Decorating
Student Center Event Restrictions
Decorating and Safety Rules
Weddings, Wedding Receptions, and Rehearsal Dinners
Sodexo Dining Services
Statement of Client Responsibility
Prohibited Items and Activities
Disruptive Behavior
Please read the following guidelines carefully. They are given to insure safety and to assist in proper planning for decorating in the Sam Rayburn Student Center (SRSC). We want your event to be a success and will do all we can to assist.
Because it is important to maintain excellent condition of our campus facilities and equipment, your complete cooperation is needed. If you have any questions concerning these instructions, please contact the Scheduling Office at (903) 886-5809.
♦ Due to multiple events in SRSC, decorations must be removed immediately following the function. SRSC cannot accept responsibility for any decorations or belongings left after your event.
♦ Furniture may not be moved without supervision of the building manager.
♦ Managers will oversee all sets, displays, etc.
♦ Tacks, nails, adhesive tape, masking tape, scotch tape, etc., may not be used on walls, windows, doors, or any other part of the building. Please do not attach items to the acoustic panels located in rooms on the second floor of the student center.
♦ Decorations must be ready to display before they are moved into the building. Any large articles must be brought through the building loading docks.
♦ Heavy articles may be hung only with the permission of the manager on duty. No items or decorations may be hung from any ceilings or lights.
♦ Ladders may be used for decorating (see building manager), but groups may not stand on table tops or chairs.
♦ Burning candles or liquid-fueled decorations are permitted in SRSC with prior approval from the Associate Director or designee.
♦ Helium balloons must be anchored down if used.
♦ Small particles, such as glitter and confetti, are not to be used as decorations. An extra cleaning fee will be applied for use of these materials.
♦ Rose petals may not be used as decorations on the floor (carpet).
♦ Bubbles are not permitted in the student center.
♦ Red punch or any other refreshment that stains is prohibited.
♦ Please work with the Scheduling Office on other specific requests. We will try to accommodate your needs as much as possible.
Weddings, Wedding Receptions, and Rehearsal Dinners
Reservations in the SRSC may be scheduled under Priority III status for any currently enrolled student or alumnus of Texas A&M University-Commerce for the purpose of a wedding, wedding reception and/or a rehearsal dinner. Reservations are available after October 1st. Reservations remain tentative pending receipt of a 25% deposit. The required deposit will be forfeited should client fail to cancel the room within 60 days prior to the event. The event must be schedule in accordance will all University and SRSC guidelines.
The person scheduling is responsible for a building use fee in accordance with the stated schedule of charges. All charges must be paid in full two months (60 days) in advance prior to the date of the event. Sodexo must be contacted once confirmation has been given to provide all food service for the event. All food service must be paid in accordance with Sodexo’s policies.
A florist/wedding consultant may be used to provide non-food items only. The SRSC Scheduling Office must approve the set-up and decorations of the rented facility. Rice rose pedals, bubbles or substitute items may not be utilized in the SRSC or outside of any entrances.
By contract, Sodexo (903.468.4890) has exclusive rights to provide food services on the Texas A&M University-Commerce campus including catering services. All events requiring food service, to include the serving of refreshments for meetings, must first be reserved through the Scheduling Office. The sponsoring organization must contact Sodexo for their food arrangements. Sodexo is responsible for compliance with all health regulations, licensing and alcohol service. Sodexo will provide all food service support for events held in SRSC. Exceptions to this policy must be approved in advanced by the director of Sodexo.
Alcohol requests must be approved prior to the scheduled event by the President’s Office. All University rules and regulations and state laws relating to alcoholic beverages will be strictly enforced.
Statement of Client Responsibility
Shirts and shoes must be worn in the SRSC at all times for both safety and hygiene reasons.
SRSC will not be responsible for any articles lost in the building. Items found following an event will be taken to the Information Desk on the 1st floor.
On weekdays during the fall and spring semesters, use of meeting rooms are limited to three (3) hours per meeting for all users. This time limit may only be exceeded with the prior approval of the Associate Director or designee.
SRSC staff should be notified of space cancellations prior to the scheduled event time. Two “no shows” may jeopardize future opportunities to reserve space in SRSC. Failure to cancel reservations for events involving special set-up at least one working day prior to the event date may result in a fee of not less than $25.
Clients that misrepresent an event or affiliation in order to avoid fees and charges will be charged appropriately, may incur additional charges, and could have reservation privileges suspended. These determinations will be made by the Associate Director or designee.
Sponsoring groups or clients are responsible for damages to the facility or equipment. Any necessary cleaning charges or repairs will be the responsibility of those using our facility.
The SRSC staff reserves the right to deny space usage for any group/event that is programmatically or operationally impossible to accommodate or that conflicts with the University’s mission or policies.
Prohibited Items and Activities
Smoking is not permitted in University facilities.
Animals or pets of any kind, excluding service animals, shall not be permitted in the building.
Bicycles, skateboards and roller blades are not allowed in SRSC. Please secure those items outside of SRSC premises.
No firearms of any kind are permitted. Vintage rifles displayed during Veterans Vigil are secured by the University Police Department.
Illegal drugs or other illicit substances are not permitted. Violators will be escorted from the building. The University Police Department will be contacted for further disciplinary action.
The University standards of conduct apply to anyone in the SRSC. Any person engaging in inappropriate conduct or language, disrupting performance, or creating disturbances at events will be asked to leave the premises and/or will be escorted from the building by an officer of the University Police Department.
Recognized Student Organizations, University departments, and/or individuals reserving rooms within the SRSC are responsible for making sure that each guest is abiding by the guidelines set forth. You will be held accountable for any alterations or damages to the building property and/or equipment.
Events requiring amplified sound must not disturb other events within the SRSC or other academic buildings. Should the event cause a disturbance, SRSC staff will contact the event sponsor to indicate when volume and/or other issues need to be adjusted. Any group who does not respect and comply with these requests will be asked to leave the building.
If, during the course of the event, accidental damage does occur, it should be reported immediately to the building manager so arrangements can be made for cleanup and restitution.
Damage to any room/space/furnishings and/or equipment by a group will result in appropriate charges, based on fair market cost of replacement/repair/additional cleaning to the SRSC property or equipment.
The group will be notified, in writing, of the damages. A meeting will be held with the group representatives and the Associate Director or designee to discuss the damages. SRSC staff will send an invoice to the responsible group for restitution.
In all cases (cleaning or damage), no further reservations will be accepted until the invoice is paid in full.