USC Facility
Policies

Please direct any questions regarding these policies to the Director for University Student Centers by calling 302-831-1036 or by visiting 115 Perkins Student Center.

The following policies apply to the facilities for which the University Student Centers under the Student Life Division are responsible. These facilities include the Perkins Student Center, the Trabant University Center, the Harrington and Laird Artificial Turfs, and the Academic Spaces reserved by the USC for the purposes of recognized student organization usage. The policies apply to all guests of the facilities including all members of the University community as well as non-University guests. Unless otherwise noted, the term “student organization” refers to any University recognized student group.

Please direct any questions regarding these policies to the Director for University Student Centers by calling 302-831-1036 or by visiting 115 Perkins Student Center.

University Guests and Visitors Use of the University Student Centers

In keeping with a resolution of the University Board of Trustees, the University campus and facilities are special-purpose buildings and grounds, and they are not open to the public generally. Affirming that resolution, the following policies are specific to guests and visitors of the University Student Centers:

  • An invited guest is one who can be identified as having been extended an invitation to visit the University Student Centers by the University, a University department or a member of the University, for a specific occasion, conference, special function, tour, or official visit or program taking place in either Student Center.
  • Guests who are invited by a member of the University to visit either Student Center as described above are limited to the specific occasion for which they were invited and must be accompanied by a host while in either Student Center.
  • A visitor is a person who occasionally uses either Student Centers’ services and facilities but who has not been invited.
  • An individual making regular and repeated use of either Student Center and its immediate environs (patio and parking lot) will not be regarded as an invited guest or visitor.
  • The University Student Centers staff are encouraged, when in their judgment such action is necessary, to ask individuals in the University Student Centers for identification and for information regarding their business in the University Student Centers or environs.
  • The University Student Centers staff will close off, when in their judgment such action is necessary, certain portions of the University Student Centers to non-members of the University.
  • The University Student Centers staff may ask individuals who do not qualify as guests or visitors (as defined above) to leave the University Student Centers and environs. Individuals who refuse to comply may be subject to arrest.

Reserving Any Space Under USC Oversight:

  • Student Organizations use the Request for Space Form for Student Organizations
  • Departments use the Department Space Reservation Form
  • Fees are applied to any use of the USC by departments. Student Organizations may not request space for a department event or for any event outside the specific use by a Student Organization.
  • Requests for space must be submitted 10 business days in advance.
  • Complete all fields on the form by providing your name, organization or department name, e-mail address, and telephone number.
  • Include specific event details in the comment area of the form.
  • Include information regarding whether tables, chairs, trash cans, electrical power, staging, University of Delaware Police Department (UDPD), tents, etc. will be needed.

Requesting Space for an Event with Contracts having Technical Requirements or needing Technical Support
If a reserved space is being used for an artist, performer, etc. that involves a contract with the featured artist, performer, etc. then the following policies apply:

  • All contracts and technical riders for a performer or presenter that state audio and/or visual equipment requirements must be sent to Event Services prior to the signed agreement.
  • Through prior notification, Event Services is able to verify the ability of the USC to comply with the stated needs of the presenter or performer.
  • Technical or multimedia additions for all events must be sent to Event Services Ten days prior to the scheduled event.
  • A technician is required for stage lighting and/or sound in Bacchus, Rodney Room, the Scrounge, West Lounge, the TUC Multipurpose Room, Trabant Lounge, Food Court and the Trabant Theater.
  • Any questions on Multimedia or Technical equipment for USC room reservations should directed to the USC Events Technician III at 302-831-0610.

Cancellation Policy

Cancellations for all University Student Centers space reservations must be made via the Cancellation/Change Form by 3:30pm on the last business day prior to the event to avoid incurring a charge, with the following exceptions:

  • Two or more Multipurpose Rooms / MPR (MPR A/B, MPR B/C, etc) must be canceled at least 6 weeks prior to the event to avoid incurring a no-show charge of $500.
  • After-Hours Scrounge Events which are scheduled on Saturday/Sunday and require a Facility Supervisor must be canceled at least 3 business days prior to the scheduled event. Saturday events must be canceled no later than 3:30pm on Tuesday; Sunday events must be canceled no later than 3:30pm on Wednesday.
  • Late Night Events and Outdoor Events must be canceled at least 48 hours prior to the event.

