No animals shall be allowed in the Memorial Union. Any animals found must be removed by the owner. Guide or service dogs as deemed necessary by ADA and security dogs with handlers are exempt from this policy.

The Memorial Union Policy Board reserves the right to assign all office space and determine all use of floor space within the Union, subject to the approval of the University President or his/her designated representative.

Approval:
Recognized Student Organizations and university departments have the opportunity to display banners inside the Union after receiving approval from the Center for Student Involvement (CSI), Memorial Union lower level 014.
Only banners which advertise campus-wide events/activities/announcements sponsored by University organizations will be approved.  Banner locations will be reserved for the Homecoming banners contest during Homecoming.
Construction:
Banners may be no larger than 2-3 feet high and 6-7 feet wide.
Banners must be made out of paper (no bed sheets).
Criteria:
CSI will hang and remove the banners.
Banners may be displayed no longer than three weeks.
Location:
There are four locations inside the Union available for banner display:
Locations #1 & #2 – First floor lobby railing.
Locations #3 & #4 – Union Station staircase railing
Available Services:
Recognized Student Organizations may use CSI Poster Plus services (at a small charge) or use the CSI workroom supplies (free of charge) to create banners.
Banners outside of the Memorial Union (off-building):
Contact the Memorial Union Director, Memorial Union – 2nd floor 208 for approval and size requirements.

Bicycles shall remain outside the Memorial Union and should be secured to bicycle racks only. Skateboarding, rollerblading and /or roller skating are prohibited inside the building and on the steps and disabled ramps near the building.

back to list

Due to internal costs and inconveniences incurred by the Memorial Union and to ensure that the facilities are used properly and available for users, guests who fail to cancel their reserved space and do not show up are subject to warning letters. Student organizations will have letters sent to the student organization president and advisor. If this occurs more than once, a group may lose the privilege of using Memorial Union facilities for a period of time.

Memorial Union reserves the right to change and/or cancel a reservation or alter the use of other assigned space with the understanding that, at all times, every effort shall be made to provide comparable facilities.

Use of candles in the Union must be approved by the Union Director. Candles must not drip nor smoke and must be used with holders to catch any wax. Wax cleanup costs will be billed to the group.

Checks will be cashed in the Student Service Center per hours of operation. The check limit is $25.

Additional charges may be added for cleaning or repair. This includes carpet cleaning if spills occur, wall repairs if decorations are attached to the wall, and other repairs resulting from accidents or abuse. Applicable repair or replacement costs will be billed for any equipment damage.

A reservation booked by any group falls under the Conference/Seminar Room Use Policy when a registration fee is charged to participants using the room(s) and participation is open to on- and off-campus guests.

All groups, both on-campus and off-campus, will be charged meeting room fees when the above criteria are met.

Fees:

• $2.50 per delegate per day, when sponsored by a FHSU department or organization.
• $3.50 per delegate per day, for non-FHSU sponsored events
  
  Note: Fees are waived for FHSU students, faculty or staff in attendance
  
  **Complete list of Memorial Union Rates**

  back to list

Decorations for events in the Memorial Union must be approved in advance by the Memorial Union Administrative Office.

The use of tape, glue, thumbtacks or adhesive on the walls, ceilings, frames, chandeliers, columns, or staging for attaching any materials is not permitted unless by special permission from the Memorial Union Administrative Office. Paper that bleeds color when wet onto tables or tablecloths (crepe paper, astrobright paper) is not allowed.

back to list

No equipment will be loaned from the Memorial Union without permission from the Union Director.

Alcoholic Beverages

Fort Hays State University permits the serving of alcoholic beverages in the following designated non-classroom areas in buildings on the University campus:

• Memorial Union
• Robbins Center - FHSU Foundation and Alumni Association
• Dreiling Lobby at the Beach/Schmidt Performing Arts Center (Sheridan Hall)
• Hubbard Press Box
• Moss/Thorns Gallery of Art (Rarick Hall)
• Sternberg Museum, Seibel lobby and food service area
• Gross Memorial Coliseum (designated area for entertaining)

Liquor may only be served at luncheons, dinners or receptions which honor individuals and which occur in connection with official University events and/or fund-raising activities for University programs. The serving of alcohol at such events must be approved, in advance, by the President of Fort Hays State University..

