The policies and procedures outlined here apply to all Event Management venues. Venues include:
Be aware that venues are not formally reserved until official confirmation is issued from the Department of Event Management.
The Department of Event Management allows reservations from the following groups:
The Event Management office is open Monday-Friday from 8:00 AM to 5:00 PM.
Reservations beginning before 8 AM or after 5 PM are subject to an Extended Operating Hours fee of $50 per hour and will be approved on a case-by-case basis.
All activities must conclude at least thirty minutes prior to the posted facility closing time (or the agreed-upon Extended Operating Hours) so that groups can remove belongings and vacate the premises in a timely fashion.
Registered Student Organizations
University Departments
Sponsored Groups/Programs
Departmental sponsorship is indicated by a standard of active involvement. The activity must relate to the department's mission and/or fall within the department's regular or recurring sphere of activity.
Incidental fees and rental fees for miscellaneous items not including venue rental costs will apply, as outlined in Event Management policies, and the sponsoring department or student group agrees to submit payment prior to the event
Sponsored groups must complete a Facility Use Agreement, regardless of whether the venue rental fee is waived.
Incidental fees for cleaning, extended operating hours, equipment rental, etc., will apply.
Space Usage/Space Assignments
Reservations are valid only for the spaces and times indicated on the official confirmation document. (Please make sure that you allow enough time to adequately prepare inside the space.)
Reservations may not overflow into nearby spaces, lounges, or walkways, or into rooms not included on the reservation.
Furniture, plants, or fixtures in any University building may not be arranged or moved without prior consent from Event Management.
Event Management reserves the right to reassign spaces to serve the greatest number of programs and services. Event Management will provide prompt notification regarding any changes. Again, no reservation request should be considered a final reservation until an official confirmation is received via email from Event Management.
Event Management venues will follow the Lamar University academic calendar and close for indicated periods therein.
Frequency
Events will be defined as single-day, multi-day (on consecutive days), and recurring.
Registered student groups and Lamar University Departments/Colleges may be allowed (1) reservation consisting of multiple consecutive days per semester in each Event Management venue. The maximum number of consecutive days per reseravation is four. After four days, Registered Student Groups and Lamar University Departments/College will be subject to standard venue rental fees for use of the space at the rate defined in the fee schedule.
Multi-day events will be confirmed at the discretion of Event Management based on existing reservations and other miscellaneous factors.
Registered Student Groups may not use Event Management facilities for recurring events such as Student Government meetings, club meetings, Panhellenic initiations, etc.
Lamar University Departments/Colleges may use Event Management facilities for recurring events at the discretion of Event Management and based on existing reservations/availability. Again, Event Management reserves the right to reassign venues to best serve the greatest number of programs and services, based on availability, emerging conflicts, and use of the space for revenue-generating events.
Submission
All reservation requests must be submitted no less than 14 days prior to the planned reservation date. Events with more than 100 persons should be submittted as many as 21 days prior to the event.
Changes
Changes to the layout can be made up to 48 hours prior to the event with no penalty.
Cancellations
Cancellations may be made at any time, but cancellations made within 48 hours of the event may result in a policy violation fee. It is your responsibility to notify Event Management (and other vendors such as Chartwells) that your event is cancelled. No-shows will receive an automatic policy violation.
No activities in violation of federal, state, or local laws and ordinances will be permitted. Likewise, all groups must follow rules and regulations adopted by Lamar University, the Texas State University System, and the Department of Event Management.
Students must adhere at all times to the Code of Conduct.
Each group agrees not to bring any materials, substances, equipment, or objects which may cause damage to the facility or endanger the life of or cause bodily harm to any person in the facility.
Groups shall not engage in activities considered to be disruptive or harassing in nature.
Physical/verbal altercations, injuries, destruction of property, threats to public safety or other personnel, etc., shall result in immediate termination of the event.
At no time should anything be stuck to tables, walls, or any other permanent part of the venue.
Prohibited items include but are not limited to:
Exceptions
The Office of Event Management reserves the right to make exemptions to any of these policies at the discretion of the Division of Campus Operations and the Office of the President, as is deemed appropriate and in-line with the missions of the venue and Lamar University.
Violations
Violation of Event Management or Lamar University policies may result in a violation fee per violation and/or a probation of up to nine months Additionally, Event Management reserves the right to terminate any reservation at any time due to violation of policies or agreements. If this is done, rental fees and incidental fees may still be assessed based on costs incurred.
Appeals
Any appeals of policies or violations must be submitted in writing to Event Management via email. The appeals will be reviewed by Event Management and the Division of Campus Operations. All decisions are final.
Emergencies
In the event of emergency, the procedures outlined in Risk Management's Emergency Procedures document shall be followed.
Access to fire suppression equipment, means of egress, emergency signage or lighting, and heating and air conditioning vents shall not be covered or obstructed at any time.