Contact the Event Services Office at 302-831-2633 if you have any questions.

USE OF THE PERKINS STUDENT CENTER OR TRABANT UNIVERSITY CENTER

  • Pets are prohibited in the facilities. Licensed service animals are permitted.
  • Bare feet are prohibited in the facilities.
  • Latex balloons are prohibited in the facilities. Alternatives to latex balloons include Mylar, vinyl, or plastic. Violations or questions on this subject should be referred to Environmental Health and Safety at 302-831-8475.
  • Tops/shirts must be worn in the facilities.
  • Physical distribution of materials may only occur within an officially reserved location of the facilities; University department or student organization published materials may be placed on distribution counters or in approved bulletin boards.
  • Posting of materials is prohibited on the doors, windows, or walls of any University facility.
  • Skate boarding, scooters, hover boards, bicycling, etc. are prohibited in the facilities.
  • No tobacco products or tobacco-related products are permitted, including the use of e-cigarettes.
  • Candles and/or open flames are prohibited without the written approval of the University Fire Marshall. Contact Environmental Health & Safety (EHS) at 302-831-6847.
  • Furniture may not be removed from any reserved space.
  • A reserved space is to be returned to its original condition before leaving.
  • Please review and adhere to the following policies regarding food within University facilities. Contact the UD Catering Office at 302-831-2891 to place your order.
  • Alcoholic beverages are prohibited in any student organization reservation.
  • Fees will be charged for events which extend beyond normal facility hours: M-F 7am – 12am, S&S 9am – 12am (summer, winter, holiday hours vary). Contact Event Services for specific hours and rates.
  • Student organizations may have no more than three (3) room reservations per week within the facilities.
  • Student organizations must complete a Sales and Solicitation form in Event Services prior to any reservation where money is handled.
  • Events Services must approve any construction on the Bacchus Stage.
  • A technician is required for stage lighting and/or sound in Bacchus, Rodney Room, the Scrounge, West Lounge, the TUC Multipurpose Room, Trabant Lounge, Food Court and the Trabant Theater.
  • Event sponsors are responsible for all damages to University facility and property.
  • Violation of any of the above policies by a student organization may result in a fine against the organization and/or loss of reservation privileges.
  • All reservations/events must end by 11 p.m. unless it is an approved late night event.
  • In the event of inclement weather, the University Student Centers will follow any University closings and delays. Please visit the University of Delaware home page for weather-related updates.

TURF POLICIES

Use of Harrington and Independence Artificial Turf Fields:

  • The use of Latex balloon in turf spaces is strongly discouraged out of respect for possible participants who may have severe and life threatening latex allergies. Alternatives to latex balloons include Mylar, vinyl, or plastic. Violations or questions on this subject should be referred to Environmental Health and Safety at 302-831-8475.
  • No cooking, grilling, or barbecuing
  • No generators or combustibles of any kind
  • No staking or puncturing of surface
  • No unauthorized motor vehicles
  • No glass or sharp objects
  • No dogs/pets
  • No gum

Event Time Period:

  • No events to begin before 9:00am. All events must End by 8:00pm(Sunday-Thursday) and by 10:00pm (Friday-Saturday)
  • Maximum of 4 hrs. for events with amplified sound
  • Maximum of 6 hrs. for all other events

Field Protection:
Reinforced vinyl tarps covered with one layer of plywood are needed for:

  • Light Events (w/applied loads of less than 40psi)
  • Tables/chairs set up for lecture
  • Concerts and plays without any heavy stage settings
  • Receptions

Reinforced vinyl tarps with one layer of 3/4″ thick plywood are needed for medium events (w/applied loads between 40 to 60psi):

  • Rock Concerts
  • Light vehicle traffic
  • Small trade shows/flea markets

Heavy duty reinforced vinyl tarps covered with two (2) layers of ¾”thick plywood are needed for heavy duty events (w/applied loads of more than 60psi):