Chartwells is curently the exclusive provider of dining services in the Memorial Union. Food may not be brought into the Memorial Union by any group or group of individuals other than Chartwells. Exceptions to this policy must be granted by the Memorial Union Director and the Dining Service Director and should be limited to such items as wedding cakes. Members of the University community may bring sack lunches into the Memorial Union.

Ethnic/International Food

With permission in advance from the directors of the Memorial Union and Food Service, certain food items may be brought into the Memorial Union for scheduled events when the food reflects a unique ethnic character.
 
Student Organization Menu and Discount

• Student organizations are offered a discount of 20% off regular listed prices on a special menu for snacks at meetings and events in the Memorial Union.  Campus departments, offices, faculty, staff, and community entities should refer to the Food Service Catering Guide for other items available at regular pricing.
• Orders over $125 will be delivered to the event location in the Union; however, the event will not be staffed. 
• Orders under $125 on weekdays must be picked up prior to 4 pm from the Union Food Service office on the first floor.  Orders under $125 on weekends must be picked up prior to 4 pm on the preceding Friday from the Union Food Service office on the first floor.
• Student organizations may opt to bring in outside food and supplies for meetings and events after 4 pm on weekdays and anytime on the weekend for small catering events (total food and supply cost less than $125).  Advance permission of the Food Service Director and the Memorial Union Director must be requested and granted through the completion of a food request form.   Student organizations that choose to bring in their own food to the Memorial Union will have no access to the Union Servery or food service equipment.  Abuse of this policy may result in the suspension of this privilege for the student organization in question.
• All requests must be placed five (5) business days in advance of the function. No changes/cancellations may be made to the guaranteed count three (3) or fewer business days in advance of service.  Late orders, last minute requests, and event cancellations with less than 3 business days notice may incur charges.
• Student organizations’ advisors must reserve the catered event and request the 20% discount at the time of booking.
• All items must be picked up at the catering office in the Memorial Union within 30 minutes of the event.
• All items will be served in disposable containers with all utensils, plates and napkins.
• All catering supplies (platters, tongs, pitchers etc.) must be returned to the catering office or charges will apply.

back to list

University student organizations, individuals or departments may not serve as “fronts” for off-campus groups in order to gain free use of meeting space for the off-campus user. Meetings and events reserved by FHSU student organizations, individuals or departments must fall under the following guidelines:

• The event/meeting must be conceptualized, planned, and managed by the University student organization or department and must truly be an organization or department initiative.
• A majority (over 50%) of those attending events/meetings scheduled by University student organizations or departments must be FHSU students, faculty or staff.
• Any costs associated with the event/meeting must be paid by the student organization and/or university department.

The Memorial Union will make the determination as to on-campus vs. off-campus sponsorship by considering the nature of the event, past experience with respect to similar events, type, and the nature of attendees.

back to list

The hours of operation during the fall and spring semester will be as approved by the Memorial Union Policy Board. The Bookstore hours will be extended during the first part of each semester. Vacation and summer hours will be determined by the Union Director based upon the needs of the University.

Reservations are made on a first-come, first served basis. Tables will be scheduled up to a maximum of 10 days at a time. An off-campus vendor is limited to a total of 5 days per semester. Fees are charged to off-campus groups for informational tables and if any items are for sale. Any rental charges are to be paid in advance Items to be distributed or for sale must be approved in advance by the Director, Memorial Union.

The Memorial Union and Fort Hays State University shall not be held responsible nor will assume responsibility for injury to individual person(s) or items lost, stolen or damaged in the Union.

back to list

All groups using the Memorial Union facilities are responsible for any and all damages in their reserved area(s). The Memorial Union reserves the right to bill any organization or department for damages or losses resulting from the use or misuse of the facilities or equipment.

The Memorial Union does not assume responsibility for damage or loss to any materials or equipment left in the building or in storage.

No property of the Memorial Union may be removed from the building without the consent of the Director of Memorial Union.

Visitors to campus attending events in Memorial Union may park in areas designated for visitor parking, 15- and 30-minute stalls, metered parking stalls or obtain a visitor permit from the University Police Department.

Groups should make arrangements in advance for parking accommodations. For further information, contact the Union Reservations Coordinator at 628-5305 or FHSU Police at 628-5304.

