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Student Center

Procedures

Operating Hours

Reservation Procedures and Information

Priority Programs

Facility Areas and Function Spaces

Audio-Visual (AV) Guidelines and Procedures

Food and Beverages

Advertising and Decorations in Hughes-Trigg

Sales and Solicitations

Student Center Space Allocation

Other/Miscellaneous

General University Policies

Operating Hours

The HTSC operating hours and building calendar are determined by the Meeting and Events Coordinator and the Executive Director of Student Life by March 1 of each year. Building hours are posted at each entrance and by the elevators on each floor, and changes are posted at least 72-hours in advance.

Requests for a modification to the building hours for an event can be requested via email at HTSC@smu.edu. If approved, the building's automatic door schedule will be adjusted to have some or all regular entrances automatically unlocked. If the building, or areas of the building are open past normal operating hours, a custodian or an SMU PD officer must remain on duty to ensure building security. The client is responsible for assuming any related costs.

Access may be granted to certain areas of the building at times other than normal operating hours. SMU staff with an office in HTSC are granted 24-hour access to the building. After-hours access may be granted to individuals without offices for business or event reasons upon approval via the HTSC After-Hours Access Form.

Dining Services establishments, the Post Office, Pollock Gallery, and Student Media Company may establish operating hours independent of the university's business hours. HTSC will work with these areas to support staff and customer access to these offices when appropriate.

HTSC operating hours are located here: http://www.smu.edu/StudentAffairs/HTrigg/StudentCenter/Hours

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Reservation Procedures and Information

HTSC meeting spaces are reserved through the Meeting and Events Coordinator. Priority is given to SMU chartered student organizations and departments. Reservations may not be made for any regularly scheduled academic class.

Charges and Rate Classifications

SMU Internal groups are defined as chartered student organizations, temporarily chartered student organizations, Greek chapters, Campus Ministry Organizations, and campus departments. All other groups are considered external. In order to accommodate as many reservations as possible, the meeting rooms on the third floor have set configurations.

External groups that have secured sponsorship by an Internal group will be charged the External Group rate for rooms and equipment. In this case, a paid deposit will be required to secure the room.

Determination of charges and rental rates will be made by the Meeting and Events Coordinator and published on-line. Rate schedules are determined as follows:

Criteria SMU (Internal)
Non-SMU (External)
Will the participants pay a fee to attend the event?
If yes, then fees for room rental and AV are charged.
Fees for room charges, event equipment (e.g., podiums and stage sections), and AV are incurred whether participants pay a fee or not.
Is an SMU department or student organization planning the event?
If no, or if a department is co-sponsoring the event with an outside organization, then fees for room rental and AV equipment and services are charged.
Fees for room charges, event equipment (e.g., podiums and stage sections), and AV are incurred whether an external group is sponsored by an SMU group or not.

Failure to pay in the prescribed time frame may result in the loss of Student Center reservation privileges.

SMU Internal groups can reserve space through Reserve SMU. External groups can reserve space by filling out the Reservation Request Form. Both Internal and External groups work directly with the Meeting and Events Coordinator to support large and/or complex events.

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Student Center Event Fees

To avoid a late fee we recommend you prepare for your event in advance, and take care of the building and its equipment when in use. Some event activities incur a charge due to the associated costs of supporting the event. The following fees are charged to internal and external groups under the following situations:

  1. Additional Work Orders or Vendors Needed to Support Events.
    • Please note vendors will bill through their billing departments, not through SMU. Internal Groups work through the contract process to secure vendors. More information can be found on the Student Activities website.
  2. Improper use of the building and its resources (equipment and staff) includes, but is not limited to:
    • Failure to reset a room after using the space.
    • When a group’s meeting requires excessive housekeeping to clean up.
    • When damage to the facility, its furnishings and/or equipment, occurs.
    • When equipment or rooms are requested late.
    • When a group fails to show up to their reservation.

Fees will always be disclosed up front from the Meeting and Events Coordinator to the client.

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Room Deposit

Reservations incurring a cost require a non-refundable deposit for the full room charge amount, which must be received in advance to confirm the reservation. Payment in full is expected at the conclusion of the event. A reservations staff member will work with the group to schedule and coordinate payment.

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Damages

All spaces must be returned to their original condition. Individuals or groups reserving space will be charged to repair or replace any damages to the HTSC facility and/or its equipment. Damages may result in the loss of HTSC reservation privileges.

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Cancellation of Room Reservations

The Meeting and Events Coordinator should be notified when a group will not use a space that has been reserved as soon as that determination is made.

If two bookings within the same reservation, or two separate reservations made by the same group are not canceled during any one semester, the reserving group's contact will receive written notification the first time. The second time may result in loss of privileges to reserve space in the Student Center.