  • Major rock concerts with heavy stage loads
  • Heavy vehicle loadings (large forklift trucks, flat bead trucks, etc.)
  • Large trade shows (boat show, heavy equipment show)

Usage of Academic Space Reserved by Student Organizations through USC

  • Academic classroom spaces are designed, maintained and intended for instructional purposes by university faculty. Evening and weekend usage privileges are extended to student organizations for meeting purposes that adhere to the following policies: Student organizations may request academic classroom space for meetings by submitting a Request for Space Form for Student Organizations
  • Student organizations MUST ALWAYS have their Reservation Confirmation Letter(s) with them or risk being denied access to Academic Space.
  • No food or drink is allowed in any academic classroom. (University Dining Services may provide food in lobby areas only at the following times: After 7pm Monday-Thursday, and after 5pm on Fridays.)
  • Latex balloons are not allowed in academic classrooms.
  • Furniture may not be removed from any classroom.
  • Rooms must remain in their original configuration.
  • Nothing may be taped, tacked or adhered to any doors, walls, windows or other surfaces.
  • If the chalk board is used, all written material must be erased after usage.
  • All trash and recyclables must be properly disposed of in appropriate trash and recycling bins. Trash may not be left on floors, desks, tables, chairs, etc.
  • Trash waste exceeding the capacity of the provided receptacles must be removed by the student organization upon leaving. Excess waste may not be left next to the waste can, floor, hallway, etc.
  • Adherence to the NO FOOD ALLOWED policy should help to avoid accumulating excessive trash.
  • Excessive cleaning fees will be charged to the student organization if excessive waste is left in academic facilities.
  • Glitter and other decorating materials must be cleaned up by the student organization or excessive cleaning fees will be incurred.
  • The access, occupancy or utilization of adjoining or other classrooms is not permitted if a formal reservation for the specific location has not been approved.
  • Contact University Media Services with questions regarding access to and use of audio visual equipment.
  • Violation of policies can and will result in loss of usage privileges as well as other university sanctions, including excessive cleaning fees, fines, and possible referral to the Office of Student Conduct.

GARAGE PARKING AVAILABILITY FOR EVENTS

Attendant on duty by request for events only. Contact Parking Services at least 10 days in advance to schedule an attendant. Self-service Pay-by-Plate kiosks conveniently located throughout each parking garage. Pay upon arrival and prior to leaving the garage.

USAGE OF ALLOCATED REGISTERED STUDENT ORGANIZATION OFFICE SPACE

The ability of a Registered Student Organization to apply for and hold an office space in the Perkins Student Center is a privilege. As such, it is the expectation that the space be utilized to its greatest advantage. Ongoing evaluations will be made, and groups that are either not utilizing their space or violating policies may lose their office space privileges.

Office Keys:
An organization’s President must submit a Permanent Key Access List for the academic year and a Temporary Key Access List for daily sign-out for office accessibility. Each list must be submitted to the Event Services Office, room 112 Perkins Student Center, by the President of the student organization. The list must be approved before anyone may obtain access to the allocated office space.

  • Permanent Key Access Lists are allowed for Executive Board members of RSOs. A Permanent Key can be signed out with a valid UD ID from the Event Services Information Desk for the entire academic year or until an updated list is submitted by the RSO President.
  • All keys must be returned by the key holder to the Event Services office by the last day of exams in the spring semester.
  • Members on the Temporary Key Access List will have authorization to sign out an office key at the Event Service’s Information Desk in the Perkins Student Center by submitting a valid UD ID.
  • Members whose names do not appear on the list and/or do not have a valid UD ID will not be issued a key. There are no exceptions.
  • Temporary keys must not leave the facility, and must be returned immediately after leaving the office. All keys must be returned to the Information Desk before 11:00 pm.

Office Hours:

  • All organizations MUST maintain office hours; with a minimum of 12 hours a week.
  • Failure to maintain office hours may result in the loss of your office space.
  • Office Space is at a premium therefore underuse will result in loss and re-allocation of space.
  • Office hours must fall within the working hours of the Perkins Student Center and all tenants must leave their office space before the building closes.

