Rave! Events | Reservation Guidelines
Campus Enterprises, NC State's lead division for retail and hospitality, presents Rave! Event Services. Catering and Event Management on NC State University campus at Talley Student Union, Witherspoon Student Center, Thompson Hall, Price Music Center, Hunt Library, McKimmon Conference and Training Center and Vaughn Towers at Carter-Finley Stadium.
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General Reservations:

The Talley Student Union, Witherspoon Student Center, and Hunt Library facilities may be reserved for use by recognized and/or registered student organizations, university departments, and external organizations. For additional information regarding reservations, please contact the Rave! Event Services Office at 919-51-EVENT (919.513.8368). Exceptions to the following guidelines will be granted at the discretion of the director of the University Student Centers or his/her designee.

Recognized Annual University Events (e.g. New Student Orientation, Welcome Week, Open House, and Commencement) may be scheduled up to two years in advance.

All reservations for the Carol Johnson Poole Clubhouse and the Park Alumni Center may be scheduled one year in advance.

All reservations for Hunt Library may be scheduled one semester in advance.

The priority deadline for submission of reservation requests for series and single reservations is May 1 for the Summer and following Fall semester and December 1 for the following Spring semester.

All reservations for Talley Student Union and Witherspoon Student Center are as follows:

Special Events (multi-day/multi-venue and Stewart Theatre, Ballroom, Cinema) may be scheduled up to one year in advance.

During peak hours (after 5:00 p.m., 7 days a week) clients are limited to four (4) Special Event reservations per semester.

Series reservations (e.g. weekly meetings (Talley Student Union, Witherspoon Student Center — the Stewart Theatre and the Ballroom are not available for weekly meetings)) and single reservations may be scheduled one semester in advance.

The priority deadline for submission of reservation requests for series and single reservations is April 1 for the for the following Fall semester and November 1 for the following Spring and Summer semesters.
During peak hours (after 5:00 p.m., 7 days a week) clients are limited to four (4) Series reservations with a maximum four (4) hour meeting time per week (e.g. 4 – one hour meetings or 2 – two hour meetings or 1 – four hour meeting per week).

Reservation requests received by the priority deadline will be assigned according to the following priority:

>  Annual University Events

>  Student Organization Events (Recognized and Registered Student Orgs, and Student Centers Fee funded departments)

>  University Department Events

>  External Organizations Events

Open reservations (additional Special Event, series, and single reservations) may be scheduled on a first-come, first-served basis after the semester has begun.

Open reservations requests are accepted beginning the day after Labor Day for Fall Semester, the Day after MLK Jr. Day for Spring Semester, and the day after Memorial Day for Summer Sessions.

Shared Space Reservations

Multiple spaces within Carol Johnson Poole Clubhouse, Hunt Library, Park Alumni Center, Talley Student Union, and Witherspoon Student Center are eligible for priority scheduling by the associated partner organizations. The partner organization requests will be filled prior to the shared spaces being available for use by other student organizations, university departments, and external clients.

Outdoor Event Reservations

The Thomas H. Stafford Jr. Commons and Harris Field may be reserved for use by student organizations, university departments, and external clients. These reservation requests may fall under Annual, Special, or Series/single reservations guidelines depending on the nature of the event.

Rain Sites

The State Ballroom, Duke Energy Hall, Cinema, and Washington Sankofa Room may be held as a rain site for scheduled outdoor events on a very limited basis. Each rain site request will be considered on a case by case basis.  

Food and Beverage

Rave! Event Services is the exclusive caterer for Stafford Commons and Harris Field. Please refer to the Catering Guidelines for additional information.

Stafford Commons Media Mesh

The multi-media mesh screen at the Stafford Commons may be available for use in conjunction with events held on the Stafford Commons.

Advertising and Promotions Reservations:

The Talley Student Union and Witherspoon Student Center can provide advertising and promotion opportunities for student organizations and university departments. These reservation requests will fall under Series/Single reservations guidelines. Exceptions may be granted for each of these guidelines.

Information/Lobby Tables

Information tables may be reserved in Talley, Witherspoon, and on Stafford Commons for the advertising or promotion of meetings, events, and programs, and for purposes that do not conflict with RAVE! Events Conflict of Interest Policy (see Rave! Reservation Guidelines).

All forms of Commercial Solicitation shall follow the provisions provided in section 4 of REG 07.25.12 – Solicitation and must reserve space through RAVE Events, and not Student Involvement. External organizations may reserve information tables at the rate of $100 per day.

All information tables must be staffed by a member of the reserving organization for the duration of the reservation. Information/Lobby Table activities must not:
(1) substantially disrupt University activities and functions;
(2) violate any other applicable University policies;
(3) obstruct building entrances, walkways, rights of-way, or vehicular or pedestrian traffic;
(4) interfere with educational activities, meetings, events, or ceremonies or with other essential processes of the University.

