Memorial Student Union Policies
Animals and/or pets are not permitted in the Memorial Student Union unless they are service animals such as Seeing Eye dogs. Aquatic animals and other types of caged/aquarium dwelling creatures are included in this policy.
No banner hung may be larger than 4 x 8 feet. Banners must be on one twin sheet and are permitted for display on the outside of Stallings Ballroom and the south entrance only. Banners inside the Memorial Student Union will be hung on the Exhibit Hall landing. No more than six banners may reserve to hang there at any one time. Banners must advertise a confirmed upcoming event and cannot be statements of support philosophy. The finished banner must also be approved by the University Events Center. The Memorial Student Union staff will hang the banners on a first-come, first-served basis.
Only weighted helium filled balloons or weighted balloon trees and arches may be used for events within the building to prevent balloons from going into light fixtures and ceilings.
BICYCLES, SKATES, SKATEBOARDS, ETC.
The use of bicycles, skates, skateboards, sneaker skates and other wheeled recreational vehicles is prohibited inside Memorial Student Union. Bicycles must be left outside and secured to the bike racks provided.
Candles and open-flame devices (including incense) are prohibited by Fire Code. Organizations with requirements for candles during formal functions may purchase battery-operated "candles" which are suitable for such purposes. The only candles permitted in the Union are those that are encased whether it is tea light candles in a globe or stick candles in a cylinder glass casing. The encasing has to be at least 2 to 3 inches higher than the flame.
DEADLINE FOR EVENT INFORMATION
All setup requests and decorations should be discussed in detail with Memorial Student Union Scheduler and/or Guest Services Manager or Union Coordinator at least 10 days prior to the event. The Guest Services Manager or Union Coordinator will contact you within the 10-day window to assist in making sure all details are in place prior to the day of the event. Please note that all changes to your event or event cancellations need to be done 72 hours (business days) before your event takes place. The Memorial Student Union reserves the right not to make any changes the day of the event.
48 HOUR OR LESS EVENT REQUEST
Any events submitted 48 hours or less will need to be approved by the Memorial Student Union Administration. Set ups already in place if available will be confirmed as is for your event. If a setup is required for this event, the Memorial Student Union at their discretion reserves the right to deny the request.
The Memorial Student Union Scheduler, Union Coordinator or the Guest Services Manager must approve all decorations used in the Union prior to the event. No decorations are to be fastened to the walls and/or ceiling with nails or tacks, curtains covering the windows, floor or stage areas. Decorations utilizing water are not permitted for examples fish ponds or water fountains other than drink fountains and table centerpiece globes.
All decorations must be removed immediately following each function. Any further questions concerning decorations can be directed to the Executive Director or Associate Director for clarification. All decorations must meet minimum safety standards as interpreted by staff. Fire codes prohibit the use of hay, straw, cornstalks, or other dry tinder in the ballroom.
All persons bringing rental equipment into the Union will need to be available to receive such equipment for that particular event, including flower deliveries, table dressings, etc. Rental equipment MUST be brought during set-up or pre-event time and must be taken out at the conclusion of the event. The Union is not responsible for storing rental equipment that is not picked up once your event is concluded. This responsibility will be left to the customer to arrange a drop off and pick up time for all rental equipment.
PAINT, GLITTER, COTTON, GLUE, SAND AND TAPE
Paint, glitter, cotton, glue, sand and tape materials are not permitted inside the Memorial Student Union. Painting/spray painting decorations or persons is not permitted during any event in the Memorial Student Union both inside and outside the building (example: painting your poster, spray painting leaves, body painting, etc. on the Memorial Student property). If your decorations are painted before your event you are permitted to use them at that time. Tape cannot be placed on the walls in the Memorial Student Union. The use of these items will result in a housekeeping charge.
The Memorial Student Union reserves the right to charge a housekeeping charge to any group using any kind of decoration that may permanently change the appearance of the room.
EVENING/WEEKEND MANAGEMENT TEAM
The Evening/Weekend Management Team consists of the Union Coordinator, Housekeeping and the Student Building Managers. They act on behalf of the Memorial Student Union’s full-time professional administrative personnel during their absence. These periods include evenings and weekends, special events, holidays, etc. The team is charged with interpreting and applying Memorial Student Union and North Carolina A&T State University policies and state laws (i.e., fire code violations). They have full authority of the administrative staff to make decisions regarding all operations and events within the Memorial Student Union while on duty.