Office Security:

  • All groups are responsible for keeping their offices locked when they are not occupied.
  • It is advisable that all valuable items such as phones, computers, and other digital devices be properly secured.
  • The University Student Centers are not responsible for lost or stolen property.

Office Maintenance:

  • All organizations are responsible for maintaining their offices’ outward and inward appearance.
  • Offices are to be used in a productive business manner and NOT as a storage space.
  • Heating/cooling units or vents should be clear of obstructions.
  • Windows must be closed and locked when leaving the office.
  • Waste must be disposed of properly including taking food waste and trays back to the Scrounge Dining Area.
  • Contact Event Services for large disposal of trash or recycling.
  • Do not tape, glue or adhere any items to doors or windows.
  • Latex balloons cannot be stored (unless in an unopened bag prior to inflating) or used in the office.
  • Use power strips in a limited manner, and do not chain power strips together.
  • Combustible materials such as, but not limited to, candles or lighters are prohibited.
  • Contact Event Services for any items that are to be permanently hung on a wall or for additional furniture.
  • The use of all tobacco products and tobacco related products, including E-cigarettes, are prohibited on all property that is owned, operated, leased, occupied, or controlled by the University.
  • Report all maintenance and custodial concerns to Event Services in a timely manner.

Use of the Perkins Student Center Scrounge
Portions of The Scrounge may be reserved for use from 8:00 p.m. until 11:00 p.m.

BANNER POLICY

In order to ensure the safety and health of the occupants of University buildings and structures at all times and limit potential damage to buildings and other structures, the University of Delaware permits academic departments, administrative units and student organizations to hang banners on the UD Newark campus subject to the below policies.

USC banner locations include the following with the specific dimensions:

Trabant University Center:

  • Mezzanine (by bank) – 12ft wide by 4ft high
  • Food Court (between Kiosks) – 24ft wide by 4ft high
  • On south-end pillar (Delaware Ave. exterior) – 69.75″ wide by 46.75″ high*
  • Between south-end pillars (Delaware Ave. exterior) – 14ft wide by 12ft high*
  • *Banners hung between Trabant pillars must be made of wind penetrable mesh material only. Re-enforced grommets are required on all corners for proper hanging.

Perkins Student Center:

  • WVUD (exterior wall) – 120″ / 10′ wide by 60″ / 5′ high

In addition USC manages banner space on the exterior of Kirkbride Lecture Hall:

  • Banner dimensions must be 95.5″ high by 59″ wide.
  • There must be four grommets, one at each corner, spaced 94″ on center vertically and 57 ½” horizontally.

Banners:

  • Requests for banner space on the interior or exterior of the Student Centers (Trabant and Perkins) or the exterior of Kirkbride must be completed online via the Request For Advertising Space Form.
  • The request must be made 2 weeks in advance of the first reservation date, and will be processed on a first-come, first-served, space-available basis.
  • Upon approval, dimensions and specifications will be provided to the requestor.
  • Once a space is reserved, banners can be displayed for a maximum of 10 days.
  • A banner must contain the name of the sponsoring organization. Only banners that announce multiple date performances, recruitments, or lengthy celebrations (week/month long, for example) are permitted.
  • Banners must be made of canvas or similar weather resistant material by a qualified sign maker. University Printing has professional banner capabilities. Please visit udel.edu/printing to request a quote for services.
  • The hanging and removal of banners must be done by UD Facilities Roofers. Event Services will arrange this service. There is a fee associated with this service; please budget approximately $100.00-200.00 for the hanging and removal of banners
  • A charge will be assessed for labor costs.
  • All banners must be retrieved from Event Services in the Trabant University Center or the Perkins Student Center within 5 business days following the conclusion of the banner space reservation. All unclaimed banners will be sent to recycling after the 5th business day.

