The charge for the additional participants will be the quoted meal price plus15% per participant.

DIRECTIONS

Driving directions may be found on the Lehigh University Website at http://www4.lehigh.edu/about/luevents/maps?footer

SAFETY AND SECURITY

During your event, you are required to observe all EXIT signs and keep them clear of any personal equipment or set-up materials that may block these exits. It is the sponsoring organizer’s responsibility to inform all attendees of the exits and restroom locations.  This policy is in place to ensure the safety of you and your guests in the event of an emergency.  In the event that the fire alarms are activated elevators cannot be used. 

ADDITIONAL TERMS AND CONDITIONS FOR USE OF LEHIGH UNIVERSITY FACILITIES

1. INTRODUCTION DEFINED TERMS: These terms and conditions pertain to the use by Licensee of the facility (the “Facility”) owned by Lehigh University (the “University”) and identified on the accompanying Conference Services document(s) for the event specified therein (the “Event”). These terms and conditions, together with any documents executed in connection with the Event, shall be collectively referred as this “Agreement.”

2. TIME OF THE ESSENCE: Time shall be of the essence of this Agreement. Without limiting the generality of the foregoing, the period of Licensee's use of the Facility pursuant to this Agreement shall not be extended, for the installation or removal of equipment or other property or for any other purpose, without the prior written permission of the University, and Licensee shall vacate the Facility immediately upon the expiration of said period.

3. COMPLIANCE WITH LAWS: Licensee shall, at its own expense, comply with all municipal, state, and federal laws, ordinances, rules, and regulations including, without limitation, the obligation to obtain any licenses, permits, and government approvals required in connection with the Event. Licensee shall pay any fines or penalties assessed for failure to comply with such laws, ordinances, rules or regulations, and shall pay any expenses, legal or otherwise, incurred by the University due to Licensee's failure to so comply.

4. INTERVENING EVENTS; CHANGED CIRCUMSTANCES: The University shall not be liable in the event that Licensee is prevented, interrupted or delayed in its use of the Facility due to acts of God, storm, fire, flood, earthquake, roof-collapse, labor disturbances or strikes, war, terrorism, civil commotion, governmental order, rules or regulations, disruption of electrical or other utility service, lack of usual means of transportation, or any other cause or contingency beyond the control of the University. Licensee has informed the University of the nature of the Event and its intended use of the Facility, and any change with respect thereto shall be subject to the prior written approval of the University. If Licensee changes the Event or its proposed use the Facility without University approval, the University may cancel this Agreement and forbid the use of the Facility by Licensee if such change would, in the judgment of the University, be dangerous, tend to cause damage to the University, its image or reputation, or conflict with University policy. If the University determines that additional security is necessary in connection with the Event and Licensee refuses to pay for such additional security, the University may cancel this Agreement. If the University cancels this Agreement pursuant to this paragraph, all payments made or due to the University hereunder shall be refunded or abated, less costs or expenses incurred by the University due to such cancellation.

5. CONDUCT OF EVENT: Licensee shall be responsible for the conduct of any persons attending the Event, including, without limitation, any damage caused by such persons, and the University reserves the right to eject or cause to be ejected from the Facility any objectionable persons. Licensee shall not record, televise or broadcast the Event or any portion thereof without the prior written permission of the University. Licensee and all persons attending the Event shall comply with all rules, regulations and policies of the University.

6. LICENSEE'S PROPERTY: All merchandise, property and effects of Licensee and of all persons claiming through or under Licensee which may be on University property during the period of Licensee's use of the Facility pursuant to this Agreement shall be at the sole risk and hazard of Licensee. The University shall not be responsible for any damage to, loss, or theft of such property.

7. UNIVERSITY PROPERTY: Licensee acknowledges that it has inspected or been afforded an opportunity to inspect the Facility, that the Facility is made available under this Agreement to Licensee in “as is” condition, and that the University makes no representations or warranties as to the condition of the Facility or its fitness for any particular purpose. Licensee shall at all times take good care of the University's real and personal property, and shall cause no waste or injury to any of it, reasonable wear and tear excepted. Licensee shall be responsible for any damage to or loss or theft of the University's property that is attributable to Licensee's use of the Facility.

8. INDEMNIFICATION: Licensee shall defend (when required), indemnify and hold harmless the University and its trustees, officers, employees, and agents from and against any loss, claim, damage, liability or expense (including attorneys' fees) arising out of the Event or Licensee's use of the Facility or any other University property.