Banners

Banner space is available for advertising Talley Student Union events along the 3rd floor railing adjacent to the main lobby. Banners must be 96” x 40” and be professionally printed with 3 grommets horizontally across the top (one in each corner and one in the middle) and 2 additional grommets (one on each side 13” below the top corners). Banners can be printed at Wolf Xpress for a fee of $65.00 (this includes grommets). Banners printed at Wolf Xpress can be directed for delivery to the Rave! Event Services office, room 3244, for installation. Please include your reservation number on the Wolf Xpress order. Banners may be display for two weeks prior to the actual event. Unless otherwise requested, your banner will be recycled at the conclusion of your event.

Electronic Billboard Screens

Space is available on screens throughout Talley and Witherspoon to display digital advertising for events that will be held in the Student Centers. Digital advertising must be submitted to the Rave! Event Services Office as a jpeg 1920 x 1080, png 1920 x 1080, or pptx 20 x 11 file. Digital advertising may be displayed for one week prior to the actual event and is limited to one slide per event.

Indoor & Outdoor Signs

Sign holders are available for events that will be held in the Student Centers. Signs may be displayed for up to three days prior to the actual event and is limited to two signs per event. Signs should be printed 22” x 28” and submitted to the Rave! Event Services office, room 3244, to be displayed. Clients may provide their own exterior sign holder, but must still reserve the space and follow university regulations (no chaining to light poles or hand railings, etc.) Unless otherwise requested, signs will be recycled at the conclusion of the event.

Stafford Commons Media Mesh & Pavilions TV

These resources are to be used in conjunction with programs and events held in those locations and are not intended for advertising and promotion purposes.  

Exhibit Space

Free Standing: Exhibit space is available in Talley for use by student organizations and university departments housed within the Student Centers. This space is for exhibits that celebrate and/or promote awareness to a specific cause or issue (Hispanic Heritage Month, Breast Cancer Awareness, etc.) Indoor space is limited to two weeks and outdoor space is limited to three days. Exhibits must be maintained throughout the reservation period by the sponsoring organization and must have signage that indicates both the issue/cause and the sponsoring organization. Exhibits must be removed on the last day of the reservation.

Display Cases: Display cases are available for use by student organizations and university departments. Exhibits must either 1.) focus on showcasing diversity and inclusion at NC State or 2.) coincide with an event in Stewart Theatre or the State Ballroom. Exhibits must be of such quality to bring pride to the facility and fit the decorum of the spaces (Cultural Hearth and Stewart Prefunction Lounge). Exhibits may be displayed for a minimum as few as three days and up to a month. Exceptions may be granted to accommodate special installations, travelling exhibits, or to insure the cases are utilized.

Donation Bins

Space for the collection of donations may be reserved by student organizations and university departments. There are two donation bins available in Talley and will be provided by Rave! Event Services. The donation bins must be clearly marked with the purpose of the collection and the end date of the collection (the sponsoring organization must provide an 8 ½x11 flier with the organization name, collection dates, and any other pertinent information). Donation bin spaces may be reserved for a maximum of four weeks.

Food and Beverage

The University Student Centers provide numerous food and beverage options for your events in the Student Centers including Rave! Catering and multiple retail dining options.

Catering

Rave! Catering is the exclusive caterer for Talley Student Union and Witherspoon Student Center. All catering services are coordinated by the Rave! Event Services office. Exceptions may be granted in rare circumstances to use external catering. To request an exception, an External Catering Request form must be submitted to the Rave! Event Services office no later than four weeks prior to the date of the event. The University Student Centers, Rave! Event Services, and University Dining will review the agreement to determine if an exception is granted. If an exception is granted, the sponsoring organization must submit an External Catering Agreement form and is required to pay an external catering fee ($25.00 or 10% of total catering bill, whichever is greater) and to abide by the food handling practices in the Catering Agreement.

Donated Food

Clients wishing to bring in outside food that has been donated must request an exception to the catering policy (above) and include a signed letter from the donating organization indicating that they have donated the food, with the name of the event and value of the donation. Exceptions may be granted in rare circumstances to use external catering as part of a donation. If an exception for donated food is granted, the sponsoring organization is required to pay an external catering fee ($25.00 or 10% of value of the donation, whichever is greater) and to abide by the food handling practices in the Catering Agreement.

Alcohol

Permission to use alcohol on a per-event basis requires the Request for Permission to serve Alcohol at NC State University form. The form is available in the Rave! Event Services office. The form must be submitted at least three (3) weeks prior to the scheduled event date. The Director of the University Student Centers, and the Vice Chancellor for Finance and Administration (or designee) must approve the application.

