Scheduling Space in Smith Memorial Student Union

This policy is subject to change by the Smith Memorial Student Union administration. Last updated August 18, 2008. In order for student organizations to schedule space on the PSU campus your group must be officially recognized. A scheduling request must be completed online and approved by a SALP Advisor at least five business days in advance of the request to be considered. The request will be filled based on space availability. Student organizations may reserve spaces up to a year in advance.

Priorities for Reserving Meeting and Activity Space
Acting under the Portland State University Campus Scheduling Policy, the Smith Memorial Center Advisory Board established the following priorities for reserving meeting and activity space in Smith Center.

Use of space
Non-instructional use of space will be scheduled based upon the priorities described below. At the time an event is scheduled, the Scheduling Office will advise the user of the established priorities and displacement rights.

Definition of "priority." For purposes of this section, "priority" describes the class of user who has exclusive access to space for a period of time, or who can displace other classes of user under certain circumstances.

Exclusive Access: The Registrar's office shall have exclusive access to schedule general purpose classrooms as described in the campus "Classroom Scheduling and Utilization Policy." No other user shall have exclusive access to any general or limited use space unless the user has received written approval from the Provost (for academic units) or Vice President for Finance and Administration (for non-academic units).

Right to displace: In the event of simultaneous requests for a given space, the user who fits the higher priority class shall have its request processed first. In the event of non-simultaneous requests for space, a higher priority user may displace a lower priority user who has a prior space reservation under the following circumstances:

Where the scheduling office determines that a suitable alternative is available on campus for the lower priority user; and

Where the Scheduling Office determines that the displacement will not create an undue hardship on the lower priority user (taking into consideration factors such as deposits and fees already paid, publicity and other event planning considerations).

Additionally, the Provost (for academic units) or Vice President for Finance and Administration (for non-academic units) may approve in writing other displacement criteria for particular limited use spaces.

Priorities:

Instructional Space (e.g. a general use classroom):

First Priority: Internal instructional use;
Second Priority: Non-instructional use by priority internal users;
Third Priority: Non-instructional use by non-priority internal users;
Fourth Priority: Use by approved external users.

Non-instructional Space (e.g. SMC, some of HPE):

First Priority: Non-instructional use by priority users;
Second Priority: Instructional and Non-instructional use by non-priority internal users;
Third Priority: Use by approved external users.

Priority Users
1. The following major University Events will be scheduled by the Campus Events Scheduling Staff before accepting any other request for that time.

June and August Commencement Activities
New Student Convocation
New Student Week and Party in the Park
Oregon University System Meetings
PSU Preview Day
PSU Weekend
Summer Orientation

2. All registered and funded student organizations can reserve space in Smith Center up to one year and three months in advance of the event.

3. All University and faculty Staff organizations can reserve space up to one year and two months in advance of the event.

4. Non-University groups that traditionally have scheduled space in Smith Center can reserve space one year and one month in advance of the event.

5. Other non-University groups may reserve space one year in advance of the event.

Assessing Appropriate User Fees
Fees charged to internal users will differ from fees charged to external users, based upon an approved campus-wide fee schedule. For purposes of assessing fees, the following categories will apply:

Purely Internal User/Event
This category includes any event or activity put on exclusively by a University department, unit, committee, recognized or registered program or organization and intended for members of the University community. Purely Internal users will be able to use space and services at the lowest practical cost and, where possible, at no cost. However, any event with a registration fee may be charged for the use of facilities based upon the approved user fee schedule, as applied by the Scheduling Office.

Hosted Events
This term describes an event or activity put on exclusively by an internal user where external users are invited to participate. To be a hosted event or activity, it must be completely planned, controlled and managed by the internal user and must substantially benefit the internal user and/or the campus community. All scheduling, service and event-management negotiations must take place between the internal user and the university. Hosted events and activities are charged on the same basis as purely internal events and activities.

Purely External User Event
This category applies to any event or activity put on by a user who does not fit the definition of "Internal User." Purely external events would be charged at the full cost (including indirect costs) associated with using University facilities.

Co-sponsored Events
This category applies to any event or activity where both internal and external users share any degree of responsibility for its planning, control and/or management. Fees for co-sponsored events and activities would be determined based upon information contained in a required written agreement between the co-sponsors that would define their mutual responsibilities. In determining appropriate fees, the University will look at all relevant factors, including but not limited to the following:

The degree to which the event promotes the purposes and goals of the internal user and the University;
The degree to which the internal user controls the event planning, organization, preparation, management and staffing;
Whether the internal user agrees to be financially responsible for the event or activity;
The degree to which the event is geared toward a campus audience;
Whether there is an admission charge and whether the charge is calculated to collect more than the anticipated direct expenses;
Whether the internal user receives some or all of the event proceeds

Conditions
The Scheduling Office staff will honor requests in each category on a first come first serve basis. The staff reserves the right to assign meetings and events to those rooms that, in their judgment, best accommodate the requested event. The Scheduling Office may, in exceptional circumstances, honor special requests from University organizations for major activities that require a commitment of space in excess of the normal lead time (e.g. a special one-time event or conference). Exceptions to the above time lines may only be approved by the Director of Smith Memorial Student Union.

Amplified Sound in Park Blocks
Any event that occurs in the Park Blocks must limit amplified sound from 12 noon to 1 PM. Events with sound amplification outside the hours of noon and 1pm will not be approved without a Noise Variance Permit from the city and special consideration taken to the needs of the campus community. The City of Portland Noise Ordinance and University policy determine that the decibel level of sound cannot be more than 70 decibels at the perimeter of the event (the corners of 9th and Harrison, 9th and Montgomery, Park and Harrison, and Park and Montgomery). These levels must be observed at all times. If scheduling the Park Blocks, you must list what type of equipment will be used for sound amplification.

Ballroom (Smith 355) Reservations
The Smith Ballroom may be reserved for one event per academic term. Additional events the Ballroom may be requested, but the requesting organization will be charged for additional bookings at the internal rate. If rehearsal time is needed, up to one rehearsal per Ballroom event may be granted if the Ballroom is not already reserved for the dates needed.

Cancellation Policy

As the University has a fixed number of meeting and event facilities, it is essential that event planners utilize these resources with care. Meeting and event space that is reserved and not canceled in a timely manner reduces the opportunity for others to utilize these resources. Cancellations need to be made, whenever possible, either within 48 hours of the request or 21 days in advance of the event. Recognized student organizations will not be charged a cancellation fee. Event Scheduling  will be withholding scheduling privileges for the current and following  school term for any recognized student group that has three (3) No-Shows in a term. Event Scheduling will warn the student group of this penalty after each No-Show they accrue, and notify them and SALP when the penalty is enforced. Event Scheduling will not book any requests from a sanctioned group while the penalty is in force. SALP Advisors should also inform the student group that the penalty is in force if and when sanctioned groups try to fill out a space request form during their penalty period.