Groups are not permitted to run electrical, sound, video, or other cables through doorways or walking paths. All cables must be covered to prevent persons from tripping over them and to prevent damage to cables.
Security
Lamar University Police will assign Police/Safety personnel based on critical risk factors, listed below, at a ratio of one personnel member per 100 attendees. However, LUP will make staffing decisions based on other risk factors as appropriate.
Critical Risk Factors
Groups that plan to collect over $100 in cash during an event will be required to have a minimum of one (1) university police officer or campus safety officer. Additionally, any event with an estimated attendance over 100 persons, which meets at least one of the following risk factors will be reviewed:
Technical Event Support
The Office of Event Management may provide certain electronic equipment in its venues, but is not responsible for testing, troubleshooting, or providing technical support during events. Please make arrangements with our office to test media prior to your event.
Event hosts are responsible for providing a laptop or requesting one from Media Services. Please request support from Media Services if you plan to livestream your event or host a conference video/call.
Media Services
The use of some University audio/visual equipment will require on-site technical staff to operate. Additionally, groups may request event support staff to be available for the duration of an event. To arrange these services, request assistance from Media Services directly via the form on its web page.
Lighting
Except for the area in use, where the house lights can be dimmed for an event, all remaining areas of the building are to stay fully illuminated during regular operating hours and Extended Operating Hours. All lighting shall be controlled by Event Management and may not be altered by the group without consent. If strobe or similar lighting is used during an event, signage must be posted at the entrance with a warning about the lighting effects.
Sound
Only designated university personnel shall operate University audio equipment and shall determine acceptable sound limits to be maintained during the event.
External Vendor Equipment
Groups are solely responsible for arranging all production needs not met by the University. Event Management must receive in writing any additional production equipment procured by the group at least fourteen (14) days prior to the event in order to ensure special accommodations can be reviewed.
Disc Jockeys and Bands
DJ's, bands, and other vendors must provide all their own equipment. Event Management will not provide any equipment other than tables, chairs, and extension cords. Failure of a DJ, band, or vendor to provide their own equipment will prohibit the vendor from conducting business with the University for eighteen (18) months. The group will be charged with a policy violation fee.
Event hosts and speakers are welcome to provide their own laptops but Mac users should try to bring any necessary adapters.
Lamar University is equipped with WiFi but event hosts should make every effort to test media during normal business hours the day prior to an event. A follow-up test is highly-recommended before 3 pm on the day of the event.
Events that occur after-hours may not have the full benefit of IT support unless the event host has made arrangements for a representative from Media Services to be present.
Decorations
The installation of decorations is prohibited on doors, windows, walls, and ceilings is prohibited. All decoration plans must be submitted in writing fourteen (14) days prior for consideration. All design and construction must be done off site.
Storage
Decorations and equipment may be stored before or after a reservation only with the approval of Event Management. Upon conclusion of the reservation, all decoration and equipment must be removed from the space. The removal period is at the discretion of Event Management and may immediately follow an event or take place on the next business day during regular business hours. Any items remaining without approval will be discarded. Neither trash containers nor dumpsters on campus shall be used by the group to discard items.
Catering
Catering on the 8th Floor is provided exclusively by Cardinal Catering (Chartwells).
For catering in the Executive Event Space or CICE Training Room(s) 113, it is strongly recommended that you select Cardinal Catering (Chartwells) for your event. Chartwells has access to all campus locations and infrastructure in place on campus to provide efficient and cost-effective service.
If using another caterer- including restaurants which provide sandwich/fruit/deli trays- the following criteria must be met:
"Potluck" dining or food prepared at home is strictly prohibited in all Event Management venues.
Guest Count
Event Management will provide seating for up to 5% over your final guest count. No additional seating will be provided. It is the host's responsibility to advise Event Management and the caterer of any changes to your guest count as soon as possible.
Social events with alcohol are subject to both Lamar University policies and the codes established by the Texas Alcoholic Beverage Commission:
Weddings and receptions may be hosted on the 8th Floor of the Mary and John Gray Library from mid-May to mid-August.
Explanation of Rates and Purchased Time
Pricing includes use of all three rooms for a four-hour event plus eight (8) hours of additional setup time and one additional hour to remove all personal items. If hosting a wedding and reception, an additional hour is available on the night before the wedding for rehearsal. Also included:
All other items, inlcuding the dance floor, linens, and décor items are available for rent.
Purchasing Additional Time
Additional time may be purchased at the rate of $100 per hour at the discretion of Event Management.
Electronic invitations may be sent in lieu of or in addtion to print invitations. To request an electronic invitation for your Lamar event, please complete an Invitation Request Form. Invitations should be made at least twenty (20) business days ahead of your event for best results. If your event is fourteen (14) or fewer days away, consider a Campus Announcement.
To learn more about what you need to submit your request, please visit our page on Creating Invitations.
To better understand the timeline for your event and when to send invitations, Start Here to Plan Your Event.