PURPOSE OF THIS DOCUMENT
This form is used by groups wishing to utilize space at the University of Houston Alumni Association. It outlines the policies and procedures on room rental and seeks to clarify what is provided by the University of Houston Alumni Association and what is required/expected of entities renting the facility.

Modifications and exceptions to these policies may be made at any time it is considered appropriate by the University of Houston Alumni Association's Board of Directors.

WHO CAN RENT THE FACILITY?
Any University of Houston (Main Campus) department or college, UH recognized student groups and University of Houston Alumni Association chartered groups may rent the facility. Additional eligible users include the UH Board of Regents, UH President's Office and the UH Athletics Department.

Non-related groups may rent the facility provided the event is sponsored by an eligible user (described above). The sponsor must participate in the event (e.g., provide a speaker for the program) and co-sign the last page of this document. The sponsor will be held liable for the actions of the sponsored group. This includes fiscal responsibilities for any and all damages to the building and its furnishings or fees incurred for overtime or extra cleaning.

HOURS OF OPERATION
The facility is available for use from 8:00 am to 10:00 pm, seven days a week during which the University is open. Events concluding after 10:00 pm, may be assessed an overtime fee of 15% of the agreed room rental fee.

The Alumni Center is NOT open during University Holidays.

SCHEDULING EVENTS IN THE ALUMNI CENTER
Events should be scheduled in advance, with a four (4) week minimum notice preferred. Conference space can be scheduled through the Coordinator of Reservations at the University of Houston Alumni Association between the hours of 8:00 a.m. to 5:00 p.m., Monday through Friday by calling 713.743.9558.

CANCELLATIONS
Cancellations must be made at least two (2) weeks in advance of your scheduled event. Failure to cancel will result in a “Failure to cancel fee” of 50% of the agreed rental fee. Future reservations will require a 50% deposit at the time the reservation is made.

WHAT FORMS OF PAYMENT ARE ACCEPTABLE?
HAO can accept payment by cash, check or credit card (Visa, MasterCard and American Express). No SCR's accepted. WHAT DO THE CHARGES COVER? Charges cover the room rental fee, set-up/re-setting of furniture (if applicable), basic cleaning services (i.e., vacuuming) and the services of a facility attendant (if applicable).

DO WE NEED TO PAY IN ADVANCE?
Room rental fees must be received at least 2 weeks before the scheduled event (or at the time of booking of rental if it is less than 2 weeks away). HAO reserves the right to cancel unpaid reservations without notice (if prior arrangements have not been made).

WHAT DOES THE FACILITY ATTENDANT DO?
If your event takes place outside of regular working hours or on a weekend, HAO will provide a facility attendant. This individual will be on hand to unlock the space you have rented 15-30 minutes before your reserved time as well as answer any questions you may have about the use of space. The facility attendant will lock-up after your event and serves as a witness that you left the facility in a satisfactory condition. HAO chartered groups can also request photocopies from the facility attendant.

WE NEED THE GREAT HALL SET-UP DIFFERENTLY, WHAT DO WE DO?
The Great Hall offers great flexibilty in furniture arrangement. You can use up to thirty (30) 72” round tables and three hundred (300) chairs. There are also a number of six foot (6ft) and eight foot (8ft) rectangular tables available. To request a particular set-up for the Great Hall, reserving parties must submit a diagram of what they need the room to look like, preferably two (2) weeks in advance of the event.

If changes to the set-up must be made, they can be done provided they are submitted at least 96 hours before the event.

Diagrams and changes can be submitted by fax to 713.743.9560 or by email to dwooley@central.uh.edu.

RENTER GUIDELINES
Any group reserving the Alumni Center must be the same group that will utilize the facility for the originally stated purpose.

At least one responsible person from the University/Alumni group must be present at the event from 15-30 minutes prior to your reserved time, until the event is completed. This person is responsible for leaving the Center facilities in satisfactory condition. This individual must identify themselves to the facility attendant and inform the facility attendant when the event is completed.

If the meeting room(s)/reception area(s) are not left in satisfactory condition, as determined by the Coordinator of Reservations, an additional clean-up charge or Physical Plant charge may be assessed.

The University department/Alumni group using or sponsoring a non-UH group's use of the facility is responsible for the actions of their guests. This responsibilty includes fiscal obligations for any and all damages to the building and its furnishings.

Event guests must remain in the area(s) of the Alumni Center reserved for their event.

Reserving parties are required to respect the times for which they have a reserved space. Once an event is completed and the space has been cleared, please vacate the premises so that our facility attendant can lock up and leave. You are free to use the open lobby area or terrace until the building closes at 10:00 pm. Parties not adhering to this request may be assessed an overtime fee of 15% of the agreed room rental fee.

