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.”
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