Cancellation of reservations made by rental clients must be made at least five (5) business days in advance of the reservation. Failure to cancel within 5 business days will result in a room reservation charge at the full day rate for each day's reservation not canceled. Repeat violations of the cancellation procedure may result in the loss of HTSC reservation privileges.

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HTSC events must abide by all university policies. If a group wishes to watch a movie as a part of a meeting or event, the appropriate rights must be purchased and on file with the Reservations Office. Please note educational copyrights only apply for classes, and do not apply for events. Failure to provide the appropriate rights to the Reservations Office by the communicated deadline may result in the event being canceled.

More information about Digital Rights Management and Copyright Law at SMU can be found here and here.

Many departments and organizations purchase film rights with Swank, a licensing company.

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Loss of Privileges

Violation of University or HTSC procedures may result in the loss of the privilege to use the facility and/or referral through the University conduct system.

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Priority Programs

Acknowledging that some traditional events and programs should have precedence on the calendar, Priority Program reservations have priority scheduling status in the facility. Priority Programs remain constant from year to year, and dates typically change as the University calendar dictates. The HTSC Reservations calendar will open for Priority Programs in early February with confirmation as soon as the official football schedule is released.

Priority Programs meet at least one of the following criteria:

  • The event is historically significant or otherwise important to the entire University community;
  • HTSC has unique resources that cannot be found in other areas on campus;
  • The program requires significant operations resources;
  • The program must be offered annually at a specified time of year by an SMU department or a chartered student organization;
  • Attendees are primarily from the SMU Community (current SMU student, faculty, or staff);
  • The program aids in student recruitment and retention efforts.

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Facility Areas and Function Spaces

  • Food and beverages are allowed unless otherwise stated.
  • The maximum length of any one reservation is seven (7) days.
  • Permission is required to hang banners, signs, or advertisements in meeting rooms and in the common areas and hallways of the building.
  • HTSC does not provide storage and assumes no liability for materials left in the building.

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Reservable Spaces:

First Floor Ballroom (can be divided into three sections), Theater, Forum, Varsity, Promenades
Second Floor The Commons
Third Floor Atrium meeting rooms, Portico meeting rooms

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Miscellaneous

The Crossing
Spaces may be reserved by one group for a maximum of three (3) consecutive days, twice a semester. The space behind the counter area is divided into three sections for use by groups using the corresponding booth. The size of each section is 3'6" x 2'2". Signs may be hung in front of the designated space or the bar behind the counter; do not hang signs or banners on the back wall.

When available, The Crossing is used as overflow for West Bridge table reservations.

For more information on pricing for the Crossing for groups unaffiliated with SMU, and to reserve the Crossing please visit the Plan Your Event page.

The West Lobby and West Bridge
The West Lobby is used as a rain location for West Bridge tables. Chartered student organizations wishing to decorate the lobby area and the West Bridge Windows can make arrangements to do so through the Meeting and Events Coordinator.

University departments, chartered student organizations, and temporary student organizations may reserve a table in the West Bridge through SMU Connect. Typical uses of tables include:

  1. Promotion of an upcoming event/activity sponsored by the department or organization;
  2. Membership recruitment;
  3. An event such as a contest, prize give away etc...

To reserve a table at the West Bridge please visit Connect.SMU.edu.

Non-Reservable Spaces

Commuter Lounge
The Commuter Lounge is generally not a reserveable space but exceptions may be granted by the Meeting and Events Coordinator on a case-by-case basis.

Commuter Lounge Lockers

  1. The lockers in the Commuter Lounge are made available to students only on a first-come, first serve basis. No reservations are required.
  2. All items must be removed from the locker at the end of the semester. If a student wants the locker for another semester, he or she may use the same locker from the previous semester through the next semester.
  3. Lockers will be cleaned out the week after finals every semester. Items not removed from the locker by 4:00pm the first day after finals week concludes will be removed and donated.

Commuter Lounge Kitchenette
The Commuter lounge has a kitchenette with a microwave, sink, and refrigerator with a freezer available for students to use. Students are trusted to maintain the area and clean up after themselves. The kitchenette and all contents in the refrigerator will be emptied the week after finals. Any items (food, Tupperware, etc.) will be thrown away.

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Audio-Visual (AV) Guidelines and Procedures

Introduction

The Student Center's goal is to provide high quality audio-visual equipment and trained technicians to groups utilizing the building for meetings and events. Outside audio-visual equipment is not allowed in the Student Center without the written permission from the Meeting and Events Coordinator and the OIT Director of AV Services.