CONDITIONS OF FACILITY USE
The Life Member Room (100A) and the Melcher Board Room (100B) are rented as is. Furniture in these rooms may not be rearranged.

Appropriate standards of dress and behavior will be observed at all times for events held in the Alumni Center.

No posters, charts, decorations, or other items are allowed to be attached (with tape, pushpins, etc.) to walls, doors, pillars, stairways, or hung from the ceilings or lighting fixtures.

The throwing of rice, birdseed, or confetti is not permitted in any area of the Alumni Center, including the terrace.

Animals are not allowed inside the Alumni Center except for those used to assist disabled individuals.

A University-wide no smoking policy is in effect inside the Alumni Center; smoking is limited to the outside terrace.

Sound amplication systems may not be used inside or outside the Alumni Center without approval from the Coordinator of Reservations. No amplified music may be played in the Great Hall between the hours of 8:00 am and 5:00 pm. Dances are not permitted in the Alumni Center.

Firearms and concealed weapons are forbidden on the University of Houston campus; this includes the Athletics/Alumni Center. HAO does NOT provide any audio-visual equipment.

Tablecloths and napkins for drinks must be used, with the exception of the Blomstrom Conference Room (Room 206), on all HAO tables where food/drinks will be served. Tablecloths can be plastic and can be provided by your caterer or belong to your group. HAO does not provide tablecloths.

HAO reserves the right to relocate events/meetings as deemed necessary.

SECURITY, PARKING AND TRAFFIC CONTROL
For any function of more than 200 people, a uniformed University of Houston Police Officer or Officers may be required based on the nature of the function. Arrangements of security may be made by contacting the UH Police Department at 713.743.0611.

Visitor parking may not be available during UH athletic events or certain large UH events (e.g., Commencement).

Limited parking in front of the Alumni Center and visitor parking around campus is available for $3 per vehicle. Those with valid UH/HAO parking stickers/hangtags can park in the lots designated on the reverse side of their hangtags.

Arrangements need to be made through the Office of Parking and Transportation at the time an event is arranged. Contact Mr. Clifford Kennedy, Field Enforcement Supervisor, at 713.743.5854.

LIABILITY
The University of Houston Alumni Association does not accept responsibility for damage to, or loss of, any merchandise, equipment, or articles left in the Alumni Center prior to, during, or following an event. If valuable items must be left anywhere in the building, it is reccomended that a security firm be retained at the reserving party's expense.

HAO is not responsible for damages or injury to persons caused by renter's arrangement with caterers, florists, bands, musicians, rental agencies, or other outside contractors.

The reserving party shall indemnify and hold harmless the University of Houston Alumni Association and the University of Houston System, and its component institutions, and their Regents, officers, employees, and agents from any claim for loss or damage arising out of the negligence or wrongful act or omission of the sponsoring organization, its agents, members or employees. Proof of insurance may be required.

FOOD AND BEVERAGE GUIDELINES
An agreement made between the University department/Alumni group and the caterer is separate and apart from the room reservation with the University of Houston Alumni Association.

The following full service caterers, as described below, are available to provide linens, some decorations, tableware, breakfast, lunch, dinner and catering for receptions in the Alumni Center.

In addition to the above caterers, the following drop-off caterers, as described below, are available for boxed lunches, fruit and vegetable trays, assorted cookie and danish trays.

Parties wishing to use outside caterers may do so provided the selected
caterer can provide the University of Houston Alumni Association with a certificate of
liability before the event date. Caterers who do not provide proof of liability
insurance will not be allowed to serve at the Alumni Center.

RESERVING PARTY'S RESPONSIBILITIES

1. See that all remaining food and beverages are removed from the facility.
2. See that all garbage (paper plates, plastic utensils, cups, soda cans, etc.) is discarded into garbage containers.
3. Caterers may NOT leave food or equipment overnight. It must be cleaned up and removed at the end of the event.
4. If additional cleaning services are deemed necessary by the University of Houston Alumni Association, the reserving party will be billed for the cost of said cleaning.
5. Facility must be left in satisfactory condition.

ALCOHOL SERVICE POLICY
The University of Houston Alumni Association does not hold a liquor license.

1. Alcohol may be distributed only through a caterer holding a valid liquor license permit and valid liquor liability insurance coverage. (Caterer must provide proof of coverage before event date).
2. Alcohol may be served only at private events.
3. No person under the age of 21 may consume alcohol in the Alumni Center.
4. The serving of alcohol will comply with the policies of the University of Houston's Board of Regents and the laws of the State of Texas and Harris County.
5. Additional security requirements may be imposed at the discretion of the Coordinator of Reservations when alcohol is served.