Student Organization Snack Policy

Only non-perishable snacks are allowed (pizza, potato chips, pretzels, cookies, nuts, soft drinks, etc.) Coffee (for personal use) may be brought in a thermos or a similar container that does not require electricity. Appliances that require an electrical outlet or any type of sterno or open flame are not allowed. Perishable food items (food that must be maintained at a certain temperature to prevent spoilage) such as meat and dairy products or mayonnaise based items, may not be brought into the Student Centers by the client. The client is responsible for removal of all items brought into the Student Centers. The student organization snack policy is for recognized and registered student organizations only and is not applicable for events held in the Talley Student Union ballrooms.

Conflict of Interest Policy:

Rave! Event Services manages contracts with external vendors for all of the student centers on campus as well as designated other campus locations. The purpose for this conflict of interest policy is to identify certain exclusively rights to outside vendors which have already invested a great deal of time and effort in their relationship with NC State and have proven their expertise.

Any department, company, or campus organization that reserves space in one of the student centers or hosts events such as trade shows, career fairs, expo’s or information centers, may be asked to provide our sales coordinators with a list of proposed companies or organizations involved with their event.

To avoid any contractual conflict, Rave! Event Services will review the list of proposed companies or organizations whose university sponsorship or participation may create a contractual breach with exclusivity rights guaranteed to companies already under contract. Potential conflicts may include; but may not be limited to services similar to:

  • catering companies or any food or beverage venue service provider
  • restaurants/fast food companies
  • retail, rental and buyback companies
  • cellular telephone and service providers
  • printing or copy services
  • educational testing services
  • career counseling
  • banking & financial institutions

Rave! Event Services reserves the sole right to enforce this policy and to make the final decision as to which companies or organizations are conflicts of interest with existing contracts.

Student Centers Partnership Fund:

Recognized and registered student organizations may apply for funds through the Student Centers Partnership Fund. Student organizations planning events that fulfill the mission of the University Student Centers, specifically, “… the Student Centers will provide support to events and activities that will enrich the student experience” may be eligible. Here are a few examples of events that may be eligible for Partnership Funds:

>  Collaborative programming focused on students – two or more student organizations co-sponsoring a program
>  Late night/weekend programming focused on students – programs that occur on Friday or Saturday night after 9:00 pm
>  Benefits/fundraising programs

Partnership Funds will be used to defray room rental, equipment rental, and staffing fees. Partnership Fund applications are available in the Rave! Events Services office.

Early Open/Late Close:

Use of the Student Centers outside of regular Building Operating Hours will result in a charge of $50 per hour for student organizations, $75 per hour for university departments, and $125 per hour for external users in additional to any established room rental fees and/or staffing fees.

Late Cancellation/No Show:

Failure to cancel a reservation in a timely manner (30 days in advance for Special Event reservation, and 24 hours in advance for a series/single reservation) will result in a late cancellation/no show fee. Student organizations and university departments will be charged 50% of the Student Organization (ticketed rate) room rental fee and any staffing fees associated with the reservation. External users will forfeit their deposit and be charged any staffing fees associated with the reservation. Catering fees are separate and listed on the Catering Guidelines page.

Risk Assessment:

The Rave! Event Services office will review all events for potential risk. If an event may pose a potential risk, the Rave! Event Services office will arrange a risk assessment meeting with Campus Police, the event organizer, and other affected departments at least four weeks prior to the event (Campus Police requires three weeks’ notice to obtain security coverage). If Campus Police advises that an event requires additional security, Rave! Event Services, Campus Police, and the event organizer will coordinate the necessary arrangements. The client will be responsible for fees associated with any additional security.

Setup and Equipment Needs:

Event organizers are required to provide set-up information and equipment needs at the time the reservation is made. Last minute requests for set-up changes or additional equipment may not be honored.  All equipment and furniture is to be moved and set-up by Rave! Event Services and University Student Centers staff only (not event organizers). Special set-up staffing fees may be assessed if the client requests a set-up to be changed from the standard, fixed set-up.

Event Storage Space:

Temporary storage space may be available for Special Events. Please coordinate these requests with the Rave! Event Services office.

Loading Dock Services:

Shipping and receiving of items may be available for Special Events. Please coordinate these requests with the Rave! Event Services office.

Printing Services:

Copy and print services may be coordinated with Wolf Xpress. Please coordinate these requests with the Rave! Event Services office.

Decorations:

Decorations, signs, and other materials must not be attached to the walls, doors, or painted surfaces with tape or staples. Poster putty, provided by the client, may be used. All materials must be removed at the conclusion of the meeting, event, or program.

Noise:

All meetings, events, and programs should be conducted in such a manner as not to produce excessive noise that may be disruptive to others.

Open Flame:

Any use of fire producing articles, i.e., candles, incense, matches, etc. is prohibited unless prior approval has been granted by the Rave! Event Services office.

Injuries/Emergencies:

Any injuries or emergencies should be reported to the Information Desk located on the 2nd floor of Talley Student Union or the 1st floor of Witherspoon Student Center or by calling 919-515-3138.

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