Visitors are required to observe the rules and regulations regarding restricted areas, staff parking stalls, yellow zones, etc. Permits are only valid when hung from the interior rearview mirror.

back to list

Fort Hays State University encourages political awareness among members of the campus community by recognizing the educational and civic merits of participation. Furthermore, the University is committed as an institution to strict neutrality regarding candidates and political events and to providing equality of treatment in so far as possible.

Candidates for political office wishing to reserve space in Memorial Union for a political rally open to the public are required to be sponsored by an appropriate campus organization and coordinate the event with the organization. Organizations may not utilize any other area except that which they have reserved.

1. The bulletin boards on the first floor across from the entrance to Union Station are the designated location in Memorial Union for displaying posters and flyers. The bulletin boards are identified with laminated signs at the top of each board as follows: BUY, SELL, RIDE AND RENT, and EVENTS AND NOTICES.

2. The BUY, SELL, RIDE AND RENT board is intended to display notices of items for sale or rent or to buy, or notices for people wanting rides or riders. The EVENTS AND NOTICES board displaces notices of events or information of local interest.

3. Postings are limited to one (1) flyer/poster per heading. The size of the posting is limited to no larger than 11” x 17.” Groups should place the flyer/poster under the appropriate heading on the bulletin boards.

4. Larger signs advertising campus events may be posted in the display signs both inside and outside Memorial Union. The size of the inside sign holder is 22” x 28,” and the size of the outside sign holder is 24” x 43.” Signs for these holders must be taken to the Center for Student Involvement Office (CSI), Lower Level Memorial Union, in advance for approval and posting.

5. No flyers/posters or signs shall be posted on the exterior of Memorial Union, nor on walls, doors or glass anywhere on the interior or exterior walls of Memorial Union without special approval by the Union Director.

6. Commercial businesses may not use the Memorial Union space for posting notices without prior approval from the Union Director.

7.  Table tents may be placed only in the seating areas of Union Station and Cody Commons, and must be taken to the Center for Student Involvement Office (CSI), Lower Level Memorial Union, in advance for approval and posting.

8. Table Tents can be no larger than a 4” x 6” or quarter sheet of flat letter paper (4” x 5.5”).  Only flat flyers in the approved plastic holder may be placed onto a table (table tents need to be cut to size).  Only eight table tents, each with a different message, are allowed per table.  Only one advertisement per event, announcement, or service is allowed. Advertisements for an event may be displayed for up to three (3) weeks in advance of the event. A maximum of 48 table tents (12 sheets of letter paper) may be displayed – approximately 28 in Union Station and 20 in Cody Commons.  Space is limited – first come first serve.
 
9. Posters/flyers or table tents will be cleared by CSI staff after event dates have passed, or 3 weeks following the posting date. Any flyers/posters or table tents will be removed that do not comply with these guidelines. The CSI will not accept the responsibility for any flyers/posters or table tents taken or removed.

10. During Homecoming king and queen candidate elections or Student Government Association elections, a separate bulletin board will be placed in the Union Station lobby. Each candidate may post one flyer or poster, no larger than 8 ½ by 11 inches.

11. Permission for exceptions to any of the above policies must be requested in writing to the Director, Memorial Union.

12.  Organizations who violate the notices, signs and tent card policies will be notified and asked to comply with the policy.   If a violation occurs a second time, the organization may lose the privilege of posting notices, signs or tent cards in the Memorial Union.

back to list

Memorial Union facilities are available on a first-come, first-served basis. Major annual University events will receive priority scheduling. FHSU student groups, faculty and university-sponsored groups are encouraged to make reservations as early as possible, up to one year in advance.

Room reservation requests should be made in person in the Memorial Union Administrative Office, by phone at (785) 628-5305, or by e-mail to lpullman@fhsu.edu. Requests should be made at lease 72 hours prior to a requested date. Requests made less than 72 hours in advance are subject to availability.
( Website information: http://www.fhsu.edu/union/rooms.shtml)

Classes may be scheduled occasionally in the Memorial Union so long as there is no conflict with other Union uses. Permanent scheduling of classes is prohibited

A $25 per hour charge will be assessed for any hours requested beyond the normal operating hours of the Memorial Union. This will include campus groups as well as off-campus groups who request the Union to be open beyond the normal hours of operation. Student organizations are exempt from this fee.