Memorial Student Union staff members are not event managers per se; rather they manage events in the facility to ensure the goals of our mission and the safety of all patrons.
RESPONSIBILITIES OF THE SPONSORS
- Monitor behavior and assist guests at the event.
- Ensure that the artist/service abides by all agreements designated in the contract agreed to by the sponsor and the artist/service.
- To abide by all university policies applicable to the event.
- To work cooperatively with the Memorial Student Union Administration and staff during the event.
- To open the event and close the event at times previously agreed to during the scheduling process. If there are minor schedule changes, the sponsor should work with the Union’s Administration and the University Event Center to establish mutually agreeable times. The Union’s Administration has the responsibility to make the final decision regarding event times.
- To adhere to all agreed upon terms as stated on the facility request form.
RESPONSIBILITY OF THE MEMORIAL STUDENT UNION STAFF
- To assist the event sponsor in working with the artist while performing at North Carolina A&T State University.
- To assist the event sponsor in monitoring behaviors and assisting guests at the event.
- To provide appropriate services and staffing as required.
- To make appropriate decisions concerning university policy during the event.
No flyer may be larger than 11 x 17 inches, and posters may be no larger than 24 x 26 inches. Self-adhesive flyers/posters are prohibited. Flyers are to be stamped and approved by the Office of Student Development (Murphy Hall, Rm. 102). Flyers within the Memorial Student Union may be hung on bulletin boards or placed at the Information Desk only. If flyers are not stamped they will be removed immediately.
The Memorial Student Union allows up to 6 tables in the Stallings Ballroom Lobby (including the mural) and up to 3 tables in the Exhibit Hall Lobby to be used for vending, fundraising and information purposes. Student organizations must follow the policy statement on fundraising through the Office of Student Development.
Outside vendors must pay a vendor fee of $100.00 via the University Event Center in order to secure a table for retail.
Information tables are for University use only and may be reserved by recognized student organizations and University departments, free of charge, to distribute information.
ICE MACHINE USE
The Memorial Student Union has an ice machine located on the main level in the Exhibit Hall and Stallings Ballroom pantries. The use of the machine/obtaining ice from the machine is primarily for events in the building that need ice. Groups that are not sponsors of events in the building can obtain ice at the discretion of the on duty management.
Groups must clean up after themselves. This includes straightening furniture, disposing of trash into trash receptacles, sweeping, washing tables, etc. as necessary. Any organization that fails to leave the facility in an acceptable condition will be billed for cleaning and/or damage and may jeopardize its privilege to reserve facilities in the future. The Associate Director or the Executive Director of the Memorial Student Union will notify violators of such charges. Any damages to facilities or equipment should be reported immediately. It is suggested that you check with room 100 or the on-duty Union Coordinator/Student Building Manager before departing the premises to be sure that you are leaving the area in suitable condition.
Rooms are available approximately 15 minutes before the event/meeting unless scheduled differently by the Union Scheduler ahead of time. It is essential that all meetings terminate at the appointed times to facilitate the next event.
Table tents are allowed on the tables in the Exhibit Hall and Stallings Ballroom lobby. Table tents can be no larger than one 8 ½” x 11” piece of paper and must be in tent form. Pieces of unfolded paper simply laid on the tables will be removed. Any paper left on any furniture in areas other than those described above will be removed. Table tents must be placed by the sponsoring organization(s) after approval is given by the Memorial Union staff.
A request form for wine only at weddings/wedding receptions only can be obtained upon confirmation of your event and facility by the Union Scheduler. In which approval has to be granted by the Vice Chancellor for Student Affairs and the Chancellor of N.C. A&T S. U.
*Memorial Union 48 Hour Space Request Policy
Customers requesting space in the Memorial Union less than 48 hours out must follow the steps below:
*This policy does not include events involving fundraising or ticket sales. Events requiring logistical support including but not limited to security, ticket office personnel, university event center event managers, University Event Center audio/visual services, and physical plant support, etc. must go through the University Event Center for processing.
All questions or concerns associated with this policy may be directed to the Memorial Union director and/or the associate director for university events.