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To charge or not?
Deborah Hoefer(dhoefer)
Posted: Monday, March 12, 2012 4:23 PM
Joined: 4/17/2007
Posts: 61

We are beginning to see community folks reserving our ballroom and loosely tie a student club or organization to the reservation so they can get the space for free. Sometimes the on campus club, org or department are legitimate sponsors, sometimes they are not. We have a "fronting" policy, but sometimes we don't realize the extent of the fronting until just before the event.


We are also seeing that many of these events are charging students for admittance to the event. I know at one time while researching pricing structures I saw some institutions charged the student group if the group was charging for tickets or admittance. If you have any language that speaks to this, and would not mind sharing, it will help as I try to develop a tighter procedure for reserving our space.


Any other thoughts or insight is also appreciated.


Thanks in advance!

Benjamin Hopkins(bhopkins)
Posted: Wednesday, March 28, 2012 12:19 PM
Joined: 11/26/2009
Posts: 4

Hi Deborah!


We are going back through our reservation policy but we do have some similarities. We charge for space if the event is externally facing or if the group reserving it is charging students.


Hope that helps, I'll pass on additional info as we develop our policy.



Nora Molloy(59857)
Posted: Monday, April 16, 2012 8:57 AM
Joined: 11/30/2011
Posts: 84

Our student groups or departments risk losing their privilege of using the space in the building if they violate policies by fronting. We do occasionally have people slip it by us until it is too late, but by calling them out on it, it at the very least prevents it from happening again. Ask a lot of questions at time of reservation and require that the on campus department or student org does the main communication through the planning process. 

Nora Molloy

UNH Durham

Dan McDaniel(mcdanieldj)
Posted: Friday, May 18, 2012 3:12 PM
Joined: 4/19/2007
Posts: 21

We were having a similar problem. The way we went was that a member of the student group had to be the POC for the event.  That student is the only person we communicate with for the event.  The "off campus" groups got frustrated with their student group rep.  During the event the student group POC has to be there and that is the only person our staff deals with for the event.
Kim Zafft(zafft)
Posted: Friday, May 18, 2012 4:28 PM
Joined: 1/31/2008
Posts: 24

We have similar problems. We try to require the sponsoring RSO to be our POC. The majority of attendees must also be students, staff or faculty.  Obviously this is difficult to manage but our events coordintor trys to pay attention and if there is a violation we talk to the customer and make a note of the problem for future years.  If an event charges admission there is always a fee.  Our fee structure is broken down in this way:

Classification I - Qualifying groups and activities include UW recognized student clubs and organizations, or fund-raising activities or other activities not involving commercial entities. Non-profit organizations and Wyoming state agencies sponsored by a recognized student organization, with participants primarily students; faculty and staff qualify under this category.


Classification II - Qualifying groups and activities include faculty or staff work-related meetings, events or conferences sponsored by a UW Department. Non-profit organizations and Wyoming state agencies activities sponsored by a UW Department with participants primarily students; faculty and staff qualify under this category.


Classification III – Qualifying groups and activities include University departments, recognized student clubs and organizations co-sponsoring events with commercial entities or EVENTS WHERE ADMISSION IS CHARGED. Non-profit organizations and Wyoming state agencies, not primarily involving students, faculty and staff and regional or national student or department educational conferences qualify under this category.


Classification IV – Commercial off-campus groups.



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