9. ADVERTISING, PROMOTION, and SOLICITATION: The University reserves the right to approve all advertising and promotional materials for the Event. Without limiting the generality of the foregoing, Licensee shall not promote, advertise or publicize the Event in a manner, which involves the name of the University or any affiliates of the University other than to identify the location of the Event, or post any signs on University property, without prior approval from the University as to content and location. Except as approved by the University, the solicitation, sale or promotion of any goods or services by any person or company is prohibited within the Facility or in connection with the Event.

10. TAXES: Licensee agrees to pay promptly any and all applicable taxes and license fees that may arise in connection with the Event and Licensee's use of the Facility, including without limitation any amusement taxes, and any sales taxes due in connection with concessions.

11. RIGHT OF ENTRY: University officers, employees and agents shall have the right at all times to enter the Facility in the performance of their duties.

12. CONCESSIONS: University reserves the sole right to operate and receive all income from any food, beverages, concessions or the like. No other food or beverages may be served except upon prior written consent of the University.

13. PARKING: University reserves the right to control all parking facilities at University and to retain all revenues from such parking facilities.

14. PROHIBITED PRACTICES: Neither Licensee nor any person for whom Licensee is legally responsible shall cause or produce any unusual, noxious or objectionable smoke, gas, vapor or odor; use any part of the Facility for lodging or sleeping other than those facilities officially designated as residential; overload any floor, ceiling, wall or fixture therein; remove, replace or install any locks; perform any act or thing on University property which might invalidate any insurance policies carried by either party to this Agreement; commit any nuisance; interfere with the effectiveness or accessibility of building mechanical systems (including lines, pipes, wires, conduits and equipment), concession stands, public areas, streets and sidewalks; use the Facility for unlawful or immoral purposes or in any manner as to injure persons or property; or do any act or suffer any act to be done which will in any way mar, deface or injure any University property.

15. NON-ASSIGNMENT: Licensee shall not assign this Agreement or any rights hereunder or delegate any obligations hereunder without the prior written consent of the University. Any attempted assignment or delegation without the prior written consent of the University shall be void and shall constitute a breach of this Agreement.

16. BREACH OF AGREEMENT BY LICENSEE: In the event of a breach by Licensee of any term or condition of this Agreement, including, without limitation, a failure to pay any sum of money when due, the University may, by notice to Licensee, declare this Agreement terminated, enter into possession of all parts of the Facility, retain all sums of money previously received by the University under this Agreement, recover any sums of money then or thereafter due under the terms hereof and, in addition thereto, be entitled to any other damages or remedies at law or in equity. In the event of such breach, Licensee shall immediately vacate the Facility, and any property of Licensee may be removed by the University from the Facility, by force or otherwise.

17. BREACH OF AGREEMENT BY UNIVERSITY: In the event of a breach by the University of its obligations under this Agreement, the liability of the University shall be limited to repayment of the amount of any sums of money paid by Licensee or a pro-rated portion thereof.

18. NOTICES: Any notice required by this Agreement shall be hand-delivered, mailed first-class, postage prepaid, or delivered by commercial overnight delivery service to the addresses of the parties noted in this Agreement.

19. NON-DISCRIMINATION: The University does not discriminate against any person or group on the basis of race, color, religion, sex, national origin or disability in the admission to or enjoyment of the use of its facilities. Licensee shall not so discriminate.

20. MISCELLANEOUS: This Agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Pennsylvania irrespective of the conflict of laws principles of Pennsylvania or any other jurisdiction, contains the entire understanding between the parties with respect to Licensee's use of the Facility, and shall not be modified except by a written instrument signed by the parties hereto. The parties hereby submit to the jurisdiction of the courts of the Commonwealth of Pennsylvania and the Federal Court for the Eastern District of Pennsylvania for the resolution of any disputes relating to this Agreement. This Agreement is for the limited purposes set forth herein, and shall in no event be construed to establish a partnership, joint venture or any other relation between the parties other than owner-licensee.

21. CANCELLATION BY LICENSEE: If Licensee cancels the Event, Licensee shall pay all cancellation fees established by University.

22. PLEASE NOTE: It is required by the International Fire Code that all individuals attending your event be made aware of the location of emergency exits. For your convenience, please review the “suggested” announcement below. This announcement must be made just prior to the start of your event (with no more than 10 minutes prior to the start).  We ask that you designate a representative of your organization to make this announcement.

“Welcome to the University Center. In order to make this an enjoyable experience for all, please listen to the following announcements. Restrooms are located on the 3rd floor east side of the building and also in the west stairwell outside of Room 303 and 308 of this building. Also, please take note of the location of your nearest exit in the event of a fire or other emergency. In the event that a fire alarm is activated please do not use the elevator.  Thank you.”

 

 




 

Return to Guidelines

Welcome

Our Facilities

Holding an Event

Special Projects & Events

Student Affairs Links

The Hub