POSTING FLYERS

The following policies pertain to the use of University bulletin boards:

  • Bulletin boards in University buildings and on the campus are intended for notices and other materials related to the program and goals of the University. Commercial advertisements, promotions, etc., are not to be displayed on these bulletin boards.
  • Student organizations and departments may post materials on bulletin boards with the sponsoring name of the group listed on each piece of material.
  • Items are not to be posted on other University property including walls, trees, doors, windows, pedestrian crosswalks, lamp posts, emergency phones, fence posts, steps, pathways, etc. Violations will subject the sponsoring organization to cover the cost of removal, repair costs for damages, etc., resulting from the unauthorized posting. Organizations, individuals, and departments will be charged $5.00 for removing each individual item posted in violation of this policy.
  • No more than one poster (18″ by 22″) or two standard flyers (8.5″ by 11″) may be posted on any individual bulletin board concerning a single issue or event.
  • Materials promoting an event must be removed no later than 48 hours after the event.
  • All materials posted on bulletin boards will be removed approximately at the end of each month and/or end of each semester, or when the board becomes overcrowded with materials. The University reserves the right to clear materials at any time and is not responsible for materials removed by unauthorized individuals.
  • Materials to be posted in the University Student Centers may be dropped off to 103 Trabant University Center and/or 112 Perkins Student Center respectively. Accessible bulletin boards may be directly posted to by the student organization. Materials for the Residence Halls bulletin boards must display the “Authorized Posting” stamp and posted by Residence Life & Housing staff on approved bulletin boards.
  • Materials may be posted on bulletin boards only after authorization by the office responsible for each bulletin board, as follows:
    • Academic Departments/Academic Buildings: Department or office concerned
    • Library Commons: Director of Libraries or designee
    • Residence Halls/Residence Commons Areas: Director of Residence Life and Housing or designee
    • University Student Centers: Director of the USC or designee

VENDOR POLICIES

The Event Services Office of the University Student Centers has an available kiosk and/or table space in both the Perkins Student Center and the Trabant University Center that can be rented by vendors/retailers outside of the University of Delaware. For more information on the program call 302-831-2633. The following policies apply to such rentals.

  • Reservations will be accepted starting on the 15th of each month for dates in the following month. (i.e. Requests for dates in October can be submitted beginning on September 15)
  • All invoices must be paid in full before solicitation on campus will be allowed. Please include the invoice number on your check or money order when remitting payment to the cashier’s office. Failure to make payment in advance or at the time of check-in will result in cancellation of the reservation. Vendors who have an outstanding balance with the University of Delaware will not be permitted to reserve a table/kiosk until their balance has been paid in full.
  • All cancellations must be submitted online, by 3:30pm the last business day before your vending date. Vendors not following the cancellation guidelines are still responsible for full payment.
  • Upon arrival, check in with the Event Services office staff (for Trabant – Room 103; for Perkins – Room 112) to verify the exact vending location.
  • Solicitation may only take place in the designated location. Vendors are prohibited from actively approaching students. Vendors are expected to remain at the assigned vendor kiosk, table, or room.
    Marketing materials may not be posted around the building. All displays are to be confined to the vendor table or assigned room. Please do not add additional tables or racks outside of the designated space.
    Nothing may be taped, tacked, or attached in any way to any building surface except the bulletin board at a kiosk vending location.
  • Handouts and other published material must contain either the name of the Vendor and/or the Vendor Sponsor at the University of Delaware.
  • The use of all tobacco products and tobacco related products, including E-cigarettes, is prohibited on all property that is owned, operated, leased, occupied, or controlled by the University.
  • The following items are not allowed to be sold or promoted by any vendor:
    • Alcohol
    • Candles
    • Credit Cards
    • Domestic or International Long Distance Calling Programs
    • Food or Beverage in direct conflict with any exclusive vendor contract(s) held by the University
    • Health/energy food such as bars, vitamins, powders, drinks, etc
    • Incense
    • Latex balloons (please note that latex balloons may also not be used for display purposes)
    • Online services such as apps, subscriptions, cable or satellite television
    • Skin products that are either sprayed or applied to the skin including colognes/perfumes
    • Spring Break trips or any other domestic/International trips not sponsored by the University
    • Tobacco and/or related products including E-cigarettes
    • Trademarked and/or copyrighted items without a proof of certificate of authenticity
    • Weapons, firearms, explosives, fireworks, ammunition or any other item that violates the University’s Code of Conduct
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