Changes or cancellations can be made by phone or in person by the contact person who made the original reservation.

back to list

The Memorial Union reserves the right to deny access to any group promoting products or services which are in direct competition with current interests within the Union building. The Memorial Union also retains the right to deny access to any group based upon the needs and/or best interests of Fort Hays State University.

The sponsoring organization/department of an event hosted with the Memorial Union is responsible for the safety of persons attending. Attendance at all events is limited to the number of fixed seats in the rooms or established capacities of rooms as dictated by fire and safety codes. Standing in the aisles during any program is prohibited except for persons working the event.

All materials used for decorations must be fire retardant or flame proof in accordance with University regulations.

Exits must open readily and be accessible at all times. During the period of use, no required exit door may be fastened so that the door cannot be opened readily from the inside by use of ordinary doorknob or by pressure on the crash bar. Exit ways serving the room must be adequately lighted during all times that the room is occupied.

back to list

Events that are considered student recruitment opportunities by a department are given special consideration when using the Memorial Union. These types of activities will be permitted to use the Memorial Union at no charge.

The Memorial Union requires that there is a campus representative of the sponsoring Fort Hays State University department/organization at the event at all times. Participation of the Admissions Office must be requested. Departments will be required to present an email to the Memorial Union office stating this request from Admissions with their confirmation as a student recruitment event. Representation at the event by the Admissions Office should minimally include a presentation at the event about FHSU by an Admissions Office representative, as well as a display table with materials present throughout the event.

When planning fund raising projects, registered student organizations must follow the University Solicitation Policy. It is against University policy for anyone to solicit, peddle, canvass, or otherwise engage in contacting faculty, staff, or students for any purpose not specifically approved in advance by University authorities. Campaigners, salespeople, and others desirous of solicitation activities should be reported immediately to the Office of Student Affairs.

Sales of products and services in Memorial Union by individuals, partnerships, corporations, or other such entities not associated with or related to the university must be approved in advance by the Director of Memorial Union.

back to list

It is the policy of Fort Hays State University to prohibit use of tobacco products in all campus buildings, including Memorial Union. Furthermore, the southeast entrance to the Memorial Union has been designated as a non-smoking entrance.

Any person who engages in misconduct in the Memorial Union may be requested to leave the premises. In the event that any person(s) engaged in misconduct refuses to leave the premises, FHSU police assistance will be requested. Student may also be subject to the student code of conduct.

Misconduct shall be defined as behavior which in any way defaces or damages the premises, or obstructs or interferes with the intended use of the premises. Federal and state law, city ordinances and University policies apply.

Student Code of Conduct--As stated in Article VI of the FHSU Bill of Student Rights and Responsibilities, the University has a duty to establish the rules and policies that all students are required to follow. Students have a right to expect enforcement of these rules and policies. The University also has a right to expect students to abide by them as befits responsible students as members of the learning community.  Students shall abide by the Student Code of Conduct and administrators, faculty and staff are expected to enforce them. For more information about procedures regarding the enforcement of this code of conduct, consult the section of this Student Handbook entitled "Individual Student Discipline Procedures" or visit the web at:  http://www.fhsu.edu/judicial/code.shtml

Rain site reservations in Memorial Union may be made if there is weather-related concern for events scheduled outside. All rain site reservations must be made in advance and cancelled if not needed at least five hours prior to the scheduled start of the event.

back to list

Memorial Union facilities are available for use for weddings and receptions. The following guidelines apply:

• The rental fee for use of Memorial Union for weddings and receptions is due two weeks prior to the event.
• No rice, birdseed, flower petals or other substances that can either stain, mar or become imbedded in the carpet or floor may be used in or outside of Memorial Union.
• All delivery of items is the responsibility of the organizers of the event and a designated individual from the event must be present to receive the delivery.
• The storage or setup of items in the rooms must be coordinated with the Memorial Union Reservations Coordinator. Storage is subject to availability. Permission must be obtained if storage is needed past the end of the event. The Memorial Union is not responsible for any damage, theft, or loss of any items left or stored in the facility.
• Containers holding water or ice (coolers, fountains, etc.) may not be placed on wooden floors.