General Guidelines and Procedures

  1. The Student Center audio-visual equipment may not be moved or operated except by or under the direction of an AV technician. Violation of this rule may result in the revoking of reservation privileges and may also result in charges in accordance with any damage caused.
  2. You may reserve equipment in HTSC through the Meeting and Events Coordinator. Priority in room reservations will be given to groups that need equipment housed in a particular facility. Reservations must be made or confirmed with the reservations office at least five (5) business days prior to the event.
    • Fees for use of equipment will be structured based on the equipment used and the personnel required to operate equipment. Every effort will be made to honor a last-minute request for A/V equipment, however, a late-fee will be assessed. HTSC has a limited amount of equipment and staff available, so please plan ahead and let us know your needs so we can accommodate you.
  3. Audio-Visual equipment may not be used outside of the Student Center. For more information on renting audio-visual equipment outside of the Student Center please see OIT’s official policy and request form here.

Please Note

Groups are charged (at the appropriate rate schedule) for equipment that is requested and delivered, whether or not the equipment is actually used. Please be sure you need the equipment before ordering it to avoid unwanted charges.

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Food and Beverages

Aramark Dining Services operates the Mane Course and the Market. Outsider caterers are not permitted to use these spaces to prepare food in any area of HTSC. The client is responsible for disposing of trash in an appropriate manner, or a cleaning fee may be charged.

HTSC recommends SMU Catering, but they do not have exclusive rights to catering in the building.

All clients hosting a meeting or event in HTSC are responsible for making arrangements for catering services, and providing linens, if needed. The department and/or organization is responsible for following University policy which requires that the outside food service provider has appropriate health certificate and certificate of insurance filed with the Office of Risk Management.

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Advertising and Decorations in Hughes-Trigg

Decorations for Events

Our goal is to create a vibrant student center. To create a safe environment, everyone using HTSC is expected to adhere to the following:

  • Decorations/displays must be free standing and leave eighteen (18) inches from the ceiling to meet fire code. Please do not use nails, pins, or tape of any kind to place signs on painted surfaces or woodwork.
  • Do not hang materials from the fire sprinkler system, light fixtures, draperies, or the ceiling.
  • T-pins may be used to hang light banners and paper decorations to the Ballroom fabric walls only.
  • Candles, incense, grills, open flames, smoke or fog machines, and glitter are prohibited in the building.
  • Keep doorways, halls, and stairs unobstructed by decorations and equipment so that everyone can exit safely.
  • The sponsoring organization will be charged for any repair costs resulting from the use of decorations that damage the building.
  • Arrangements for special equipment or decorations provided by a vendor must be approved in advance with the Meeting and Events Coordinator or, in the case of audio-visual decorations, the OIT Director of AV Services.
  • All decorations, display materials, and agendas must be removed by the reservation end time listed on your estimate. Anything left behind will be disposed of, and a clean-up charge may be assessed.
  • Whenever there is a question on the use of something not listed above, it is the sponsoring organization's responsibility to ask the Meeting and Events Coordinator in a timely manner by emailing HTSC@smu.edu.

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Sales and Solicitations

The sale of goods and services not related to a program may only be conducted from the Crossing located on the second floor of the Student Center. The Crossing is available for rental during the fall and spring semesters only, including Finals Week.

As a general rule, sales may only be conducted when they are part of the program - i.e. sale of art on display in the Gallery, sale of books at a lecture, etc.

Vendors seeking to co-sponsor a sale with a student organization must pay the appropriate fee for the use of the Crossing. Vendors cannot be sponsored to table at the West Bridge.

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Student Center Space Allocation

General Guidelines and Procedures for Leased Spaces

The Student Center has a limited number of spaces leased to tenants to provide services to the University community. Groups wishing to be considered to be a leased tenant must contact the Executive Director of Student Life and submit a proposal.

General Guidelines and Procedures for Student Organizations

Student organizations interested in having office space in Suite 300 may apply during the appropriate time of the year with the Student Senate Student Center Governing Committee. Contact Student Senate for more information.

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Other/Miscellaneous

Newspaper and Magazine Distribution

The free exchange of ideas and political debate is central to the role of HTSC, therefore we encourage a range of informational materials available to our community. Internal groups seeking to distribute materials in HTSC can do so after approval by the Executive Director of Student Life.

Lost and Found

The Student Center is not liable for items lost in the building. Found items should be taken to the Student Activities office during business hours. On the last day of the week at 4:00 pm items are turned over to the SMU Police Department in Patterson Hall. Any items found after business hours can be turned in directly to Patterson Hall.

Plaques

The Student Center is an appropriate place to display plaques identifying recipients of awards given at SMU. Persons or groups who wish to display plaques shall make a proposal to the Executive Director of Student Life. If approved, the requesters will be responsible for all costs associated with hanging, maintaining, and updating the plaques.

Removal of Equipment

No equipment may be removed from the Student Center without the written permission of the Meeting and Events Coordinator.

Smoking

Smoking is not permitted in HTSC or within 25 feet of the building. Smoking is not permitted in the Courtyard or at the West Bridge.

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General University Policies

The policies and regulations of Southern Methodist University are to be adhered to in HTSC.

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